• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Part A - Criteria for Allocating Phones
• Part B - Practices for "Fair and Responsible Use"
• Part C - Responsibilities of Mobile Phone Users
• Part D - Responsibilities of Approving Officers
• Part E - Use of Multimedia Phones
• Part F - Purchase of Mobile Phones
• Standard Services
• Non-Standard Services
• Exceptions
• Part G - Transfer of Mobile Phones
• Part H - Disposal of Mobile Phones
• Part I - Termination of Employment
• Part J - Dispute Resolution
• Section 4 - Procedures
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) To facilitate official communications, the University may provide mobile phones to staff where a business need exists.

(2) To effectively manage the increased costs associated with supplying and using mobile phones, the University has imposed conditions on their use.

(3) This policy applies to all users of University funded mobile phones.

(4) This policy is to be read in conjunction with the more detailed information and procedures regarding mobile phones on the UWS Mobile Phone site .

Section 2 - Definitions

(5) For the purpose of this policy:

1. Approving Officer - refers to a person holding "CAT6 " (Category 6 ) or "CAT7 " (Category 7 ) level delegation or above.
2. Carrier - refers to the Vendor awarded the contract to provide the phone service.
3. Handset - the mobile phone.
4. IMEI - refers to the International Mobile Equipment Identity - the handset's serial number.
5. Landline - refers to a traditional fixed phone.
6. Multimedia phone - refers to any mobile phone capable of transmitting or receiving multimedia, such as music, photos and video.
7. Personal or Private Calls - refers to calls unrelated to University business. Brief calls related to being delayed at work or in traffic are not considered personal or private for the purposes of this policy.
8. Preferred Supplier - Vendor awarded the contract to supply mobile phones to UWS.
9. SIM card (Subscriber Identity Module) - A smart card inserted into a mobile phone to enable it to accept and make calls.
10. User - refers to any person using any University mobile phone.
11. Work Day - refers to any day Monday through Friday, except public holidays and concession days.

Section 3 - Policy Statement

Part A - Criteria for Allocating Phones

(6) Approving officers are to ensure there is a genuine business need or other benefit to the university. Criteria under which staff may be allocated mobile phones include, but are not limited to:

1. A requirement to undertake frequent out-of-office duties, including travel.
2. A requirement to be on call.
3. Limited access to a fixed phone. (eg., outdoor staff)
4. A requirement to perform a specific security or OH& S function.
5. Client services, productivity, or efficiency will be improved.

Part B - Practices for "Fair and Responsible Use"

(7) The use of mobile phones must be cost effective. All users must adhere to the following practices:

1. Where possible, landlines are to be used in preference to mobile calls.
2. Mobile calls should be limited to those necessary for effective business.
3. Calls should be kept brief.
4. Reasonable care must be taken to prevent damage, loss or theft.
5. University mobile phones may not be used for unlawful activities, commercial purposes unrelated to UWS, or personal gain.
6. Private use of mobile phones is to be kept to a minimum.

(8) All users need to be aware that Information Technology retains mobile phone account and call details in electronic format. These records may be accessed by authorised staff for audit and investigation purposes, and may be subpoenaed as evidence for legal proceedings.

Part C - Responsibilities of Mobile Phone Users

(9) Mobile phone users are:

1. to abide by the University mobile phone policy.
2. to comply with the " Acceptable Use of IT Resources Policy".
3. to comply with the fair and reasonable use practices noted in Part B above.
4. responsible for any and all activities associated with that phone.
5. to register the phone with Information Technology (IT) on receipt of a new handset by emailing the IMEI serial number to itaccounts@uws.edu.au
6. to ensure the safekeeping, care and custody of the mobile phone.
7. to immediately report lost/stolen mobile phones to the Preferred Supplier's Helpdesk and IT.
8. to check their account for accuracy and inform IT of errors.
9. to ensure the number is published on the staff phone directory.
10. to identify personal calls and reimburse the University at least once a quarter.
11. prohibited from using the phone to harass, menace, intimidate or send offensive messages to others.
12. to consider safety and etiquette - mobile phones must not be used while driving (unless using a hands free kit), when teaching, at meetings, in the Library, near blasting operations , in aeroplanes, near sensitive electronic equipment, or where otherwise signed.
13. to return the mobile phone and SIM card to their Executive Dean /Director upon concluding employment with the University, or when the phone is no longer required.

Part D - Responsibilities of Approving Officers

(10) Each Executive Dean, Director and above levels have the delegation to approve the allocation of mobile phones to their respective staff members. They are also responsible for:

1. Assessing which staff in their College/Division will be allocated a mobile phone.
2. Ensuring users are aware of the University's Mobile Phone Policy.
3. Ensuring the handset is obtained from the University's Preferred Supplier.
4. Ensuring any user who may drive a motor vehicle in the course of their University duties is also supplied with a compatible personal hands free kit.
5. Ensuring the phone number and IMEI serial number details are sent to Information Technology (IT) when the phone is received.
6. Approving the use of global roaming for official overseas travel.
7. Notifying IT when re-allocating a mobile phone.
8. Notifying IT about unused mobile phones so accounts can be cancelled.
9. Monitoring usage of mobile phones by approved users.

Part E - Use of Multimedia Phones

(11) The sending of photos and other multimedia from mobile phones is not currently considered a business requirement. All University mobile phones are barred from sending multimedia to other devices:

(12) If there is a business requirement for multimedia transmissions, a written request must be approved by an Approving Officer and sent to Information Technology Accounts Unit for action.

(13) Multimedia phone users must always respect the privacy of others.

(14) Users must always respect areas considered "private" by those who use them, for example public toilets, changing rooms, and gym locker rooms.

(15) Users must always respect the sensitivity of many office and industrial environments where the viewing of proprietary materials is a concern.

(16) Users must respect areas of photographic sensitivity, for example: museums, movie theatres and live performances.

(17) Multimedia phones must not be used to record images of individuals without their knowledge and consent. Parent or guardian consent is required when recording images of persons under 18 years of age.

Part F - Purchase of Mobile Phones

(18) Information Technology manages all purchases of mobile phones to ensure they are capable of performing as expected and will be compatible with the Preferred Supplier's network. All fees, charges and call costs incurred by the purchase and use of the mobile phone will be funded by the relevant College/Division. Refer to the UWS Mobile phone site for detailed procedures and more information.

(19) A personal hands free kit must be purchased with every phone assigned to a user who may drive a motor vehicle on University business.

(20) All mobile phones will be purchased outright and remain the property of the University regardless of funding source.

(21) Only mobile phones from the Preferred Supplier will be purchased and all phones must use the preferred carrier.

(22) The University reserves the right to change carriers if the current carrier does not meet our requirements.

(23) Under no circumstances will the University cover the costs for plans entered into privately, whether on University or privately owned phones.

Standard Services

(24) Standard services include:

1. Voice calls
2. Text messaging (SMS)
3. Voicemail

Non-Standard Services

(25) Access to the following services is not considered a requirement for University business and will require written approval from an Approving Officer:

1. Global Roaming
2. Conference calls
3. Call diversions (except to voicemail)
4. GPRS (General Packet Radio Services)
5. MMS (Multimedia Messaging Service)
6. WAP (Wireless Application Protocol)
7. PXT (Picture Text message)
8. Internet and email
9. Chargeable downloads

Exceptions

(26) Mobile phones and plans must be procured from the University's Preferred Supplier unless the user has prior written approval to purchase from an alternative supplier.

(27) Requests for approval to purchase from an alternative supplier:

1. must be made to the Director Information Technology, and
2. must be supported by a written business case, and
3. must be approved by the staff member's Executive Dean /Director; and
4. will only be granted if comparable services are not available from the University's Preferred Supplier or adequate coverage is not available in the user's area of operations. [eg CDMA (Code Division Multiple Access) mobile phone].

Part G - Transfer of Mobile Phones

(28) Mobile phones may be transferred between users as University needs change.

(29) If the phone is transferred to another user, Information Technology (IT) must be advised of the new user's details.

(30) When a phone is no longer required by the cost centre, the Executive Dean /Director must advise IT to have the number cancelled.

(31) All transfer requests are to be submitted to itaccounts@uws.edu.au.

(32) If the phone number is no longer required by UWS and the user wishes to keep the number for personal use, approval must be obtained from the Executive Dean /Director International. This approval is to be forwarded to IT who will organise for the number to be released from the University. Users must complete transfers within 5 working days or the number will be cancelled by the carrier.

Part H - Disposal of Mobile Phones

(33) All broken or unwanted mobile phones are to be returned to IT, where they will be reallocated or disposed of in an environmentally friendly manner.

Part I - Termination of Employment

(34) When a user ceases employment with the University their phone must be returned to the relevant Executive Dean /Director.

(35) If the phone is not returned the user will be charged the replacement cost of the phone. The SIM card will be cancelled and the phone locked, rendering the handset useless.

(36) Outstanding personal calls must be paid for on termination of employment.

Part J - Dispute Resolution

(37) Disputes regarding what are considered legitimate uses should be referred to the relevant Executive Dean /Director.

(38) Violations of this policy and associated policies/procedures may result in the suspension of mobile phone privileges and the possibility of employee disciplinary action.

Section 4 - Procedures

(39) Nil.

Section 5 - Guidelines

(40) IT Acceptable Use of Resources Policy

(41) UWS Code of Conduct

(42) UWS Enterprise Agreements (Academic and General Staff)

(43) Telephone Protocols Policy

(44) UWS Mobile Phone site

(45) Information on radio frequency radiation

(46) Australian Mobile Telecommunications Association