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General Description
Requirements
Policy Provisions
Performance Evaluation
Subject Experts
Policy on Distribution and Use for Cellular Telephones and Portable Electronic Devices
Policy

Document Number: UNIV--103 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 08/17/2012
Primary Author: Director of Information Technology Status: Approved
Date Originally Created: 10/03/2011

General Description
Description:

The University provides access to University-owned communication devices based upon an employee's job responsibilities. Some positions may require that the employee be readily available via cell phone throughout his or her work period or during non-work hours. University-owned cell phones are provided only to employees whose position falls require them to conduct University business outside the normal office.

 


Purpose:

The purpose of this policy is to provide a set of guidelines governing the use of cellular telephones and related portable devices by Cumberland University employees and to provide guidelines, criteria and conditions for reimbursement of business use of personal cellular telephones.

 


Scope:

All Departments


Exceptions: The following are exceptions to this policy:

Smart phones:

· Primary Recruiters both athletic and admissions

· President, Vice Presidents and Deans

· As needed by directors with recruiting/traveling responsibilities (athletic director)

 

All others:

· Standard issue phone with plan

 

Other Electronic Devices: iPads are distributed to all Executive staff members (President, Vice Presidents, Deans) and select program directors.

 


Responsibility: Director of Director of Human Resources
Director of IT
President
VP of Business and Finance

Vice Presidents will be the approving authority for assigning cell phones to employees under their budgeted responsibilities. They will also be responsible to ensure that employees assigned University cell phones comply with all University polices and procedures including review and approval of monthly cell phone bills.

 


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Requirements
Approvals:

The following position characteristics will be used as initial basis to establish the need for a university-issued cell phone:

1. A requirement to travel frequently on University business;

2. Large amounts of time customarily spent away from the office;

3. Personal safety concerns for individuals while traveling;

4. Mobility for most of a typical work period;

5. Responsibility for response to emergency situation;

6. Responsibility for restoration of critical services, or;

7. Member of the Executive Cabinet.

 


Relevant Knowledge: In order to comply with this policy you should know:
Current University policy
Local statutes
Federal statutes
Standard company policies
Standards of good practice
State statutes

Terms and Definitions: Additional training

Corrective Action

Loss of privilege

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Policy Provisions
1.

Assignment of Electronic Equipment  

 


The following position characteristics will be used as initial basis to establish the need for a university-issued cell phone and/or portable electronic devices:

 

          1.     A requirement to travel frequently on University business;

          2.     Large amounts of time customarily spent away from the office;

          3.     Personal safety concerns for individuals while traveling;

          4.     Mobility for most of a typical work period;

          5.     Responsibility for response to emergency situation;

          6.     Responsibility for restoration of critical services, or;

          7.     Member of the Executive Cabinet

 


2.

Cell Phone Selection and Choices  


University-provided cell phones are provided at the lowest available group rate cost.


If an employee wishes to purchase an upgrade to their cell phone, that cost is at the employee's expense.


3.

Cell Phone Use

 


Cell phones should be operated for University business and limits in mind.


University administrators, coaches, admissions recruiting staff, and those whose role is to travel extensively can relax restrictions where no other method of communication is available.


4.

Apps and Proprietary Information


Users of University cell phones may load apps and other proprietory information and programs at user expense.  Both regular cell phones and more advanced devices (Blackberry © and similar devices) may be loaded by the user with personal, confidential or proprietary information.  Employees should take advantage of the security features built into their device to safeguard the release of such information to unauthorized individuals, and should undertake data backup procedures similar to those applicable to the employee’s computer.

 


Users of University cell phones and portable electronic devices may load apps and other proprietary information and programs at user expense.

 

Users of University cell phones and portable electronic devices may not charge personal apps and other proprietory information to the University.

 

Users may not load discriminatory, obscene, or lewd apps or other information on their devices and may not use such devices to transport said information.


5.

Personal Cell Phone Calls and Personal Use of Electronic Devices

 


All personal calls or other use of the CU-issued device which results in the incurrence of additional charges (downloads, personal messages, etc.) in excess of the University’s base device charges must be reimbursed by the employee to whom the device is issued. Overage of minutes used and/or text messaging services must be reimbursed by the user.


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Performance Evaluation
Desired Outcome:

Staff members who utilize University-issued cell phones will be more productive.


Performance Metrics: Compliance with standard policy and procedure

Consequences: Loss of privileges
Further training
Job Termination
Suspension
Write-Up

University-issued cell phones and other portable electronic devices are the property of the University and as such may be removed from the employee’s possession at any time.  Abuse of university cell phone or other portable electronic device privileges, upon the discretion of the dean, director, department chair, or immediate supervisor will result in loss of university cell phone and other portable electronic device privileges.  

 


Example Violations:

Using the cell phone while driving without a hands-free device.

Text messaging while driving.


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Subject Experts
The following may be consulted for additional information.
Director of Human Resources

Director of Information Technology

Executive VP

VP of Business and Finance

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