CORPORATE SERVICES MOBILE PHONE POLICY DOCUMENT NUMBER DOCUMENT TITLE

Transcription

1 CORPORATE SERVICES DOCUMENT NUMBER DOCUMENT TITLE MOBILE PHONE POLICY DATE CHANGE BY APPROVED REVIEW 14/05/2012 Initial Manager Information Services 30/06/2014

2 TABLE OF CONTENTS 1. PURPOSE APPLICATION DEFINITIONS POLICY REVIEW AUTHORISATION... 2 Page (i)

3 1. PURPOSE To ensure that Council mobile/smart phones issued to nominated Council staff and Councillors are used primarily for business use or operational purposes and that Council staff are aware of appropriate use, and behaviours, in connection with Council issued mobile/smart phones and that private use of mobile/smart phones are kept to an absolute minimum. 2. APPLICATION This policy applies directly to: Councillors (issued with a mobile/smart phone) Council staff (includes temporary/casual staff, agency staff and contractors engaged by Council for a period of time to carry out a task, that are issued with a MSC mobile/smart phone) 3. DEFINITIONS Business Use: Mobile Phone: Smartphone: IT Department: Council: Any work or job associated with achieving Council business operations, department and corporate objectives including occupational health and safety requirements. A portable telephone that connects with the telephone network over radio wave transmission to provide phone, voic and text messaging services. A mobile phone that has text messaging, web access and other data services in addition to voice. Information Technology Department.. 4. POLICY 4.1 The Chief Executive Officer, Directors and Managers will identify those positions where a mobile telephone/smart phone is a necessary part of the conduct of Council business i.e.: may be necessary where a staff member's work duties require remote or after hours access to , calendar and web browsing capabilities. This may be necessary to enhance work performance and increase efficiency. A request will then be forwarded to the IT Department to supply an appropriate telephone/smart phone, accessory and service. 4.2 The Mobile/Smartphone Matrix shown in Appendix 1 details the type of phone that staff are entitled to. 4.3 Smartphone users are required to familiarise themselves with the Internet & Policy regarding appropriate Internet and usage. 4.4 Council reserves the right to issue and withdraw the use of mobile phones and smart phones from an employee at its discretion, including the right to bar access to outgoing calls. Page (1)

4 4.5 The Chief Executive Officer, Directors and Managers will have access to Council's mobile telephone accounts to allow them to review and monitor usage, to prevent, detect or minimise unacceptable use as stipulated in this policy. 4.6 Private calls on a Council mobile phone/smart phone must be minor and incidental with a maximum limit of $20.00 per month. Private calls in excess of $20.00 per month will be required to be reimbursed to Council. 4.7 Users are not permitted to download applications on their smart phone without the approval of the IT Department, unless it s a free business and productivity application such as Cheap Parking, Dictionary, 3G Usage Monitor, Phone Tips & Tricks etc... or where there is no financial implication to Council, i.e.: itunes which is downloaded at a cost by the user. 4.8 Mobile phones/smart phones are to be securely maintained at all times by the user to prevent loss, damage or theft. 4.9 When the mobile phone/smart phone is no longer required by the staff member, it must be returned to the IT Department for reassignment, cancellation and/or disposal When a mobile phone/smart phone is lost or stolen, the theft or loss must be reported to the police. The Manager Information Services is to be notified and arrangements will be put in place to cancel the service, and have all calls barred. A replacement phone will be provided to the user, with the cost charged back to their department Departing staff members must return their mobile phone/smart phone and any other accessories to the IT Department With the appropriate approval, a departing staff member may transfer their Council service number to a non Council account Mobile phones/smart phones must never be used whilst driving a motor vehicle unless approved hands free kit/blue tooth services are in use. 5. REVIEW This policy may be varied by Council and is to be reviewed on 30 June AUTHORISATION This policy requires the approval of the Chief Executive Officer. Page (2)

5 USE OF MOBILE PHONES POLICY ACKNOWLEDGEMENT I have read and understand Council's policy guidelines on the use of mobile phones/smart phones, and agree to comply with the requirements as set out in this policy. I authorise the Council to deduct the cost of private calls that have exceeded $20.00 per month either by way of: (Please tick the appropriate method of payment) A) Deduction from my next fortnightly net pay B) Reimbursement by cash or cheque upon notification Surname:... First Name:... Department:... Mobile phone: (make, model, serial number, and phone number) Date Issued:... Signature:... Date returned:... Signature:... Page (3)

6 (This page is to be returned to the IT Helpdesk once completed and signed and will be placed on the incumbent's personnel file) APPENDIX 1 Mobile/Smartphone Matrix Officer Category - Councillors - CEO - Directors - Managers Mobile/Smartphone Type iphone Justification N/A - Coordinators - Team Leaders - Staff Android Nokia Phone If a coordinator or Team Leader requires an iphone as part of their role, justification in writing will be required and will be at the manager s discretion. If a general staff member requires an Android or iphone as part of their role, justification in writing will be required and will be at the manager s discretion. Page (4)