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Mobile Telephony and Communication Devices Policy

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Section 1 - Purpose and Context

(1) The University may provide a mobile device allowance or, where justified, a University-provided mobile device to staff to facilitate official communications.

(2) This policy governs the provision of allowances and the supply and use of mobile devices, and applies to all users.

(3) This policy is to be read in conjunction with the Delegations of Authority Policy, IT Acceptable Use of Resources Policy, Workplace Surveillance Policy, Privacy Policy, Records and Archives Management Policy and relevant knowledge articles in the MyIT Portal.

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Section 2 - Definitions

(4) The following definitions apply for the purpose of this policy:

  1. Allowance - a sum provided to staff to defray the cost of their personal carrier service where they make the service available for University business.
  2. Approving Officer - Category 6 level delegation or above.
  3. Carrier - provider of networked communications, data services, and devices.
  4. Device - mobile communications and data equipment using a SIM to connect to a carrier.
  5. Non-standard Services - services the University does not normally provide, including international roaming, international direct dialling, conference calls.
  6. Personal Calls - calls or charges unrelated to University business. Brief calls related to traffic or work delays are not considered personal.
  7. SIM (Subscriber Identity Module) - card inserted into the device to connect to a carrier's network.
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Section 3 - Policy Statement

(5) Payment of an allowance is the University's preferred method of providing a mobile service to staff. The provision of a University-provided device and service is by exception only.

(6) During 2018, any remaining University-provided devices and services will be reviewed with the aim of transitioning those which are not justified to an allowance.

(7) Information Technology and Digital Services (ITDS) manages all University purchases of mobile devices and services.

(8) The relevant unit is responsible for all mobile allowances, fees, charges and call costs.

(9) The use of mobile devices and services must be fair, reasonable and cost effective.

(10) Devices purchased by the University remain University property regardless of the funding source.

(11) University device users and allowance recipients must have their mobile phone number published in the University Staff Directory.

(12) The University records usage and call details for all devices on the University account, subject to the Workplace Surveillance Policy.

(13) Breaches of this or related policies/procedures may result in the withdrawal of an allowance or device and/or employee disciplinary action.

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Section 4 - Procedures

Part A - Responsibilities

Approving Officers

(14) Approving officers are responsible for:

  1. Assessing which staff in their unit will be allocated an allowance or, if a case has been justified, a device.
  2. Ensuring users observe this policy.
  3. Ensuring University-provided devices are only obtained through ITDS.
  4. Monitoring device usage in their business unit.
  5. Approving the use of international direct dialling and global roaming on University-provided devices for official business.
  6. Notifying ITDS when reallocating a mobile device.
  7. Requesting ITDS cancel accounts for unused devices.
  8. Returning devices that are no longer required to ITDS for reallocation or recycling.
  9. Approving access to non-standard services.
  10. Approving other changes to the device's services (e.g. transfers).

University-Provided Device Users

(15) Users of University-provided devices are responsible for all activities associated with the device, and must:

  1. Abide by all local laws relating to the use of mobile devices.
  2. Comply with the IT Acceptable Use of Resources Policy.
  3. Immediately report lost/stolen devices to the carrier's help desk and ITDS.
  4. Check their account for accuracy and inform ITDS of errors.
  5. Return devices and SIMs to their supervisor when no longer required, and email to advise of their return.
  6. Keep the device secure and protected from loss, damage or theft, including establishing a device password/security code.

(16) To ensure the proper use of devices, users must:

  1. Limit call and data usage to that necessary for effective business.
  2. Keep calls brief.
  3. Reimburse the University for all personal charges at least once per quarter (see the Internet Payments/IPay site).
  4. Reimburse the University for costs of premium or subscription services, or chargeable downloads (eg, app stores, ring tone services, competitions, 1900 calls, etc).
  5. Be mindful of significantly increased costs of calls, email, and Internet access while international roaming and use these services only to the extent necessary to carry out official duties

(17) Users should refer disputes regarding legitimate uses to the relevant approving officer.

Part B - Criteria for Allocating an Allowance or Device

(18) In assessing whether to allocate an allowance or a device to a staff member, approving officers must be satisfied there is a genuine business need or other benefit to the University having regard to:

  1. the frequency of the staff member's out-of-office duties, including travel;
  2. any requirement for the staff member to be available when away from the normal workplace;
  3. whether the staff member will have limited access to a fixed phone. (e.g. outdoor staff);
  4. whether the staff member will have any requirement to perform a specific duty (e.g. security or WHS functions); and
  5. the need to provide improved client services, productivity, or efficiency.

Part C - Allowances for Use of Non-University Devices

(19) Any allowance the University provides to staff for the use of a personal mobile deviceis intended to cover reasonable business use, including the provision of the device.

(20) Personal device users must ensure that they comply with the University's Privacy Policy and Records and Archives Management Policy in relation to the storage and security of University records. Users should also consider securing the device with a passcode to assist with securing University material.

(21) Users who receive a mobile device allowance:

  1. will receive a fixed rate allowance through the payroll on a pre-tax basis; and
  2. may claim reasonable additional costs through their business unit for any business usage during international travel.

(22) As the allowance will be paid through the payroll on a pre-tax basis, staff may wish to seek independent financial advice.

(23) The University will review the allowance rate annually and changes will be passed on but not backdated. The University will adjust the allowance in line with tax or other legislative changes when the changes take effect.

Part D - University-provided devices

(24) The University will provide a staff member with a University device only where the staff member can establish a case that would exclude an allowance, such as a shared pool (e.g. Campus Safety and Security teams who share the phone between rostered staff). The Chief Information and Digital Officer will review the case and make a determination.

(25) Where a University-provided device requires replacement or upgrade, the requesting business unit must justify retaining the device in lieu of receiving an allowance.

Part E - Purchase of Devices and Connection Plans

(26) Information Technology and Digital Services is responsible for providing all University devices and services.

(27) Unauthorised staff must not enter into any communications plan on behalf of the University. Such plans will be cancelled, and the carrier will recover costs from the person who entered into the plan.

Part F - Termination of Employment

(28) Staff who leave the employment of the University:

  1. must return any University device to their supervisor for reallocation or recycling;
  2. must pay all outstanding personal charges;
  3. will no longer receive an allowance for any personal device.

(29) If a staff member does not return a University device on leaving the University's employment, the University will lock the device and charge the employee for the device's cost.

Part G - Transfer

(30) University-provided devices may be transferred between users. The approving officer must immediately inform the IT Service Desk of the new user's details.

(31) If a device is no longer required by a unit, the approving officer must advise the IT Service Desk so the account can be cancelled.

(32) If staff wish to keep a mobile number that the University no longer requires, the approving officer may approve the number's transfer to the staff member's personal account. The device remains the property of the University.

(33) Staff are to submit requests to transfer numbers on or off the University account through the IT Service Desk.

Part H - Disposal

(34) Units and schools are to return all unused, unwanted, or broken University devices to ITDS for reallocation or recycling.

Part I - Support

(35) If staff require support for a University-provided device, they should contact the IT Service Desk or refer to the MyIT Portal.

(36) If staff receive a mobile device allowance, device support will be limited to information on the settings needed to access University resources.

Part J - International Roaming

(37) Users of University-provided devices must apply via the IT Service Desk for international roaming at least ten working days before they leave, and must make themselves aware of the services available, the increased costs, and any requirements necessary to use the device while travelling.

(38) Users who receive a mobile device allowance are responsible for activating international roaming services through their provider and may claim reasonable additional costs through their business unit for business related usage during international travel.

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Section 5 - Guidelines

Associated Information

 IT Service Desk MyIT Portal
IT Service Desk email
Bilmax mobile charges system