IT05 Telephone and Mobile Phone Usage Policy

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1 IT05 Telephone nd Moble Phone Usge Polcy Introducton 1 Ths polcy sets out the generl rules for the use of Southmpton Solent Unersty s telephones nd moble phones. These serces re coordnted nd mnged by Informton nd Communctons Technology (ICT). 2 It s the responsblty of ech nddul user to ensure tht they use Unersty IT serces n n cceptble mnner n ccordnce wth ll Unersty polces nd current legslton. Proson 3 Most stff he ccess to telephone hndset drectly connected to the Unersty telephone network. Ech telephone hndset hs dedcted, drect-dl, extenson number. 4 At the request of School nd Serce budget holders, the Unersty prodes moble phone for specfc posts. Serce Proson 5 The Unersty s telephones nd moble phones re on corporte contrcts (one for telephone hndsets nd one for moble phones) negotted nd dmnstered centrlly by ICT. All purchse negotton, replcement nd other mtters surroundng telephones nd moble phones must be crred out by ICT. 6 Where serce needs djustment, checkng or dce, requests must be sent to the ICT Serce Desk. In relton to the dy-to-dy cre nd use, the nddul users re responsble s my be ppled n relton to the further prosons of ths polcy. Procurement nd Dstrbuton 7 A School or Serce Budget Holder must request ll telephones nd moble phones. The user of moble phone wll be requred to sgn recept for the relent equpment. If member of stff s leng employment t Southmpton Solent Unersty then they must return ther moble phone (nd ssocted equpment) to the ICT Serce Desk before leng. Usge 8 Externl ncomng clls to telephone hndsets nd moble phones cn be dlled drectly so t s ery mportnt tht clls re nswered poltely nd professonlly wth dequte Unersty nd/or personl dentfcton. Where possble, cllers who he dlled wrong number should be sssted by beng trnsferred to the person or extenson tht they requre. 9 By defult, ny unnswered clls to telephone hndset wll go to the ssocted oceml of tht extenson. Howeer, you cn, wth your collegue s consent, redrect your clls by cll-forwrdng ll clls to your collegue nsted. Ths s IT05 Telephone nd Moble Phone Usge Polcy Pge 1 of 5

2 especlly mportnt durng extended bsence. Users should be wre of the other effcency fcltes such s conferencng, pck-up nd hunt groups. Plese do not lee telephones 'off the hook' s ths genertes fult reports. ICT s hppy to lse wth users oer ny problems encountered nd wll dscuss ny specl requrements. 10 Unersty telephones nd moble phones re not to be used for nddul busness or prte mtters relted to personl ncome genertng cttes. 11 From tme to tme personl cll my be mde, f mportnt, whle the user s on Unersty busness. Personl (.e. non-busness) clls should be oded nd where necessry should be of short durton. Ths prlege should not be bused whle engged on Unersty busness. 12 As mtter of routne, premum rte telephone numbers re blocked from telephone hndsets, s re ll drectory enqures serces. Cll Chrges 13 Any prte clls tht re mde, ether frequent, long dstnce (STD or ISDN), or of long durton my necesstte rembursement to the Unersty by the user. 14 All Unersty busness cll chrges wll be pd by the Unersty. 15 All Unersty phone ccounts re montored nd users shll be responsble for the use nd prode n explnton of cll chrges f requested. The llocton of costs wll be to the School or Serce n whch the member of stff s currently workng, unless otherwse specfed nd uthorsed. Securty of Moble Phones 16 Stff ssued wth moble phone purchsed by Southmpton Solent Unersty must ensure the securty of the phone (nd ny lled equpment) t ll tmes. The followng tems should be ddressed: Should moble phone be lost or stolen, the user must report the mtter to the ICT Serce Desk wthn 24 hours for notfcton to serce proders nd replcement; Users must cre nd use the phones n ther possesson n responsble mnner. Brekges, dmge or loss of equpment my necesstte the rembursement of ny ssocted costs ncurred by the Unersty, n relton to the reprs to or replcement of the ffected equpment. Users re requred to keep moble phones clen, nd n serceble condton to the best of ther blty, nd report ll rregulrtes mmedtely to the ICT Serce Desk. There re number of bult n protecton mechnsms tht the user my need durng the dy to dy operton of the moble phone: b Actte the keypd lock; A PIN code must be used to lock the phone so tht f the phone s subsequently stolen or lost PIN code must be used to unlock the phone. IT05 Telephone nd Moble Phone Usge Polcy Pge 2 of 5

3 Secure the phone t home s f t s personl possesson; Moble phones must not to be left n unttended ehcles; Whle n the offce, store the phone nd ssocted equpment wth due cre. If lendng the phone to other members of stff, mke record of when nd to whom. Procedure for Upgrde 17 Upgrdes cn only be ntted through School or Serce budget holders. Requests submtted to ICT wll generlly be upgrded n ccordnce wth the prosons contrct. All unused moble phones should be surrendered to ICT. Emergency 18 All moble phones ssued to users re done so on the specfc understndng tht n the eent of n emergency the Drector of ICT reseres the rght to request the return of ny phone for the perod of the emergency. Securty PIN 19 Securty PINs must be ppled to moble phones. Plese ensure ths fclty s used t ll tmes to mnmse securty rsks. Do not generlly shre/dsclose PINs wth other members of stff. Howeer, the PIN should be gen to the user s lne mnger. Use of Personlly-Owned Moble Phones 20 The use of personlly-owned moble phones for Unersty busness purposes should be oded. Southmpton Solent Unersty does not undertke to refund ny clls mde n ths wy. 21 The Unersty does not permt the trnsfer of Unersty SIM crd from the Unersty-suppled hndset to personlly-owned dece. Such cton my cuse securty brech due to ncorrect hndlng of Unersty dt by the personllyowned dece s well s rsk of ncresed cll chrges. The Unersty wll seek full recompense for ny chrges ncurred s result of ths cton. Courtesy 22 As mtter of professonl courtesy, we dse moble phone users to ether turn off ther phone or dert t to oceml or nother number, or set the phone nto slent mode durng meetngs, trnng courses, semnrs etc. In exceptonl crcumstnces, where t becomes necessry to tke busness cll, t s courteous to nform collegues tht n urgent cll s expected. 23 When conductng busness wy from Unersty premses users should endeour to comply wth ny locl restrctons on the use moble phones. IT05 Telephone nd Moble Phone Usge Polcy Pge 3 of 5

4 Use of Moble Phones Whlst Drng 24 As from 1st December 2003 t s llegl to use moble phones whlst drng. Most modern moble phones he oceml fclty tht cn be used n such crcumstnces. Helth Adce to Moble Phone Users 25 There hs been consderble speculton n the press regrdng the possble dmgng effects on helth, s result of prolonged use of moble telephones. To dte there s no cler edence to support these clms. The Independent Expert Group on Moble Phones (The Stewrt Report) reported n My 2000 tht: The blnce of the edence lble does not suggest tht RF (Rdo Frequency) rdton from moble phones or bse sttons cuses cncer or other brn dseses. Howeer, there s now edence tht effects on bologcl functons, ncludng those of the brn, my be nduced by RF rdton t leels comprble to those ssocted wth the use of moble telephones. There s, s yet, no edence tht these bologcl effects consttute helth hzrd, but t present only lmted dt re lble. Ths s one reson why we recommend precutonry pproch. There hs been some suggeston tht usng moble phones hnds free kt mght reduce the mount of rdton delered to the hed. In two recent studes tht used dfferng methodologes, one ndcted tht ths ws not the cse, whlst the other ndcted the use of such kts ws benefcl. Some reserch hs lso ndcted tht the use of moble phones n hnds free mode by drers does not reduce the rsk of n ccdent. Suggested Precutons b If usng moble telephone, t my be dsble to od contnued use for prolonged perods; The use of n pproed hnds-free set. The ntenton of these precutons s to dse only, so tht moble phone users cn mke ther own nformed decsons. For further nformton, The Deprtment of Helth hs more nformton on ts webste, whch cn be found t: Other Sources of Informton 26 Other Unersty IT polces: IT01 IT Acceptble Use Polcy; IT02 IT Securty Polcy; IT05 Telephone nd Moble Phone Usge Polcy Pge 4 of 5

5 IT03 Internet Usge Polcy; IT04 Eml nd Instnt Messgng Usge Polcy; IT06 IT Hrdwre nd Softwre Polcy; IT07 Dsposl of IT Equpment nd Med Polcy; IT08 Applcton Systems Polcy; IT09 Identty Mngement Polcy 27 Other Unersty polces, ncludng but not lmted to, the followng: Dt Protecton Polcy; Dscplnry Procedure Polcy; Author(s): Ownng commttee: Approed by: Dte of pprol: 9 July 2015 Verson: 3.0 Next reew dte: August 2016 Keth Bker, ICT Securty nd Stndrds Mnger Mngement Informton nd Technology Commttee Pul Colbrn, Drector of ICT IT05 Telephone nd Moble Phone Usge Polcy Pge 5 of 5

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