• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Part A - Responsibilities
• Approving Officers
• Users
• Part B - Criteria for Allocating Devices or an Allowance
• Part C - Purchase of Devices and Connection Plans
• Part D - Non-Standard Services
• Part E - Allowances for use of Non-University Equipment
• Part F - Termination of Employment
• Part G - Transfer
• Part H - Disposal
• Part I - Support
• Part J - International Roaming
• Section 5 - Guidelines
• Associated Information

Section 1 - Purpose and Context

(1) The University may provide a mobile phone or other data enabled mobile device, or a mobile device allowance, to staff to facilitate official communications.

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

(3) This policy is to be read in conjunction with the Delegations (Administrative) Policy, IT Acceptable Use of Resources Policy, Workplace Surveillance Policy, Privacy Policy, Records and Archives Management Policy and University Telephones web site.

Section 2 - Definitions

(4) For the purpose of this policy:

1. Allowance - a sum provided to staff to supplement the cost of their personal carrier service where they make the service available for University business use.
2. Approving Officer - Category 6 level delegation or above.
3. Carrier - provider of networked communications and 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 support, 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.

Section 3 - Policy Statement

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

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

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

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

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

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

Section 4 - Procedures

Part A - Responsibilities

Approving Officers

(11) Approving officers are responsible for:

1. Assessing which staff in their unit will be allocated a device or allowance.
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 for official business.
6. Notifying ITDS when re-allocating 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 other changes to the device's services (eg, transfers).

Users

(12) Users are responsible for all activities associated with the device, and must:

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

(13) 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 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

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

Part B - Criteria for Allocating Devices or an Allowance

(15) In assessing which staff will be allocated a device or allowance, approving officers must be satisfied there is a genuine business need or other benefit to the University having regard to:

1. the frequency out-of-office duties, including travel.
2. any requirement to be available when away from the normal workplace.
3. whether there is limited access to a fixed phone. (eg, outdoor staff).
4. any requirement to perform a specific duty (eg, security or WHS functions).
5. the need to provide improved client services, productivity, or efficiency.

Part C - Purchase of Devices and Connection Plans

(16) ITDS is responsible for providing all University devices and services.

(17) 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 D - Non-Standard Services

(18) Access to non-standard services requires an approving officer's approval.

Part E - Allowances for use of Non-University Equipment

(19) Staff may request an allowance in lieu of a device. The allowance is intended to cover reasonable business use, including the provision of the device.

(20) Staff who use their personal device must ensure that they comply with the Privacy Policy and Records and Archives Management Policy in relation to the storage and security of University records. Securing the device with a passcode should also be considered 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;
2. may claim reasonable additional costs through their business unit for any usage during international travel; and
3. must include their mobile number on the Staff Directory.

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

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

Part F - Termination of Employment

(24) 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 changes;
3. will no longer receive an allowance for any personal device.

(25) 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

(26) Devices may be transferred between users. The approving officer must immediately inform the IT Service Desk of the new user's details.

(27) 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.

(28) If staff want to keep a mobile number that the University no longer requires, the approving officer may approve its transfer to their own account. The device remains the property of the University.

(29) Requests to transfer numbers on or off the University account are to be submitted through the IT Service Desk.

Part H - Disposal

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

Part I - Support

(31) If support is required for a University-provided device, contact the IT Service Desk or refer to the MyIT Portal.

(32) 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

(33) Staff who have a University provided mobile phone 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.

(34) 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.

Section 5 - Guidelines

Associated Information