Telecommunications Group
Mobile Phone
And
Wireless Device Policy
Date:
24/05/11
Author:
John Lewis
Version:
1.3
1.
INTRODUCTION ... 3
1.1.
Purpose of document ... 3
1.2.
Scope ... 3
2.
POLICY ... 3
3.
EMPLOYEE-OWNED MOBILE PHONES ... 5
4.
CALL MONITORING & PERSONAL USE OF UNIVERSITY MOBILE
PHONES ... 5
4.1.
Personal Call Usage ... 5
4.1.1.
Scenario ‘A’ - Personal Usage Permitted ... 5
4.1.2.
Scenario ‘B’ - Personal Usage Prohibited ... 5
5.
LOSS OR THEFT ... 6
6.
DATA DEVICES WITH ACCESS TO THE INTERNET ... 6
7.
SMARTPHONE DEVICES... 7
7.1.
Eligibility & Conditions ... 7
7.2.
Security – Passwords ... 7
8.
HEALTH & SAFETY ... 8
8.1.
Driving and the Use of Mobile Phones ... 8
9.
BEST PRACTICES ... 8
9.1.
Travelling Abroad ... 9
9.2.
Text Messaging ... 9
10.
PUBLICATION OF MOBILE PHONE NUMBERS ... 10
11.
FURTHER ADVICE AND GUIDANCE ... 10
1. INTRODUCTION
1.1.
Purpose of document
The purpose of this document is to set University standards, which will regulate the use of mobile phones and wireless devices within the organisation:
For devices provided by the University for identified business needs. For devices provided by an employee through personal choice.
Any references to mobiles, mobile phones, mobile devices, data devices and wireless devices are interchangeable throughout this document and their use should be viewed as mutually inclusive to the services that are provided to them.
1.2.
Scope
All University employees (permanent and temporary) and contractors using a mobile phone either provided by the University or through personal choice.
Specifically, the following areas are governed by this policy document: Eligibility for allocation of a University Mobile Phone.
Ownership of University Mobile Phones. Management Responsibilities.
Rules of Usage and Best Practice. Fleet Usage.
2. POLICY
The University will only provide a mobile phone/device if there is an essential business need specific to the individual role, which will be justified by the completion and authorisation of a
Telecoms Mobile Phone Request form1.
By “authorised University employees” (HoD, HoS). By a “higher level of authorisation” (if required).
All mobile handsets, mobile devices and accessory requests must be made via the University Telecoms Office and will only be accepted if the appropriate form has been correctly completed and authorised by the agreed authority levels.
The local Cost Centre Manager is responsible for regularly reviewing the ongoing necessity for the University providing a mobile phone to any individual job role within his/her own team. The
University reserves the right to withdraw mobiles if they are not being used in conformance with this policy.
The Cost Centre Manager is responsible for providing all data relating to the user of the mobile phone whenever any relevant details are changed and this must be sent to the University Telecoms Office without delay.
When a mobile phone user changes role:
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Their new Director or Head of Department/School must re-authorise the phone to declare it as business-essential for the new job role.
All details relating to the change of cost centre must be notified to the Telecoms Office prior to the new user taking ownership of the device.
If no details are supplied then the mobile will continue to be charged to the old cost centre and the cost centre will continue to carry the costs until the end of the billing period after which notification occurs.
If the mobile phone is not required in the user’s new role it will be passed to their successor and retain the existing number.
All details relating to the change of user must be notified to the Telecoms Office prior to the new user taking ‘ownership’ of that mobile.
All associated costs (i.e. purchase, accessories, fitting, repair, line rental, call charges, etc.) will be borne by the appropriate Cost Centre.
All costs will be centrally billed to the University and apportioned back to the individual Cost Centres, which includes:
Acquisition (handsets, data devices and accessories). Line rental, call and data charges or associated services.
All users and their managers must be aware that usage will be monitored on an on-going basis. The Cost Centre Manager is responsible for the collection of the mobile phone and accessories from leavers of their School or Department.
If the mobile is to be re-allocated to a user’s successor then the Cost Centre Manager must inform the Telecoms Office in the first instance.
If the mobile is not to be re-issued then it should be returned to the Telecoms Office for re-allocation as soon as the device, including accessories, has been collected from the leaver.
All Cost Centres not recovering the mobile handset and any accessories when an employee leaves will be charged the full replacement cost.
All mobile phones will be set up with service bars placed on the following (but not limited to):
WAP (Wireless Application Protocol; the ability to send and receive data via the internet).
Global Roaming.
Authorisation by the relevant authority level will be required to lift any service bars.
Only University approved Cellular Services, equipment and accessories are to be purchased via the Telecoms Office.
Users should not swap out their University provided handset for a personal device. All mobile phones will be set up with the option to send and receive short messages (SMS). The University prohibits the unauthorised access of the Internet via a WAP (or similar protocol) enabled mobile phone.
The University prohibits the unauthorised use of “mmail” and other similar services.
The University does not permit the use of mobile phones to send or receive unauthorised personal SMS messages (except in emergencies) and the University will not be held responsible for any legal action taken against the user for non-business related messages.
Users should not send any University sensitive information or make any written commitments to clients or suppliers in business SMS messages.
3. EMPLOYEE-OWNED MOBILE PHONES
The University will not reimburse the costs of acquisition, rental or maintenance. Call costs for a private mobile phone used for business purposes may be reimbursed as per local policies, provided prior authorisation has been granted at Director, HoD or HoS level.
The University will not generally authorise the transfer/porting of any personal mobile number owned by an employee to the Corporate University Account. In exceptional circumstances where an
employee is permitted to port the mobile number all termination costs must be borne before porting will be granted. Any handsets or accessories supplied by the University will not be sold and must be returned to the University when requested.
The University will not permit any employee to transfer/port a University mobile number to a personal contract on the termination of their employment from the University.
SIM Swapping – The University does not permit the transfer of the University SIM card from the supplied handset to a personal device. This may incur substantial costs for incorrect tariff usage and the University will seek full recompense for any additional charges incurred due to this action. The University would also point out that this may cause serious security breaches where ‘data’ based devices carry University information and as such procedures will follow ‘The University’s’ IT policy2.
4. CALL MONITORING & PERSONAL USE OF UNIVERSITY MOBILE
PHONES
4.1.
Personal Call Usage
It is at the discretion of the University whether to permit the personal use of devices specifically supplied to meet business needs. Two scenario’s are detailed below.
4.1.1. Scenario ‘A’ - Personal Usage Permitted
Employees are permitted to make and receive personal calls on University mobile devices. All personal usage must be identified, declared and paid for by the user to ensure the University is compliant with HMRC (Her Majesty’s Revenue & Customs) requirements.
All Users and their line managers must be made aware that call usage will be monitored on a regular basis.
The process for the repayment of personal calls can be referenced in;
(The Finance Guide for Staff Use of Mobile Phones, Smart Phones & Modem Devices for University Business 3)
4.1.2. Scenario ‘B’ - Personal Usage Prohibited
The University prohibits the use of University phones or devices for personal or non-business related use, unless in an emergency. University phones and devices must NOT be used for:
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University of Brighton Information Systems Security and Information Interception Policy - IS Doc no 908
3
Personal calls.
Non business-related calls to colleagues.
Non business-related text messaging to colleagues. Non business-related transfer of data.
The University strictly forbids the payment and use of, or subscription to, premium and/or interactive mobile services using a University phone. This includes (but is not limited to) the downloading or forwarding of ring tones, wallpapers, videos and mobile-TV. Failure to comply with this may result in disciplinarily action being taken against an employee. All users and their line managers must be aware that call usage will be monitored on a regular basis.
5. LOSS OR THEFT
In the event of loss or theft, the mobile phone user MUST immediately report the loss or theft to the Telecoms Office, or should this not be possible then directly to the Service Provider, requesting that a two-way bar be activated.
The mobile phone user may be held responsible for all calls made until the loss or theft is reported and the barring activated.
In the event of loss or theft, the user must report the incident to the local police, obtain an incident reference number and a copy of the report.
Should the device not be recovered then the appropriate cost of a replacement phone will be charged to the Cost Centre or the user, to be determined by the Cost Centre Manager. If any one employee loses more than two mobiles within any one-year period then the University reserves the right to refuse to issue any further devices to that individual.
6. DATA DEVICES WITH ACCESS TO THE INTERNET
Newer models of mobile phones may be capable of receiving and transmitting data on the GPRS/2G/3G networks. Data bundles can be provided, with the relevant authorisation, with each bundle type providing a limited amount of downloadable data per month.
Data is exchanged whenever a mobile phone is used to access the Internet or send/receive email, calendar and contact items. GPRS/2G/3G data is charged per megabyte/gigabyte, rather than for the time online. If the GPRS/2G/3G network is used excessively then charges can accumulate quickly, resulting in extremely high costs. This is especially important to note should the device be used outside the UK.
As such GPRS/2G/3G usage should be kept to a minimum and for business use only. Mobile users should not use data-enabled devices to surf the web for personal content. The University will monitor all internet usage and excessive use may be charged to individuals. Users who are expected to travel abroad on business are responsible for notifying the Telecoms Office when applying for a new data device, to ensure the device is activated on the correct tariff. UK based users who have a need to travel abroad should notify the Telecoms Office at least one week prior to travel to ensure the tariff is amended correctly.
Users are advised that roamed data (outside the UK) can cost as much as £7.50 per Mb and so they should not download large documents whilst abroad unless absolutely necessary.
Users should not download unauthorised applications to devices as this may cause a breach of University security.
7. SMARTPHONE DEVICES
A Smartphone is a mobile phone that offers more advanced computing ability and connectivity than a contemporary basic mobile phone. Smartphone’s may be thought of as handheld computers
integrated within a mobile telephone, but whilst the more basic feature phones are able to run applications based on platforms such as Java ME4, a smartphone allows the user to install and run more advanced applications based on a specific platform. A smartphone can be considered as a Personal Pocket Computer (PPC) with mobile phone functions, because these devices are mainly computers, although much smaller than a desktop computer.
The user must ensure that their Smartphone is secure at all times because it can provide access to the University’s email system. A password/PIN facility securing access should be enabled at all times as a minimum security measure.
Users must conform to the University’s email and internet policy5 when using their Smartphone.
7.1.
Eligibility & Conditions
On provision of the device the University enters into a two year contract with the service provider. The user is therefore issued with the device for a minimum period of two years. The device is available to the user as long as they remain with the University and their role requires them to be available for contact outside of the office.
If any staff member is not sure about the obligation towards remaining in contact and responding to emails, calls, etc. they should consult with their Manager for advice.
Requests for Smartphone’s should be directed to the Telecoms Office in the first instance, however this does not determine whether a Smartphone request is justified or not. Following a satisfactory request, the user will have to wait until the device is ordered, delivered and tested before being made available for collection.
7.2.
Security – Passwords
A Smartphone device provides access to the user’s contacts, email and calendar which contain confidential, and sometimes, personal information. Due to its small size a Smartphone is likely to be carried into places a laptop would not be, and therefore the user must ensure that the device is physically secure at all times.
Each device is provided with a password/PIN facility securing access which should be enabled at all times as a minimum security measure.
If a device is lost, this must be reported to the Telecoms Office immediately, or should this not be possible then directly to the Service Provider, requesting that a two-way bar be activated. This may help to prevent unauthorised usage of the device and possibly avoid a breach in security.
4
Java Platform, Micro Edition, or Java ME, is a Java platform designed for embedded systems (mobile devices are one kind of such systems). Target devices include mobile phones, especially Smartphone’s.
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8. HEALTH & SAFETY
8.1.
Driving and the Use of Mobile Phones
The Department for Transport has warned that companies should issue clear guidance about the use of mobile phones and ensure that users are fully aware of the circumstances. In particular the following points should be noted:
That it is illegal to use a hand-held mobile phone when driving.
To keep any mobile phone switched off when driving and use voicemail, a message service or call diversion so that messages can be left when the phone is switched off. That a mobile phone should only be used after the driver has stopped in a safe place. (Never stop on the hard shoulder of a motorway except in an emergency).
Avoid taking calls on a hands-free phone, but if the driver must, they should say that they are driving and end the conversation quickly.
That drivers may use a mobile phone when driving to call for assistance in an emergency. (On a motorway it is best to use a roadside emergency telephone, as the emergency services will be able to locate you easily).
The University accepts that driving on University business is a demanding and responsible task requiring 100% of the drivers’ attention at all times. However, any form of distraction is likely to increase the risk of the driver being involved in a road traffic accident. Therefore, mobile phones should be diverted to the appropriate messaging service whilst you are driving and drivers should interrogate their voicemails when the car is not being driven.
THE UNIVERSITY DOES NOT APPROVE OF ANY USE OF MOBILE PHONES WHILST DRIVING. THIS INCLUDES MAKING AND RECEIVING CALLS AND TEXT MESSAGES EVEN IF YOU HAVE A CAR KIT. DO NOT MAKE OR RECEIVE CALLS WHILST DRIVING!
The Highway Code specifically advises against the use of a hand-held telephone whilst driving and against the use of a hands-free microphone because it will take your mind off the road. Recent court cases show police have successfully prosecuted drivers for dangerous driving, careless driving, or failure to exercise proper control of a vehicle that has arisen from the use of a mobile phone whether hand-held, hands-free or in some circumstances in a fixed car kit. Drivers are legally obligated to have proper control of their vehicle at all times. The existing maximum penalty for unsafe driving can be an unlimited fine, up to two years in prison, between 3 and 9 penalty points, a discretionary disqualification and an extended re-test.
IF YOU ARE DISQUALIFIED FROM DRIVING, YOUR JOB AND POSITION WITHIN THE UNIVERSITY MAY BE AFFECTED.
9. BEST PRACTICES
Whilst the University makes every effort to reduce our mobile tariffs, calling from a mobile phone generally remains significantly more expensive than from a University desk phone. The following guidelines should help you to minimise your mobile calling costs:
Mobile phone Information Services are charged at a variable rate (ranging between 10p and £5 per message) and are regarded as personal usage.
Web Services may be available on some models of mobile phone. Usage falls within the bounds of the internet web policy. Users should also avoid any graphic content e.g.
streaming video etc. on their mobile phones because this can incur significant charges which will be regarded as personal usage.
Directory Enquiries are charged at 69p and include a text message. However, if you then ask directory enquiries to connect you, the call can be charged at up to 60p a minute. (These
types of calls can add up to a significant amount on your bill and therefore users should NOT ask to be connected by the directory enquiry services).
International Roaming calls are charged at the banded rate of the in-country’s network. Incoming and outgoing calls are both charged to your bill, as well as texts and retrieving calls from your voicemail. These charges can be very expensive and if business calls are made using International Roaming it is important that users do not remain on the call longer than necessary.
International Data Roaming charges do not form part of any data package allowance linked to your mobile phone or mobile device. Data charges whilst outside the UK are charged separately at up to £7.50 per MB. Please endeavour to use alternative connection methods whilst working outside the UK e.g. by using free Wi-Fi, hotel business centres etc. will be inevitably cheaper.
Premium Rate Calls (those starting with 09) are very expensive and should not be used. 09 numbers will be regarded as personal usage.
Premium Rate Text Services (those used for TV competitions/voting, etc) are also very expensive and should not be used. All premium rate text services are regarded as personal usage.
Ring-tones & graphics downloading charges vary. These are regarded as personal usage.
9.1.
Travelling Abroad
All University mobile phones and devices will have ‘global roaming’ disabled by default, meaning that they will not be able to make and receive calls whilst abroad. If global roaming is required then it should be requested and authorised using a Telecoms Mobile Phone Request form6 at least one week prior to the date of departure. Be aware that changes to account settings cannot be made once the device is outside the UK.
Whilst travelling abroad and with global roaming enabled you have the ability, should you choose, to select which network to operate on. Your phone has a default setting that enables it to select the most appropriate network based on agreements with the University’s service providers and radio signal quality. It will constantly monitor these factors and will change networks when appropriate. You do not need to change any network settings.
Care must be taken when roaming to avoid high call costs. When you are roaming you pay for any calls that you receive as well as for calls that you make.
Roaming call charges, for both ‘made calls’, ‘received calls’ and access to voicemail are very expensive and best practice tips (see above) should be followed to avoid high bills.
Text messaging is more expensive when roaming and usage should be kept to a minimum. International Data Roaming charges do not form part of any data package allowance linked to your mobile phone or mobile device. Data charges whilst outside the UK are charged separately at up to £7.50 per MB.
9.2.
Text Messaging
Text messaging is an effective and efficient method of communication and is permitted via a University mobile phone, subject to similar limitations to voice calls. Users should be aware that each text message sent carries a cost and should, therefore, not be used as a ‘chat medium’. Text messages must be business related only unless authorised otherwise.
Private messaging should not be made on University provided mobiles unless authorised otherwise.
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All users and their managers must be aware that usage will be monitored on an on-going basis. It is an unavoidable fact that the SMS text messaging service is used to propagate ‘spam’, i.e. junk and unsolicited messages. Although receiving these messages does not incur a charge, they often ask you to make a phone call, normally to a premium rate number, to claim a prize, etc. This type of message should be recognised as spam and deleted immediately. Do not respond or reply to these messages.
The media often offer mobile users a text message reply service to allow you to respond to advertising, surveys, competitions, voting, events, etc. These reply services always carry a premium cost, in addition to the normal text fee, and should not be used.
Text message usage is monitored in the same way as voice calls.
10. PUBLICATION OF MOBILE PHONE NUMBERS
University mobile phone numbers may be published in any of the following locations:Business Cards Email auto-signatures
Internal University telephone directories University, school and department websites
In certain circumstances a mobile phone user may not want their number published for legitimate reasons. This is decided on a case-by-case basis.
11. FURTHER ADVICE AND GUIDANCE
Further advice and guidance on the operation and use of the University’s mobile phone service can be obtained from the Telecoms Office.
12. VERSION CONTROL
Version No. Author Date Details
1.0 draft John Lewis 22/11/10 1st draft of document
1.1 draft John Lewis 16/03/11 2nd draft of document
1.2 John Lewis 31/03/11 Document issued
