Application for Citrix Web Interface

APPLICATION FOR ‘STHELENS.ORG.UK’ EMAIL TO BE ACCESSED BY SMARTPHONE VIA ‘ACTIVE SYNC’ PROCESS

1. Introduction The Local Authority is keen to ensure that any opportunities for both teaching and non teaching staff to maximise their time and resources to provide anytime anywhere access, (that comply with security and data protection concerns) should be supported.

This policy has been developed to enable staff to utilise the ‘active sync’ feature on their smart-phone to access their work based email account.

2. Defining ‘active sync’ Exchange ActiveSync allows PDAs (personal digital assistants) and smart-phones to synchronize data with Exchange mailboxes. Synchronizing email, calendar, and contacts requires a PDA or smart-phone that can connect to the Internet. This connection can be directly from the device using Wi-Fi or via a mobile network.

3. Implementing active sync Each school will be provided with an application form for users to apply for active sync to be enabled on their smart- phone to access their work based email account. This form must be completed and signed by the applicant and then passed on to either the individual responsible within your school or the IT Managed Service (dependent on local process).

4. Managing active sync a) Device issued by school: The setup and configuration of accessing your work based email account from your smart-phone will be the responsibility of the school / managed service. A data tariff is provided as part of the mobile contract to enable access to emails. b) Personal device: The setup and configuration of accessing your work based email account will be the responsibility of the individual. The individual will need to ensure an appropriate data tariff is setup to support email access and cost implications are the responsibility of the individual. The device will not be supported by the managed service.

Only one device per email account will be synced.

Once the managed service provider have received an approved application from the school, they will make contact with the staff member. The staff member will then have 24 hours to active the sync feature on their phone.

5. Confidentiality / Data protection Arrangements need to be in place to ensure that the safety, security and confidentiality of work based information on the smart-phone is in accordance with the Data Protection Act and employees have the same responsibility for security of information when connecting St Helens emails using the active sync solution.

It is the employees responsibility to ensure that work based information accessed from the smart-phone remains confidential and passwords used to logon to the smart-phone will be enforced.

Smart-phones containing personal / pupil information should not be unattended in cars or public areas even if those cars are locked.

Active Sync Authorisation Request

Please complete ALL the sections below; failure to do so will result in a delay in your application being processed. If you have any questions on how to complete this form, please contact the IT Service Desk on 08081786996. Once you have completed the form, please return it to the nominated person in your school to authorise who will then pass on to the managed service for activation.

The information provided on this form will be processed in accordance with the requirements of the Data Protection Act 1998. It will be treated as confidential and used only for the purpose of Mobile Phone Active Sync Email Access.

Section One – Personal Details

1. FULL NAME: ______

2. SCHOOL: ______

3. SCHOOL TELEPHONE No ______

4. ACTIVE DIRECTORY USER-ID: ______

5. St HELENS EMAIL ADDRESS ______

Section Two – Phone Details

1. MOBILE PHONE NUMBER ______

2. THE PHONE IS CORPORATELY OWNED / PERSONALLY OWNED

3. IS ANTI-VIRUS SOFTWARE INSTALLED: YES / NO / DON’T KNOW

4. IF YES, PLEASE PROVIDE DETAILS: ______

5. IS THE PHONE PASSWORD PROTECTED? YES / NO

6. MAKE / MODEL OF PHONE ______e.g. HTC Desire / iphone

7. NETWORK PROVIDER ______e.g. O2

Section Three – Remote Wipe Details

In the event that the mobile phone is lost, I understand that I have a responsibility to ensure that confidential data is remotely wiped from the phone immediately.

I WILL AGREE TO TAKE PERSONAL RESPONSIBILITY FOR ENSURING THAT DATA IS WIPED VIA OUTLOOK WEB ACCESS FUNCTIONALITY AND I WILL INFORM THE MANAGED SERVICE IT SERVICE DESK ON 08081786996

Section Four – Authorisation

APPLICANT SIGNATURE: ______DATE: ______

Section Five – School Authorisation (Member of SLT)

As Lead Officer for the school, I understand the responsibilities placed on the school as Data Controller for the purposes of the Data Protection Act 1998 and I support this application.

LEAD OFFICER SIGNATURE: ______

PRINT NAME: ______

DATE RECEIVED BY SCHOOL: ______

MANAGED SERVICE PROVIDER USE ONLY

DATE RECEIVED BY MANAGED SERVICE PROVIDER: ______

CALL REF: ______

NOTES / COMMENTS:

______

OUTLOOK WEB ACCESS ACTIVE SYNC SET-UP BY: ______

DATE SET-UP: ______

DATE APPLICANT INFORMED: ______