Spring 2014 issue of Horizons

Policies & Procedures Every institution should have a core set of policies and procedures that address the following: ∙ Broad policy on how confidential information at the university should be accessed, stored and utilized by authorized members of the faculty and staff ∙ Types of information that should never be stored outside of the university’s core information technology system ∙ Restrictions on the information and data that can be accessed from mobile and/or personal devices

∙ Controls that safeguard the information if a “Bring Your Own Device” is utilized such as passwords, remote-wipe features, encryption, remote access, monitoring of access and usage by the university, etc. ∙ Periodic scans and inventories of devices, applications and other programs in use by faculty and staff The presence of these tools, applications and devices in the academic environment provide an immense opportunity for institutions that can capitalize on them. Every university should ensure that they are constantly monitoring these trends, assessing the risks associated with them and frequently enhancing the internal controls in this area to safeguard the institution’s information.

∙ Education for all users on the potential risks for loss of confidential data

Universities should also begin to work to develop a cyber resilience plan.

RubinBrown’s Colleges & Universities Services Group RubinBrown provides assurance, tax and management consulting services to colleges and universities, both public and private.

Brent Stevens, CPA — St. Louis Partner-In-Charge Colleges & Universities Services Group 314.290.3428 brent.stevens@rubinbrown.com

Kaleb Lilly, CPA — Kansas City Partner Colleges & Universities Services Group 913.499.4417 kaleb.lilly@rubinbrown.com

Matt Finke, CPA — St. Louis Manager & Vice Chair Colleges & Universities Services Group 314.290.3365 matt.finke@rubinbrown.com

Rodney Rice, CPA — Denver Partner Colleges & Universities Services Group 303.952.1233 rodney.rice@rubinbrown.com

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