(1) The University may provide mobile phones and other mobile telephony devices to staff for official communications. (2) The University has imposed conditions on the use of these devices. (3) This policy applies to all users of University funded mobile telephony devices. (4) This policy is to be read in conjunction with the University Telephones web site. (5) For the purpose of this policy: (6) Information Technology and Digital Services manages all purchases of mobile telephony devices. All fees, charges and call costs incurred by the purchase and use of the mobile device will be funded by the relevant School/Division. Delegated staff should refer to the University mobile phone web site for detailed procedures and more information. (7) Devices remain the property of the University regardless of funding source. (8) The University records usage and call details. Records may be accessed by authorised staff for audit and investigation purposes, and may be subpoenaed as evidence. (9) Disputes regarding legitimate uses should be referred to the relevant Dean /Director. University Complaint Handling and Resolution Policy. (10) Breaches of this policy and related policies/procedures may result in the suspension of mobile phone privileges and employee disciplinary action. (11) Approving Officers are responsible for: (12) Mobile telephony device users are responsible for any and all activities associated with that device and must: (13) All users must adopt practices of fair and reasonable use, including: (14) The use of mobile telephony devices must be cost effective. Users must also: (15) Approving officers are to ensure there is a genuine business need or other benefit to the University. Criteria include, but are not limited to: (16) Note: Smart phones require a compelling need for mobile access to email or the Internet. (17) All devices will be purchased from the Preferred Supplier and will use the Preferred Carrier with the exception of those approved in accordance with Clause 28. (18) The University reserves the right to change carriers. (19) Unless specifically authorised, staff are not permitted to enter into any telephony or data plan with any carrier on behalf of the University, regardless of funding source or device ownership. Unauthorised plans will be cancelled, and the carrier advised to recover costs from the staff member responsible for entering into the plan. (20) Standard services include: (21) Access to the following services are not considered a standard University requirement and requires written approval from an Approving Officer: (22) Sending of photos and other multimedia is not normally considered official business. All standard mobile devices are barred from sending multimedia. (23) If there is a business requirement for multimedia transmissions, a written request must be approved by an Approving Officer and sent to Information Technology and Digital Services for action. (24) Users must always respect environments where recording images, video, or audio is not permitted or may breach privacy or confidentiality. (25) Multimedia devices must not be used to record images, video, or audio of individuals without their knowledge and consent. Parent or guardian consent is to be obtained prior to recording images, video, or audio of persons under 18. (26) The University will not meet or subsidise plan costs for non-University devices. (27) The University will not connect Blackberrys that are not on a University connection plan to the University Blackberry Enterprise Server. (28) Requests for approval to purchase from an alternative supplier: (29) Users must consider safety and etiquette. Users must: (30) When a user ceases employment with the University their mobile device must be returned to their supervisor for reallocation, or sent to Information Technology and Digital Services for reallocation or recycling. (31) If the device is not returned the user will be charged the cost of its replacement. The SIM will be cancelled and the device locked, rendering the device useless. (32) Outstanding personal calls must be paid for on termination of employment. (33) Mobile telephony devices may be transferred between users as University needs change. (34) If the device is transferred to another user, Information Technology and Digital Services must be advised of the new user's details. (35) When a device is no longer required, the Dean /Director (or nominee) must advise Information Technology and Digital Services so the number can be cancelled. (36) All transfer requests are to be submitted through Information Technology and Digital Services Self Service (MyUWSAccount login required). (37) If the phone number is no longer required by the University and the user wishes to keep the number for personal use, approval must be obtained from the relevant Dean or Director. Approval to transfer the number from the University to the user is to be forwarded to Information Technology and Digital Services to arrange for the number's release. Transfers must be completed within five working days of release, or the number will be cancelled by the carrier and no longer available. (38) All unwanted or broken University mobile devices are to be returned to Information Technology and Digital Services for reallocation or recycling. (39) Details of user support provided by Information Technology and Digital Services in relation to mobile telephony devices are provided in the Information Technology and Digital Services Catalogue. (40) User must apply for global roaming services at least five working days prior to departure, and to make themselves aware of the services available and any requirements necessary to use the device while travelling. (41) Users needing support for their device are to contact the IT Service Desk to log a job. (42) The University strongly encourages users not to use mobile telephony devices while driving. (43) Associated Information:Mobile Telephony Devices Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Top of PageSection 3 - Policy Statement
Responsibilities of Approving Officers
Responsibilities of Mobile Telephony Device Users
Top of PageSection 4 - Procedures
Criteria for Allocating Mobile Telephony Devices
Purchase of Mobile Telephony Devices
Standard Services
Non-Standard Services
Use of Multimedia Telephony Devices
Use of Non-University Equipment
Alternative Suppliers
Safety and Etiquette
Termination of Employment
Transfer of Mobile Telephony Devices
Disposal of Mobile Telephony Devices
Support
Section 5 - Guidelines
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