Mbile Plicy FER specification - Review
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1 Mbile Plicy Mbile Plicy Purpse f this Dcument This dcument details the plicies fr prviding mbile phnes, tablet devices and the mbile services. This dcument will be reviewed every 12 mnths Authr: Thmas Farrand Versin: 1.3 Date: 15 August 2012 Versin 1.3 Page 1 f 10
2 Mbile Plicy Review/Apprval Histry fr this Dcument: Organisatin Actin Date Infrmatin Systems Management Team SMT Prvide verall directin fr cntent Apprve dcument fr publicatin Nvember 2011 January 2012 Effective date The effective date f this plicy is 4 th May Dcument Cntrl: Versin Authr 1.0 Thmas Farrand 1.1 Thmas Farrand Cntents Thmas Farrand Thmas Farrand Date Versin details 27/10/2011 Internal draft 20/01/2012 Internal draft 04/05/2012 Published draft 15/08/2012 DSE update Reviewer Mike Day, Matt Masn, Peter Nichlsn, Diane Stw, Jn Higtn Mike Day, Matt Masn, Peter Nichlsn, Diane Stw, Jn Higtn Date 21/11/ /01/2012 N/A 04/05/2012 James Crbett, Mike Day, Jn Higtn 15/08/2012 Review/Apprval Histry fr this Dcument:... 2 Effective date... 2 Dcument Cntrl:... 2 Cntents Glssary Plicy Statement Aims Standard Mbile Offer Eligibility Use f Persnal Devices Respnsibilities Individual Mbile Users Clleges, Schls and Prfessinal Services Infrmatin Systems Mbile Supplier / Netwrk Prvider... 9 Versin 1.3 Page 2 f 10
3 Mbile Plicy 7.5 Equality and Diversity Assessment Plicy Implementatin and Review Versin 1.3 Page 3 f 10
4 Mbile Plicy 1.0 Glssary This glssary is intended t prvide yu with an easy t understand explanatin f cmmn terms used in this dcument. Nte that this glssary des nt prvide legal definitins. Mbile Device hand-held device hands-free device Data Plan IS Acceptable Use Plicies Rt/Jailbreak a device The term mbile device (als knwn as a handheld device, handheld cmputer r simply handheld) is nt limited t mbile phnes. It refers t a small, hand-held cmputing device, typically having a display screen with tuch input and/r a miniature keybard. Smartphnes, PDA s and tablet cmputers are all regarded as mbile devices. A hand-held device is smething that 'is r must be held at sme pint during the curse f making r receiving a call r perfrming any ther interactive cmmunicatin functin'. Examples f interactive cmmunicatin functins are sending and receiving spken r written messages, sending r receiving still r mving images and prviding access t the internet. A hands free device is an apparatus used in cnjunctin with a mbile phne that permits the user t talk n the phne withut hlding it Data plans cver the service that enables yu t send and receive data n yur smartphne, r ther mbile device. A mbile data plan frm yur netwrk prvider, fr example, allws yu t access the 2G, 3G r 4G data netwrk t send and receive s, surf the Internet, use IM, and s n frm yur mbile device. Mbile bradband devices such as mbile htspts and USB mbile bradband mdems als require a data plan. Jailbreaking/Rting, is a device hack that prvides users with unrestricted access t the entire file system f their mbile device. Jailbreaking/Rting can seriusly damage the device and yu may be mre vulnerable t malicius apps and stability issues. Yu may ptentially be vilating yur license agreement with yur netwrk carrier and/r device manufacturer. 2.0 Plicy Statement Mbile devices have becme a cmmn pssessin, and are increasingly cmplex and sphisticated. Many peple view them as an essential part f mdern life. The University recgnises that t ensure the mst effective running f services, cmmunicatins and business activities, it will be necessary fr sme staff t have access t a mbile device. This plicy and related prcedures shuld be applied cnsistently t ensure the crrect use f University funds in relatin t the prcurement, maintenance and payment fr this facility. Versin 1.3 Page 4 f 10
5 Mbile Plicy 3.0 Aims In particular, this plicy aims t: Prvide mbile devices that supprt University business, and facilitate a flexible wrking envirnment, allwing peple t access essential services whilst away frm their desk. E.g. , Calendar, Instant Messaging, Dcuments, and Business Apps, etc. Give Clleges, Schls and departments clear chices f mbile device accrding t business and individual needs. Radically simplify administratin, whilst including clear value added services, via nline rdering and pint billing. Deliver mbile internet and t thse that require it, and t prvide ptins fr call time and texts apprpriate t varying business needs (e.g. lw call user, high call user and internatinal user). Be respnsive t changing needs and technical advances, including a clear upgrade ptin after 2 years (n cntract renewal). Allw limited persnal use, prvided cntractual limits/csts are nt exceeded (Staff shuld be aware that itemised bills can be btained by the University which d list what numbers have been dialled). Set expectatin as t recvery f persnal-use csts, if cntract limits are exceeded. Create a clear, simple framewrk fr use f persnal mbiles whilst n university business r accessing university services. Act as an enabler fr future unified cmmunicatins. 4.0 Standard Mbile Offer The University s standard mbile ffer (subject t prcurement and detailed cntract prvisin) is: A chice f data plans with an ptin f unlimited internet. Handsets that are Wi-Fi enabled t help reduce netwrk data csts. Chice f mnthly inclusive minutes and texts apprpriate t individual business needs. Chice f handsets apprpriate t individual needs (e.g. best fr battery life, best fr , vercming equality and diversity issues, etc.). Clear csts t help Clleges, Schls and prfessinal services departments plan their budgets accrdingly. Handset upgrade available every 2 years n cntract renewal. 24/7 nline supprt. Versin 1.3 Page 5 f 10
6 Mbile Plicy Direct cllege/schl/department billing. Online rdering. Optins fr specialist r bespke devices in supprt f teaching, learning, research and/r service requirements. Insurance and mbile replacement service. 5.0 Eligibility Mbile services allcatin may be cnsidered fr staff with requirements r rles that fall int ne r mre f the categries listed belw. In all cases, the jb descriptin fr the rle cncerned shuld be cnsulted if there is dubt regarding the requirements f the rle. Nte that staff in any f the categries listed belw are nt autmatically entitled t mbile services and that there may be cmpelling reasns fr the prvisin f mbile services fr staff utside these categries. In all cases, the final decisin will rest with the member f staffs Head f Department. Staff wh are nt desk based and wrk acrss the campus Staff in lne wrker psitins, either within r utside nrmal ffice hurs Staff wh wrk in cnfined spaces and may require cmmunicatin fr safety reasns Staff wh are field based r away frm their regular ffice fr mre than 40% f wrking time Reasns fr mbility requirement shuld include: Staff wh need t be cntacted when travelling r away frm their regular ffice Staff in vulnerable psitins where cmmunicatin is required fr safety Staff wh need e mail cmmunicatin r ther mbile applicatins in rder t carry ut their rles Staff whse rles require them t wrk flexibly 6.0 Use f Persnal Devices The University allws the use f persnal mbile devices fr University business n the fllwing cnditins: Apart frm in exceptinal circumstances and at line manager s discretin, the use f persnal mbiles is a persnal chice fr persnal cnvenience and the University will nt reimburse any fees r charges relating t business use. Whilst using a persnal mbile fr business use, clleagues cmply with the persnal respnsibilities utlined belw with regard t safety and security. 7.0 Respnsibilities 7.1 Individual Mbile Users Individual mbile users are respnsible fr the fllwing: Versin 1.3 Page 6 f 10
7 Mbile Plicy Ensuring that mbiles and tablet devices used n University business are used safely by: Having due regard fr the device manufacturers health and safety advice and infrmatin which is supplied with the device packaging. Prtable tuch screen tablet devices, smartphnes and ther mbile wrk devices are prvided as assistive technlgy nly and are nt designed t replace r take the place f the standard wrkstatin. Staff are advised t fllw the manufacturer s health and safety guidelines, NTU plices and advice frm Infrmatin Systems in the use f such equipment. Imprtant cnsideratins include time used and breaks, psture, screen cntrast and use in bright sunlight, cleaning, transprt and the additin f separate input devices. In all cases if staff experience blurred visin, discmfrt in the hands, arms, shulders, neck r ther parts f the bdy they shuld stp use and refer t their line manager at nce. Nttingham Trent University is cmmitted t reducing the risks which ur staff face and create when driving r riding fr wrk. We ask all ur staff t play their part, whether they use a cmpany vehicle, their wn r a hire vehicle. Staff shuld nt use mbile phnes r hands free units t make r receive calls, send r read texts, s r therwise use a mbile phne whilst driving n university business. Persistent failure t d s will be regarded as a serius matter (the University des nt need, expect r encurage users t perate a mbile whilst driving). Ensuring security f the mbile and its data by: Using the mbile lck mechanism (i.e. using the passwrd, PIN, pattern r similar lg-n) when the mbile is nt in use. Ensuring that a remte tracking and data deletin service is installed and perative, where available fr the device type (The University reserves the right t remte wipe all data and settings including cntact infrmatin in the event f a security breach r lss f the device). Cmplying with the University s Cmputer Use Regulatins, in particular ntifying the lss f any mbile device used fr University business r lss f related data t the Infrmatin Systems Security Manager. Never accessing NTU resurces with a mbile device (persnal r University wned) that is knwn t have been: hacked, chipped, rted, jailbreaked r undergne any ther such mdificatin nt authrised r supprted by the manufacturer that culd undermine the security r integrity f the device. If a user has rted/jailbrcken a university prvided device this will be regarded as miscnduct and disciplinary prcedures may fllw. Ensure Mbile Phnes are used in a Curteus manner: Versin 1.3 Page 7 f 10
8 Mbile Plicy Mbile phnes shuld be switched ff during meetings, lectures, seminars, training curses etc. except in very exceptinal circumstances where it is vital t make r receive an urgent business call. In such circumstances yu shuld adjust the phne t silent mde and alert clleagues t the fact an urgent call needs t be made r is expected. Yu shuld take due care f the phne at all times s that it is kept in gd wrking cnditin. Any damage r theft/lss f the phne must be reprted immediately t yur line manager, the mbile prvider and the Infrmatin Systems Security Manager. Identifying and paying fr any persnal usage beynd cntractual limits relating t call minutes, texts, data, applicatins r ther mbile services. Device Wi-Fi shuld be used, when available t avid them exceeding data limits. Surrendering the handset n change f mbile cntract, ceasing t be emplyed by the University r as therwise required by the University. 7.2 Clleges, Schls and Prfessinal Services Clleges, Schls and prfessinal services are respnsible fr: Determining and peridically reviewing the need fr mbile devices, setting aside sufficient budget prvisin. Authrising and rdering frm the nline service against Cllege/Schl/service budget. Paying bills in line with cntractual bligatins. Recvering persnal usage csts frm individual mbile users where mbile cntract limits are exceeded. Reprting supplier pr perfrmance. Ordering nly frm the University s preferred and cntracted supplier, unless there are exceptinal circumstances and in agreement with Infrmatin Systems. Ensure that all staff is made aware f and adhere t the Users respnsibilities utlined in this dcument. 7.3 Infrmatin Systems Infrmatin Systems are respnsible fr: Establishing a cntract with an apprpriate supplier in cnjunctin with Purchasing. The cntract will be mindful f the supplier s credibility in the fllwing areas: Versin 1.3 Page 8 f 10
9 Mbile Plicy Wrking ethically and sustainably. Mbile cverage in the UK and with internatinal raming partners. Range f inclusive enhanced and value added services, which shuld aim t encmpass a strategic partnership apprach leading t pprtunities fr research, internships, mutual help and advice, etc. Referenced perfrmance against agreed service levels and cmmitment t year-n-year cst/price reductin. Ability t demnstrate cntinuing Value fr Mney thrughut the life f the cntract. Wrking with the supplier t establish the required nline services and service levels. Mnitring cntract perfrmance (in cnjunctin with Purchasing) and managing the supplier and service relatinship. Cllecting cllege, schl, prfessinal service and individual user feedback and addressing issues and prblems arising. In exceptinal circumstances, and where there is a clear business case, agreeing prcurement f mbiles utside f the University s preferred and cntracted supplier. Prviding user and cnnectivity guides. 7.4 Mbile Supplier / Netwrk Prvider The mbile supplier and netwrk prvider (mbiles and netwrk service can be prvisined by a single rganisatin) is respnsible fr delivering the required services accrding t cntract. The netwrk prvider is respnsible fr prviding clear billing infrmatin fr the fllwing levels: University Cllege/Nn Cllege Schl/Prfessinal Service Department Individual 7.5 Equality and Diversity Assessment This plicy has been assessed against equality and diversity criteria and prvides psitive benefits in terms f: Handset chice t match persnal circumstances. Delivering a service, which prmtes flexible wrking. Accmmdating reasnable adjustments. Versin 1.3 Page 9 f 10
10 Mbile Plicy 7.6 Plicy Implementatin and Review This plicy will be implemented in cnjunctin with mbile suppliers ut f a frmal prcurement exercise t ensure value fr mney. It will be reviewed regularly based n user feedback, but in any event six mnths befre the expiry f the incumbent supplier s cntract. Versin 1.3 Page 10 f 10
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