KENORA CATHOLIC DISTRICT SCHOOL BOARD

Transcription

1 KENORA CATHOLIC DISTRICT SCHOOL BOARD 100 General Administration Procedures AP 131: Cell Phone Acceptable Use PURPOSE This administrative procedure establishes guidelines for the acceptable use of Board owned and personal (board expensed) cellular phones. It also defines guidelines for the reimbursement of personal cellular calls and services by the employee to the Board. This procedure is designed to reduce unnecessary cell phone costs to the Board and to comply with provincial mandates regarding cellular phone use. 1.0 OVERVIEW The Board maintains a cell phone plan with group rates and prescribes specific phones that will be supported on this plan. Employees who are required to use a cell phone for work have two options: 1.1 Employees who receive approval from their manager may join this plan and receive a Board phone. See section 6.0 Board Plans and Cellular Phones. 1.2 Alternatively, employees may elect to use their own cell phone and submit standard expense requisitions to their manager for the usage costs. See section 11.0 Personal Plans and Cellular Phones for this specific case. 2.0 DEVICE SECURITY Any Board cell phones or personal cell phones with access to our Microsoft Exchange ActiveSync or any phones that can access Board data (documents, discussion forums and contacts) must be password protected. Failure to lock the device will result in loss of access to Board resources ( , cloud storage, wireless). 3.0 IN CAR USE Cell phone users in vehicles will comply with the conditions set out in Bill 118 of the Highway Traffic Act. Cell phones, mobile devices, GPS systems, etc. may now only be used while the vehicle is parked or if the device is in hands free mode. The Board does not endorse cell phone use while driving and employees are not expected to do so. The Board recommends the following safety precautions: 3.1 Allow calls to go to voice mail while driving.

2 3.2 Should you have to answer or place a call while in transit, wait until you get to a safe location and pull off the road before doing so or use a headphone set. 4.0 CELL PHONE ETIQUETTE Always be aware of surroundings and be considerate of others when using a cell phone. Turn off the phone during meetings or set it to vibrate only. This includes conference calls and videoconference meetings. Obey postings in areas that prohibit cellphone use (airplanes, hospitals, etc.) and try to conduct cell phone conversations in a normal tone of voice. If reception is bad, raising your voice will not help as the trouble is likely related to the digital signal. It is best to end the call and try again from a clearer area. 5.0 ACCEPTABLE USE Modern cell phones allow subscribers to join wireless networks, surf the web, upload or download content, and interact with others on social media sites. As such, the use of these devises is governed by Form # 072 Network and Internet Acceptable Use Agreement. The use of cell phones in classrooms for personal reasons is not permitted. Cell phones may be used for educational or instructional purposes. It s very important that the board maintain a culture in classrooms and schools that demonstrate to students that board employees are fully engaged and committed to their learning and available to them. 6.0 BOARD PLANS AND CELLULAR PHONES 6.1 Overview The Board may require that an employee receive a cellular phone to perform their work function. For these employees the Board will purchase a cell phone (see models below) and will setup the employee with the Board cellular plan. The Board supports the following phones: iphone 4S, iphone 5 and iphone 6/6PLUS Phone hardware will be refreshed as necessary. The costs for phones and cellular plans will be borne by the employee s department. 6.2 Managing Costs The Board has a contracted cellular calling plan which includes sets rates for hardware, software, upgrades, local and long distance calling and other services. All employees must be aware of their cell phone plan and strive to remain within it All Board provided cell phones include voice mail. Remember that checking voic is considered a billable voice event. KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 2

3 6.2.2 The roaming feature is used for calls placed or received outside of our carrier area. While travelling outside of Canada, however, these charges can be substantial. If an employee travels internationally (including the United States) they are required to check first with the Information Technology department to understand what plan options exist to manage these costs Data packages are available for all new smartphone contracts (Blackberry/iPhone devices). These costs are in addition to the voice plan and can be significant when using the data feature while in roaming mode. Data use occurs when synchronizing , calendar or contacts, browsing the Internet or when using most Internet capable applications ( apps ). Unless these features are essential when travelling, users should turn the roaming feature off Some current plans also include unlimited text messaging. Use of these services within Canada is free. Internationally these services may incur voice minutes charges and roaming charges. If an employee travels internationally (including the United States) they are required to check first with the Information Technology department to understand what plan options exist to manage these costs Cell phone bills are subject to review or audit at any time. The IT Department will monitor usage and will flag suspicious or unusual activity. It may be that the activity is valid in which case the plan will be reviewed for best fit. Identified misuse of cell phones can result in termination of cellular services. 7.0 PERSONAL USE OF BOARD CELLULAR PHONES The Board recognizes that employees, from time to time, will use their board issued cell phones for personal, non job related purposes. While minimal private use is acceptable within certain constraints, an employee s first responsibility with the device is the performance of his or her job. Therefore, excessive personal use of the cell phone is inappropriate. Employees are asked to always use good judgment. The Board cell phone plan has been established based on selection criteria such as coverage area, pricing plans, hardware prices, and additional services. 7.1 Permissible Personal Charges While some limited personal use of a Board phone is permissible, personal use that exceeds the board plan is not allowed and must be reimbursed to the Board by the employee. The Board plan allows for a maximum of $10 in person calls per month. KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 3

4 8.0 LOSS OR THEFT The Manager of Information Technology Services must be notified immediately when a cell phone is lost or stolen so that appropriate action can be taken with the cell phone provider. If the loss/theft occurs on a weekend or holiday, employees must notify NorthernTel at or TBayTel at CELL (2355) immediately in order to have the cellular service suspended. The employee is also required to notify the IT Department upon return to work. 9.0 TECHNICAL SUPPORT The Board cell phone plan and all associated services are administered by the Information Technology Services department and any service or repair issues with Board provided equipment will be addressed with the Manager of Information Technology Services. Some of the following terms apply to Board support: 1. If the equipment is defective and is covered under warranty, the wireless provider will replace it at no cost to the user. Where the warranty has expired, the repair cost will be borne by the department or school. A loaner phone may be provided if available. 2. If the equipment is damaged through negligence on the part of the user, the repair or replacement cost will be borne by the department or school. 3. Cell phone queries and requests should be addressed with the Manager of Information Technology Services. 4. The IT department does not support personal phones or personal cellular plan services. This applies to both the hardware and any synchronization with Exchange or other external services. The IT department will attempt to support features of the Board cellular plan (such as voic or SMS texting) if the Board plan is purchased BILLING AND REIMBURSEMENT The Accounts Payable Department will process all bills for Board owned cell phones. Bills will be made available to cell phone holders for review. Employees are required to indicate any personal (non board) charges and sign and return these forms to the Accounts Payable Department PERSONAL PLANS AND CELLULAR PHONES Employees may (at the discretion of their manager) use personal cell phones to conduct Board business and expense these calls back to the Kenora Catholic District School Board. For employees who are authorized by their manager to use a personal phone for work, the Board will reimburse them the minimum of either the Board cell service rate ($50.00/month) or their personal phone charges. Long distance and additional data/text/roaming charges may also be expensed only if KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 4

5 they relate to work. If the charges are excessive (when compared with the Board rates) then the employee will be required to either accept a Board phone or change their personal plan. In order to be reimbursed for the use of their personal phone the employee is required to provide a monthly phone statement to Accounts Payable along with the standard personal expense reimbursement form. The Board will not reimburse employees for the cost of a personal cell phone either as a monthly charge or a one time fee ACKNOWLEDGEMENT OF RESPONSIBILITIES Board cell phone users are responsible for reviewing and adhering to this procedure and signing Form #145 Cell Phone Acceptable Use Agreement and Acknowledgement of Responsibilities. Form(s) Associated with this procedure: Form #072 Network and Internet Acceptable Use Agreement Form #145 Cell Phone Acceptable Use Agreement and Acknowledgement of Responsibilities. Legal References: Bill 118 of the Highway Traffic Act Effective Date: May 2013 Latest Review Date: May 2013, February 2015 Latest Revision Date: May 2013, March 2014, February 2015, March 2015 KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 5