Parent Policy: Technology Use Policy
All Dining Services employees must follow the BYU IT Standards outlined at itstandards.byu.edu. This standard operating procedure summarizes the BYU standards that are relevant to end users in Dining. It also provides additional direction not included in the BYU documentation.
1. Computer Standards
a. Employees will run operating system and software updates regularly. The systems should prompt you to run the updates.
b. Employees will only install work-related applications on their work computer. This could include applications used while working that are not directly related to their work. The Dining Technology Group ("DTG") will audit installed applications during the quarterly computer audit.
c. Employees will save work files on an approved Dining Services cloud storage solution.
BYU Workstation Standards Page
2. Email Accounts
a. Employees will only send work-related emails from a university-provided email account or work system.
b. Emails to any BYU student or employee will be directed to their university-provided email account whenever possible. For messages to Dining Services employees this is non-negotiable. For customers, it is appropriate to respond to the customer at the email where they initiated the conversation.
c. Employees will not create automatic rules that forward all email to a personal email address.
3. Passwords
a. All Dining Services shared passwords will be stored in a LastPass Enterprise shared folder. BYU has purchased licenses from LastPass to store credentials which are considered property of BYU in a manner that is safe, secure, auditable, and sustainable.
- Employees can request LastPass accounts here at this link.
- Once you have a LastPass enterprise account, you will show up in the LastPass Enterprise Directory and shared folder admins can share password folders with you.
- You can pair a personal LastPass account to your enterprise account. Do not save non-work passwords to your enterprise account.
b. BYU CAS login requires two-factor authentication. Employees should opt-in to multi-factor authentication ("MFA") for other work-related accounts whenever possible. BYU generic accounts are discouraged and generally not allowed.
BYU Password & Authentication Standards Page
4. Personal Computer Use
a. "De minimis" use of personal computers to access a work schedule, Workday, or other common applications is acceptable.
b. Completing significant work on a personal computer is generally discouraged. When authorized, employees should take the following precautions.
- Employees will use the Campus VPN when doing work on their personal computer while not on BYU campus, which adds an additional layer of security. Here are instructions for installing and using the Campus VPN.
- Employees will not save work data to their personal computer. Work files should be saved to an approved Dining Services cloud storage solution.
c. Managers may authorize personal computer use for short-term remote work. Managers will not approve flexible work arrangements in Workday for long-term remote work without written approval from the IT Manager & CSR (Teancum Clark) and Technology General Manager (Coleman Madsen) when the employee would be using a personal computer to work remotely.
Additional Information
Revision History
- 2/4/2025: New standard operating procedure created.
SOP Contacts
- SOP Owner: Teancum Clark
- SOP Approver: Coleman Madsen
