Seattle College District Procedure
TITLE: Cell Phone/Smart Device Service
- Board of Trustees Policy Number 265
Title: Cell Phone/Smart Device Use
- The use of cell phones/smart devices can offer convenience and efficiency for SC employees having legitimate business needs for this technology.
- The definition of cell phone/smart device for the purpose of this policy includes simple cell phones as well as cell phones with capabilities to send and receive data.
- When official business cannot be accommodated by the use of a landline telephone, pager, or other communication device, use of a cell phone/smart device may be required to perform SC business functions. In such circumstances, departmental managers determine the business communication needs of employees.
- Devices – This procedure applies to cell phones/smart devices that use a cellular connection for voice and data communication and require monthly or periodic subscription, usage, or access fees.
AUTHORIZATION AND APPROVAL
- Job Functions – The cell phone/smart phone service plan must be justified by business requirements. The service plan is not based on a particular title, position or seniority. Approval of the service plan is based on the business need of the organization for communication continuity based on employees’ frequency of travel and need for remote data access. If job duties change, the service may be discontinued at the College’s discretion.
- Not an Entitlement – SC does not consider a cell phone/smart device plan to be an entitlement of employment. The authorization and issuance is not part of an employee’s working conditions with the Colleges, and may be changed and or withdrawn by SC at any time.
- Approval – The cell phone/smart device service plan must be directly linked to the employee’s official duties and responsibilities. The service plan requires the approval of the Vice President of Administrative Services.
- Approval Documentation – The employee, supervisor and Vice President of Administrative Services must complete and sign the Cell Phone and Smart Device User Agreement form that includes justification for the business need for a cell phone/smart phone.
COST TO BUDGET
- Any costs of cell phones and/or services are to be direct charges to the departmental budget and must be specifically identified in the request and approved by the budget manager.
COLLEGE REQUIREMENTS AND REGULATIONS
- The Colleges are responsible for the selection of and enrollment in an appropriate service plan. The plan must, at minimum, address the requirements identified by the Information Technology Department.
- The Colleges will purchase and make available cellular service through an authorized state vendor.
- Payment of monthly cellular service invoices are the responsibility of the Colleges.
- The Colleges may terminate cellular service to an account at their own discretion.
- The Colleges reserve the right to monitor the use of all College owned cellular phones/smart devices.
- All equipment issued remains the property of the Colleges and must be returned upon request or separation of service.
- Primary technical support to users will be provided by the device manufacturer and voice/data plan provider.
- IT Services will provide support for connectivity to College computers, networks, and applications including integration with enterprise messaging systems when the device meets IT services specification.
- The Colleges will not provide support for personal cell phones/smart devices or non-College owned computers, software, or hardware, unless the personal device meets IT Services specifications and is authorized by the Vice President of Administrative Services.
- An employee receiving a cell phone/smart device will have their phone number available to College employees and constituents for the purpose of contacting the employee during their regular or assigned working hours.
- The employee is responsible for complying with all rules and regulations of the Colleges and the State of Washington.
- Employees are responsible for the safekeeping, care, and custody of the assigned device. Reasonable precautions will be made to prevent equipment theft and vandalism.
- Cell phones/smart devices may not be transferred to any other individual.
- When conducting College business on a cell phone/smart device, discretion will be used in relaying confidential information.
- The college provided cell phone is not to be used for personal use, private business or political purposes.
- De Minimis use is allowed for calls of a personal nature that are brief in duration and occur infrequently, such as any emergency (WAS 292-110-010).
- The cell phone/smart device must be in possession of the employee and turned on during business hours to receive phone calls, access voice mail, and send and receive electronic mail. Specific details related to your availability during non-traditional hours will be left to the individual and respective supervisor based on the unique circumstances of the job.
- An employee receiving a cell phone/smart device must notify his or her supervisor and the Purchasing Department immediately of the loss or theft of the communication device. Replacement of a lost or stolen device will be reviewed for the on-going need for the device, the circumstances of the loss, and subject to final approval of the College.
- College drivers are to observe the requirements of any applicable laws or ordinances regarding cell phone/smart device use while driving. Violations of the law are the employee’s sole responsibility and may result in termination of the service.
INVOICE REVIEW AND RECORDS RETENTION
- All invoices detailing costs are to be reviewed and authorized for payment by the supervisor.
- For College-owned cell phones/smart devices, copies of the approval forms/agreements used to process allowances, as well as receipts, bills or other valid evidence of purchase and use, are retained by Purchasing, Finance or designee for six years after the end of the current fiscal year. Users of cell phones/smart devices should be aware that such records are subject to state of Washington public disclosure statutes.
- Approval forms/agreements, proof of purchase, invoices, and other related documentation must be retained for internal or external audit purposes.
REIMBURSEMENT PROCEDURES FOR EMPLOYEES:
This includes those employees who because of their role and job responsibilities need to be available for communication from or to the college on a 24 hours basis. Examples of typical positions in this category include:
Chancellor, Presidents, Vice Chancellors, Chief Campus Security Officer on each campus, Public Information Office at the Siegal Center and Campuses.
- Employees in this category must have written approval from the Chancellor or the applicable campus president.
- May, if available, use or convert to the state contract for service under personal account (the employee not the college is responsible for all costs) within one year of being identified as a Category 1 cellular user, and may use for both college and personal calls.
- Recharge to college of all official college calls under these guidelines:
- Prorate all air time charges (excluding long distance and roaming charges) between state and personal based upon minutes of use.
- Prorate basic taxes in proportion of c, 1, above.
- Charge long distance and roaming charges on a per call basis, i.e., personal vs. College.
- Directory Assistance - specifically identify any college directory assistance charges that are made for official business.
- Other charges - personal vs. state charges must be specifically identified, with any college charges described on the reimbursement form.
- When cellular telephones and related equipment are purchased and owned by the employee personally, such equipment costs are not reimbursable.
- If the minimum plus added air time, as shown on the summary bill from the cellular service provider, is more than the detailed air time charges, the split between personal/state is based upon actual usage. This situation occurs because the air time billings in the detailed statement are based upon a fixed rate, and the added time, cost and confusion required to make this minor distinction would far exceed any added benefit or savings to the college. This method shares all the air time costs (excluding long distance) in proportion to actual usage.
Chancellor’s Cabinet – Revision & Adoption History
Companion Document : Pro265
Adoption Date : 1995/09/05
Revision Date : 2014/09/04