General Policies
University Policy Number 1124
Subject: University Owned Cellular Equipment
Responsible Parties:Telecommunications Administration, Technology Systems Division
Procedures:
Related University Policies:Policy #1301, Responsible Use of Computing; Policy #2204, Telephone Use; Policy #1114, Data Stewardship; Policy #2113, Payment of Telework or Remote Work Expenses; Policy #2202, Flexible Work
I. SCOPE
This policy applies to the issuance, use and custodianship of all University owned cellular equipment.
II. POLICY STATEMENT
University owned cellular equipment is issued to individuals for use in conducting official University business. Appropriate use of such equipment supports efficient, cost effective operations and improves service delivery. Telecommunications Administration is the only University department authorized to purchase cellular equipment. The University does not reimburse individuals for the purchase of cellular equipment.
The responsibilities of the individual being issued the equipment must include the need for emergency or frequent and regular business contact that cannot be accomplished using the University computer or telephone system. Factors to be considered when selecting a specific piece of equipment include the following:
- Business needs generally can be met with basic, entry level equipment and service plans. For example, keyboard tilt, text messaging, GPS and other options that cost extra generally are not necessary for business purposes. In addition, very few positions require unlimited minute service plans.
- Personal digital assistant (PDA) equipment should interact well with existing University calendar systems. See http://smartphone.gmu.edu/index.html
- New devices should not be issued to offer the latest technology; rather to address bona fide performance or quality deficiencies.
A written justification approved by the appropriate member of the Executive Council must be on file for each piece of equipment. Equipment purchase and monthly recurring costs will be charged to the fund or organization listed on the approval form. Charges associated with cellular equipment are not allowable on federally sponsored funds, unless an exception is authorized due to the unique nature of the project. Use of University owned cellular telephones while driving is prohibited (except when using a headset or Bluetooth device).
Only one item of cellular equipment may be assigned to an individual at any given time, unless issuing multiple pieces of equipment is supported by a cost-benefit analysis. Multiple phones that are assigned to departmental employees as needed (e.g., several shift employees) may be issued under the employee title to the Department head. Equipment less than one year old may not be replaced or upgraded unless it is damaged.
A password or pin is required on cellular equipment issued by the University. Passwords are required on PDAs, and a 4 or 5 digit pin number is required for mobile phones. Storage of highly sensitive data on cell phones or PDAs is prohibited. This includes removable media such as SD or Micro SD cards.
III. DEFINITIONS
Cellular equipment: any mobile device with voice capability operating on a cellular network (e.g., cellular telephones; PDAs such as Blackberries; pocket PCs, etc.)
IV. RESPONSIBILITIES
A. Telecommunications Administration is responsible for administering contracts with providers of equipment and service. Telecommunications Administration also is responsible for issuing equipment, retaining justification and custody forms for each piece of equipment for three years after date of return, and providing consultation about equipment, accessory and monthly service plan selection.
B. Department Heads are responsible for overseeing the use of cellular equipment in their unit and ensuring that charges are reviewed for reasonableness. Department heads also are responsible for reviewing service plans and cellular equipment needs at least annually to ensure the University is using equipment effectively and participating in the most cost efficient plan (e.g., not paying for excessive minutes). Department heads are responsible for approving service plan upgrades and replacement equipment issued to existing users. Written justification is required. Individuals may not approve their own upgrades or replacements.
D. Supervisors are responsible for ensuring that equipment is returned by the user as described below.
C. Users of cellular equipment are responsible for limiting use to business purposes and are reminded that data collected on University owned equipment is subject to public disclosure under the Freedom of Information Act. As a general rule, users are discouraged from making or receiving personal telephone calls using University owned cellular telephones. Should the University incur incremental costs as a result of personal use of cellular equipment, including payment for unnecessary monthly minute charges, users are responsible for reimbursing these costs. The University recognizes that a limited amount of personal use of University owned cellular equipment may be necessary, but the overwhelming use must be directly related to University business. Users are responsible for signing a use agreement upon issuance of cellular equipment and abiding by its restrictions. Users are responsible for securing the cellular equipment in their custody and for promptly returning cellular equipment to Telecommunications Administration when it is either no longer necessary or upon separation from service. Users are responsible for notifying their supervisor and Telecommunications Administration of lost or stolen equipment, and filing a report with Campus Police in cases of theft.
D. Members of the Executive Council are responsible for approving issuance of all cellular equipment in their areas.
E. The Director of Sponsored Programs is responsible for approving charges to federally sponsored projects for costs associated with cellular equipment.
V. EFFECTIVE DATE AND APPROVAL
This policy is effective April 1, 2009 and shall be reviewed and revised, if necessary, annually, with changes to become effective at the beginning of the University's fiscal year, unless otherwise noted.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: March 12, 2009