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Mobile Telephony Devices Policy

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Section 1 - Purpose and Context

(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.

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Section 2 - Definitions

(5) For the purpose of this policy:

  1. Approving Officer - staff holding Category 6 level delegation or above.
  2. Carrier - vendor currently providing the phone service.
  3. Hands free kit - a kit satisfying all legal requirements to use a mobile telephony device while driving.
  4. Mobile telephony device - any device that uses a SIM to connect to a carrier.
  5. Multimedia device - any mobile telephony device capable of sending or receiving multimedia.
  6. Personal or private calls - calls or charges unrelated to University business. Brief calls related to traffic or work delays are not considered personal or private.
  7. Preferred Supplier - vendor currently supplying devices to the University.
  8. SIM (Subscriber Identity Module) - card that enables a mobile device to connect to the carrier's network.
  9. Smart phone - advanced mobile devices with multimedia, Internet, email and personal information management capabilities.
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Section 3 - Policy Statement

(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.

Responsibilities of Approving Officers

(11) Approving Officers are responsible for:

  1. Assessing which staff in their School/Division will be allocated a mobile device.
  2. Ensuring users observe this Policy.
  3. Ensuring devices are only obtained from the University's Preferred Supplier.
  4. Ensuring compatible hands free kits are supplied for use by all users who drive motor vehicles in the course of their duties.
  5. Approving the use of global roaming for official overseas travel.
  6. Notifying Information Technology and Digital Services when re-allocating a mobile device.
  7. Requesting Information Technology and Digital Services cancel accounts for unused mobile devices.
  8. Monitoring usage of mobile devices in their School/Division.

Responsibilities of Mobile Telephony Device Users

(12) Mobile telephony device users are responsible for any and all activities associated with that device and must:

  1. abide by all laws relating to the use of mobile devices. NSW legislation online.
  2. comply with the "IT Acceptable Use of Resources Policy".
  3. register the device on receipt, by emailing the IMEI (serial) number to itaccounts@westernsydney.edu.au.
  4. retain the delivery docket for extended warranty purposes.
  5. immediately report lost/stolen mobile devices to the Preferred Supplier's Helpdesk, and to Information Technology and Digital Services.
  6. familiarise themselves with operating the device, and make time to read the instructions and manuals provided.
  7. check their account for accuracy and inform Information Technology and Digital Services of errors.
  8. publish the number in the University staff directory, unless inappropriate
  9. return the device and SIM to their Dean /Director if the device is no longer required.
  10. not send harassing, menacing, intimidating or offensive messages.

(13) All users must adopt practices of fair and reasonable use, including:

  1. Limiting usage to that necessary for effective business.
  2. Keeping calls brief.
  3. Protecting devices from damage, loss or theft.
  4. Not using the device for unlawful activities, commercial purposes unrelated to the University, or personal gain.
  5. Reimbursing the University for all personal charges at least once per quarter. University Internet Payments site.

(14) The use of mobile telephony devices must be cost effective. Users must also:

  1. be aware that any use of premium services or chargeable downloads (eg 3rd party software, ring tone services, competitions, 1900 calls) will be considered personal and must be fully reimbursed to the University.
  2. be mindful of significantly increased costs of calls, email, and Internet access while global roaming.
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Section 4 - Procedures

Criteria for Allocating Mobile Telephony Devices

(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:

  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. Improved client services, productivity, or efficiency.

(16) Note: Smart phones require a compelling need for mobile access to email or the Internet.

Purchase of Mobile Telephony Devices

(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.

Standard Services

(20) Standard services include:

  1. Voice calls
  2. Voicemail
  3. Text messaging (SMS)
  4. Data plans, allowing Internet access, email, and data transfers, are standard on smart phones and certain other devices only.

Non-Standard Services

(21) Access to the following services are not considered a standard University requirement and requires written approval from an Approving Officer:

  1. Global Roaming
  2. Conference calls
  3. Call diversions (except to voicemail)
  4. MMS (Multimedia Messaging Service)
  5. WAP (Wireless Application Protocol)
  6. PXT (Picture Text message)
  7. Chargeable downloads

Use of Multimedia Telephony Devices

(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.

Use of Non-University Equipment

(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.

Alternative Suppliers

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

  1. must be made to the Chief Information and Digital Officer, and
  2. must be supported by a written business case, and
  3. must be supported by the staff member's Dean /Director; and
  4. will only be granted if comparable services or adequate coverage are not available from the University's Preferred Supplier.

Safety and Etiquette

(29) Users must consider safety and etiquette. Users must:

  1. not use mobile devices when teaching, at meetings, in the Library, near blasting operations, in aeroplanes, near sensitive electronic equipment, or where otherwise signed.
  2. be considerate of others and not leave their device unattended unless switched off or in silent mode.
  3. make themselves aware of potential health and safety risks related to the use of mobile devices, including use while driving. Knowledgeable users are able to take steps to reduce potential risks.

Termination of Employment

(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.

Transfer of Mobile Telephony Devices

(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.

Disposal of Mobile Telephony Devices

(38) All unwanted or broken University mobile devices are to be returned to Information Technology and Digital Services for reallocation or recycling.

Support

(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.

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Section 5 - Guidelines

(42) The University strongly encourages users not to use mobile telephony devices while driving.

(43) Associated Information:

  1. ARPANSA - Mobile Phones and Health Risks
  2. NSW Roads and Maritime Services - Mobile Phone Use
  3. University Internet Payment Web Site
  4. ITS Service Desk Self Service System
  5. ITS Services Catalogue