Hasan Kalyoncu University Bilişim Teknolojileri Hasan Kalyoncu University
TREN

BIM.PR.19 — Device Handover and Assignment

Document NoBİM.PR.19
Version1.0
Initial Release26.04.2026
Owner GroupUser Support Group
CoordinationFinance Directorate, HR Directorate
Approved byMehmet ARARAT — IT Director
Legal BasisKVKK Art. 12 · Labour Law Art. 32 · Foundation Higher Education Regulation · ISO/IEC 27001:2022 A.5.10 / A.5.11
Related DocumentsKYS.POL.01 P30 (Asset Responsibility), P22 (Environment), P23 (Equipment), KYS.POL.05, BİM.PR.04 (Maintenance), BİM.PR.20, BİM.PR.21, BİM.PR.22

1. Purpose and Scope

Defines the lifecycle, responsibility allocation, and offboarding settlement framework for IT devices assigned to Hasan Kalyoncu University staff and, where necessary, students.

2. Scope of Assigned Devices

  • Laptops, desktop computers
  • Corporate mobile phones, tablets
  • Monitors, printers/scanners/multifunction devices
  • Peripherals (keyboard, mouse, dock, camera, microphone)
  • IP phones
  • Access cards, hardware keys (FIDO2 / smart card / token)
  • Network devices assigned to users (switch, AP)

3. Handover Process

  1. Line manager opens a device request on destek.hku.edu.tr (with justification + specifications).
  2. IT User Support Group identifies the appropriate device (from inventory or new procurement — Finance).
  3. Device is prepared: corporate OS image, security policies, MDM enrolment, antivirus, disk encryption.
  4. Staff member signs the digital assignment form (SAP Fixed Assets + Portal integration — BİM.PR.22).
  5. Device serial number + assignee ID recorded in inventory.
  6. Staff member receives the user guide + IT security summary brochure.

4. Standard Installation on Devices

  • Authorised OS version + current patches (BİM.PR.04)
  • Microsoft 365 (if licensed), corporate antivirus
  • VPN client pre-configured (BİM.PR.27)
  • Disk encryption mandatory (BitLocker / FileVault)
  • User has no local admin rights (IT only)
  • MDM enrolment mandatory
  • Auto screen lock at 30 min (BİM.PR.14 s.5)

5. Device Useful Life Table

Device Useful Life
Laptop 5–6 years
Desktop 6–7 years
Mobile phone 4–5 years
Tablet 4–5 years
Monitor 7–8 years
Printer 7–10 years

6. Settlement Framework (Foundation University)

If an assigned device has not been returned or has suffered negligence-related damage/loss during the departure/offboarding of staff or students:

  • The remaining value is calculated in the settlement process coordinated by the Finance Directorate and HR Directorate.
  • Calculation is based on the remaining depreciated value of the device (from the useful life table in Section 5) and the relevant clauses of the contract.
  • Settlement is made against salary/compensation/benefits; no separate legal proceedings are initiated.
  • For theft documented with a police report and losses without negligence, no settlement applies.

7. Return Process

  1. Device is returned to BIM.
  2. Disk is securely wiped using DoD 5220.22-M (3-pass) or physically destroyed if necessary (KYS.POL.05).
  3. Inventory updated, assignment removed (BİM.PR.21).

8. KVKK and Responsibility

Since the device may contain personal data, IT carries out all disposal operations before/after return under KVKK Art. 7 + KYS.POL.05; a record is drawn up.

9. Entry into Force

26.04.2026; revised every January/July.

Hasan Kalyoncu University · IT Directorate
Osmanlı Mah. Havaalanı Yolu Üzeri 8. Km 27010 Şahinbey/Gaziantep
444 6 458 · destek@hku.edu.tr · destek.hku.edu.tr · portal.hku.edu.tr
KEP: hasankalyoncu.unv@hs01.kep.tr

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