Mobile Phones - Purchasing and Use Policy

Document Number	000487
Date Last Amended	3 December 2009

 

 

1.      Introduction

The University of Newcastle provides mobile phones to staff members and business functions where there is a demonstrated business need.  The purpose of this document is to establish guidelines regarding eligibility, usage and management of University owned mobile services.  It should be read in conjunction with the relevant Mobile Phone procedures.

2.      Policy Scope

This policy applies to all mobile phones funded by the University.  Mobile phones funded by the University’s controlled entities are excluded from the scope of this policy and any purchasing and operating cost are their sole responsibility.

3.      Policy Intent

This policy was created in order to enhance employee safety, limit corporate liability, and help manage telecommunications costs.

4.      Relevant Definitions

The list of definitions should begin with the following clause:

In the context of this document:

carrier means the mobile phone vendor (Telstra, Optus, Vodafone, 3, etc);

mobile phone means a phone, Personal Digital Assistants (PDAs), Blackberry or any other emerging voice or data device that accesses a commercial mobile telecommunications service;

mobile service packages means the mobile phone carrier and the mobile phone charging plan;

SIM means Subscriber Identity Module. The SIM card is a tiny memory card (normally gold in colour) that determines the phone number of the mobile service. 

5.      Policy provisions / principles

5.1.     Eligibility

5.1.1.       Individual Staff Members

The University of Newcastle will provide a mobile phone to those members of staff where it is deemed necessary for the performance of the duties of the position.   Ordinarily this will pertain to staff whose duties require them to spend time away from their normal workplace and/or be contactable outside business hours.  Specific examples of eligibility are:

1. The employee is to be available outside business hours to assist with critical business functions, for example, respond to media enquiries; or respond to IT or building infrastructure problems.
2. The employee is required to make frequent and/or prolonged travel outside the campus locations.

Eligibility must be reassessed whenever the staff member transfers to a different position.

5.1.2.       Other Individuals

Mobile phones will not normally be issued to conjoints, affiliates, students, contract employees, temporary personnel or consultants.

5.1.3.       Business Functions

There are occasions where a mobile phone will be allocated to a business function rather than an individual, for example:

1. The business function has a need to send SMS messages to students;
2. The business function uses telemetry equipment. 

A specific member of staff must be nominated to take responsibility for the allocation of the phone and for overseeing appropriate use.

5.2.     Issuing a Mobile Phone

The relevant member of the Executive Committee is responsible for confirming that a staff member or business function meets the eligibility criteria.  The final decision on whether an employee will be issued a mobile phone rests with the relevant PVC / Division Head.  The new service will be charged against the approver’s cost collector.

In order to take advantage of volume pricing discounts, the University of Newcastle has standardised mobile phone equipment, mobile service packages, and mobile phone accessories.

Application for accessories (such as a hands free kit) or a premium phone (such as a Blackberry) should normally be included as part of the initial request for a phone and requires approval by the relevant member of the Executive Committee.

Eligible employees may transfer their existing mobile number to a University plan on request.  Payment of any costs associated with the transfer, such as a cancellation of contract fee, is at the discretion of the Faculty or Division head.  Any such costs will be borne by the approving Faculty or Division.  Requests to continue to utilise the existing contract to avoid cancellation costs is subject to the requirements of the Carrier Service section below.  In the instances where this is approved, it is expected that the phone will be transferred to the University’s standard carrier on expiration of the existing contract.

5.3.     Replacing an Existing Phone

The University will replace mobile phones where there is a justifiable reason that is approved by the relevant member of the Executive Committee.  In circumstances where it has been shown that the employee’s carelessness contributed to the loss of or damage to the phone then the employee may be required to contribute to the replacement cost.

The University may choose to replace handsets as required by business or technological changes.

5.4.     Revoking a Mobile Phone

University management and members of the Executive Committee regularly review mobile phone usage.  The University reserves the right to revoke approval for a university mobile phone at any time.

5.5.     Carrier Service

All Mobile Phone Services will be provided by the incumbent telecommunications carrier.  Use of an alternate carrier can only be authorised by the DVC (Services) or delegate.

5.6.     Conclusion of Employment

At the conclusion of employment all University-owned SIM cards, mobile phones and accessories must be returned to IT Services. Premium handsets (such as Blackberry phones) and equipment under contract will not normally be made available for purchase by a departing staff member.  Handsets and accessories that are technologically obsolete and due for disposal, as determined by the Chief Information Officer, will be made available to the departing staff member at no cost.

If requested, the University will agree to transfer mobile phone numbers registered in its name to departing staff members where the staff member has had exclusive use of the number, providing the transfer takes effect prior to the termination date.   Payment of any costs associated with the transfer, such as a cancellation of contract fee, it is at the discretion of the Faculty or Division head.  Any such costs will be borne by the approving Faculty or Division.  The University will reallocate the number or cancel the service if the transfer is not effected prior to the termination date.  This does not apply where the mobile phone number was allocated to a business function or published in a corporate publication (excludes personal business cards).

5.7.     Authorised Usage

Mobile phones owned by the University are to be used appropriately, responsibility, and ethically.  The following must be observed:

1.   In the event of loss or theft, the employee is also responsible for immediately contacting the carrier to have the number disabled.
2. University mobile phones are for University business purposes.  It may be necessary for staff to use their University mobile phone for personal use where there is no alternative.  Staff are expected to strictly limit such calls, for example, calls made when travelling on business or when delayed due to business meetings.
3. University mobile phones must not be used for business activities other than those related to the University.
4. University mobile phones must not be used to call premium call charge services such as 1900 numbers or premium SMS services.
5. University mobile phones must not be used for the purpose of illegal transactions, harassment, obscene behaviour, or any other activity that would breach another University policy.
6. Employees must not use a University mobile phone while operating a motor vehicle unless it is fitted with an appropriate hands-free kit.  The employee will be responsible for any fines incurred as result of traffic regulation breaches.
7. University mobile phones must not be used to take photographs of individuals without that individual’s express permission.
8. Use of data services from mobile phones are subject to the University’s Computing and Communications Facilities Conditions of Use Policy.

5.8.     Monitoring

Summary usage reports are regularly reviewed by the direct line manager(s), the relevant member of the Executive Committee and the Chief Information Officer for the purposes of monitoring usage against this policy.

Itemised bills for an individual mobile phone will be made available to the direct line manager(s) and/or the relevant member of the Executive Committee where there is reasonable suspicion of misuse.

Technical support personnel may not review the content of an individual worker's communications out of personal curiosity or at the request of individuals who have not gone through proper approval channels. Advance written approval by the Chief Information Officer is required for any such monitoring.

 

6.      Essential Supporting Documents

University of Newcastle Code of Conduct

University Computing and Communications Facilities Conditions of Use Policy

7.      Related Documents

Mobile Phone Procedure - under development.

Mobile Services Request form

Approval Authority	Vice-Chancellor
Date Last Amended	3 December 2009
Policy Sponsor	Deputy Vice-Chancellor (Services)
Policy Owner	Chief Information Officer
Policy Contact	Associate Director, Infrastructure
Amendment History	Amendments approved by Vice-Chancellor (on recommendation of the Executive Committee) (previously a procedure) - 3 December 2009