Cell Phone Usage (B7)

SUBJECT:
University Purchased Cell Phones

PURPOSE:
To provide guidance on the purchase and usage of University cell phones

POLICY:
The University recognizes that certain job functions require that an employee be accessible when away from the office or during times outside scheduled working hours. For this reason, the University will provide cell phones to select employees that frequently travel away from the home office and/or frequently use long distance calling for business purposes. Employees that are on call on weekends/ holidays/ after hours may also be provided a University cell phone.

Criteria for Assignment of Cell Phones
University cell phones may be assigned to employees provided at least one of the following criteria is met. Simple convenience is not a criterion for cell phone need. It is the responsibility of the dean, director, or department chair to make the above determination as to whether a University cell phone is warranted and the type of cell phone plan that is required (see "Cell Plans"). If the employee is at a job level commensurate with a dean, director, or department chair, then their immediate supervisor shall make the determination. Criteria include:

1. The job function of the employee requires considerable time (> 25%) outside of their assigned office or work area and it is important to the University that they are accessible during those times,
2. The job function of the employee requires them to be accessible outside of scheduled or normal working hours.
3. Frequent long-distance calling is a required part of the job and calls can be made more economically on a cell plan.

Guidelines of Cell Plans
All University provided cell phones are to be acquired through the Information Technology Services Department. No department is authorized to acquire University cell phones independently without the written approval of ITS.

When receiving a University cell phone, the employee and approving party (dean, director, or chair) are required to sign a "Statement of Receipt and Responsibility for Graceland University Cellular Phone."

The University recognizes that cell phone needs will vary by employee, therefore ITS will have several plans and phone types available from which the department can choose.

It will be the responsibility of the dean, director, or department chair to approve the plan and phone type that best meets the employee's needs at the most economical price to the University.

The chosen plan should be monitored and adjusted as appropriate should needs change and also to ensure the University is participating in the most efficient plan (i.e. not paying for too many unused minutes or excessive personal minutes).

Reimbursement for Personal Calls
Employees will reimburse the University for personal phone calls at $.10 per minute when usage exceeds the monthly allotted minutes unless the overage can be attributed to business calls and not personal calls. Employees will be responsible for managing total monthly minute usage within their plan’s limit. Supervisors will review cell phone usage statements monthly. Employees will pay for text messaging, internet access, downloaded services and other non-plan.

Budget responsibility
All cell phone charges and cell phone purchase costs are the responsibility of the department requesting the phone.

In the event that a cell phone is damaged or needs replacement, department budgets will also be responsible for any applicable charges. In the event a cell phone is no longer needed by a department or is reclaimed because of abuse, the department will continue to incur the related contract charges through the term of the contract or identify another department needing the phone and transfer the phone to that department.

Usage requirements
Hands free devices are required when driving on University business. If hands free devices are not available, then drivers must pull over before using a cell phone.

Employees should turn off cell phones while attending University events or turn the phone to silent ring.

The use of electronic devices including miniaturized cameras and camera cell phones will be administered in conjunction with our existing information and harassment policies. The use of such devices to take photographs or otherwise store images in areas such as locker rooms, restrooms, changing rooms and healthcare facilities is expressly prohibited.

Removal of Cell Phones
A University cell phone is the property of the University and as such may be removed from the employee's possession at any time. Abuse of University cell phone privileges, upon the discretion of the dean, director, department chair, or immediate supervisor, will result in loss of University cell phone privileges.

Existing Cell Phones
Departments currently using cell phones not on the University Sprint plan, should cancel their contracts at the expiration of the contract period and obtain service through the ITS department under the University’s contract with Sprint. Employees requiring international service will work with ITS to obtain the appropriate phone and service for international use. Employees using personal cell phones for Graceland business may request reimbursement for business calls at a rate of $.10 per minute. Supervisors should monitor requests for reimbursement of personal calls and determine if a University provided cell phone would be more economical for the University.