(1) The Mobile Telecommunication Devices Policy (‘Policy’) details Western Sydney University's (‘the University’) provision of Mobile Phone Allowances and the supply and use of Telecommunication Devices. (2) This Policy must be read in conjunction with the Mobile Telecommunication Device and Allowance Process, as well as all documents listed in Section 5 of this Policy. (3) This policy and associated documents applies to all University Staff. (4) Some Staff may be eligible for a University Provided Device or a fortnightly Mobile Phone allowance if they satisfy the required criteria. (5) The following definitions apply for the purpose of this policy: (6) The University acknowledges that in some cases Staff may require access to Telecommunication Devices in order to adequately perform their roles. (7) The following roles meet the criteria for the allocation of a University Provided Mobile Phone: (8) An exemption may be made if a justified business case is submitted and approved by the Vice-President, Finance and Digital Services, or delegate in accordance with this Policy. (9) Excluding University Provided Mobile Phones, staff are able to apply for the provision of other University Provided Devices, but only if there is a justified business reason for doing so. (10) In some cases, the University may authorise a Mobile Phone Allowance to be provided, but only if there is a justified business reason for doing so. (11) In general, the following criteria must be met in addition to any specific justifications: (12) Procurement Services, in conjunction with Information Technology and Digital Services (ITDS), manages all University Provided Devices, and such purchases are considered a Restricted Category in accordance with the Procurement Policy and Corporate Credit Card Policy. (13) The relevant cost centre of the Eligible Staff Member’s business unit is responsible for all costs related to Mobile Phone Allowances and University Provided Devices. (14) University Provided Devices, SIM cards and related accessories purchased by the University remain University property regardless of the funding source. (15) University Provided Device users and Mobile Phone Allowance recipients must have their mobile phone number published in the University Staff Directory. (16) The University captures usage and call details for all University Provided Devices in accordance with the Workplace Surveillance Policy. (17) University Provided Mobile Phone users and Mobile Phone Allowance recipients are expected to carry the applicable mobile phone on their person and must be contactable during core business hours, and at any other times as agreed with their supervisor. (18) If a University Provided Device user or Mobile Phone Allowance recipient transfers to another position, their eligibility under this Policy must be approved. (19) Breaches of this or related policies/procedures may result in the removal of a University Provided Device, the withdrawal of a Mobile Phone Allowance, and/or employee disciplinary action. (20) University Provided Devices will not be supplied with International Roaming activated. Activation is subject to approval in line with the requirements of the University Travel Policy and Travel Procedures. (21) University travellers are encouraged not to use hotel telephones as they are excessively surcharged in comparison to normal communication costs. (22) Virtual communication arrangements should be utilised, e.g. Zoom, Skype, etc. unless in the case of an emergency. (23) Mobile Phone Allowances are assumed to cover University related telecommunication costs. If international costs are incurred, then a claim for reimbursement may be made if the following criteria have been met: (24) Users of University Provided Devices must: (25) To ensure the proper use of devices, users must: (26) Users should refer disputes regarding legitimate uses to the relevant Approving Officer. (27) University Provided Devices are not to be transferred between Staff members without prior approval via the approved University processes. (28) The Staff member must retain an active mobile phone contract as long as an allowance is in place. (29) The Staff member must provide the University with their current mobile phone number and immediately notify their line manager if the number changes. (30) Staff receiving Mobile Phone Allowances are expected to carry their personal mobile phone on their person and must be contactable during core business hours, and at any other times as agreed with their supervisor. (31) Staff may choose the mobile phone carrier and plan design of their choice. (32) Use of the mobile phone deviating from local, state or federal laws will constitute misuse and will result in immediate termination of the Mobile Phone Allowance. (33) The Staff member is responsible for all costs related to the commissioning of any related services, any changes to the service, any damage to their device, any charges related to cancellation and any other related costs. (34) No further reimbursements for any other costs related to mobile phones are available to Staff who receive a Mobile Phone Allowance, except for pre-approved international roaming costs. (35) The University's Privacy Policy and Records and Archives Management Policy must be complied with at all times and devices must be secured with a passcode to ensure the security of all University information. (36) Procurement Services will undertake regular reviews to ensure compliance with this Policy. (37) Staff that are provided with a University Provided Device or Mobile Phone Allowance are required to cooperate in a timely manner with all requests for information. (38) Procurement of Telecommunication Devices is classified as a Restricted Item as outlined in the Procurement Policy and must not be conducted otherwise. (39) 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. (40) Staff who leave the employment of the University must: (41) It is the responsibility of the Staff member’s line manager/supervisor to ensure all assets are recovered before the staff member leaves the University. (42) If a Staff member does not return a University Provided Device on leaving the University's employment, the University will lock the device and the staff member will be liable for any outstanding charges incurred. (43) All procedural tasks are detailed within the related Mobile Telecommunication Device and Allowance Process. (44) This Policy must be read in conjunction with University policies and documentation, including:Mobile Telecommunication Devices Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Top of PageSection 3 - Policy Statement
Part A - Eligibility and Conditions
University Provided Mobile Phones
University Provided Devices (Excluding Mobile Phones)
Mobile Phone Allowance
Conditions
Part B - International Charges/Roaming
Part C - University Provided Device Usage
Part D - Mobile Phones Allowances Recipients
Part E - Regular Review
Part F - Procurement of University Provided Telecommunication Devices
Part G - Termination of Employment
Section 4 - Procedures
Section 5 - Guidelines
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