Policy and Procedures for the Provision and Use of Mobile Phones for College Staff 1. Purpose 1.1 This policy sets out the framework within which mobile telephones will be provided for business use. 2. Policy Statement The college will provide mobile telephones for business use or specific purposes in support of the college mission. 3. Scope 3.1 The college will provide mobile telephones for business use upon written request giving cause of need to the Director of Finance from the manager of the member of staff. This will require approval from the Directorate. 3.2 This policy should be read in conjunction with the college Equality and Diversity Policy and Procedures and its Disability, Race and Gender Equality Schemes. 4. Responsibilities 4.1 The Director of Finance is responsible for managing and updating this policy, and sanctioning budgetary spend. 4.2 The Director of Finance is responsible for presenting valid mobile telephone requests based on the business needs to the Directorate for approval. 4.3 The Director of Finance is responsible for arranging budgetary spend. 4.4 Staff issued with mobile phones under this policy must abide by the terms in the mobile telephone policy. 5. Procedure 5.1 Mobile phones are available to staff based on the following criteria: 5.1.1 The member of staff is a member of the key workers group, as defined in the risk compliance/retention of staff procedures. 5.1.2 There is a service need for the member of staff to be available out of hours. 5.1.3 When there is a need to mitigate a defined risk. 5.2 A written request from a member of the Senior Management Team should be sent to the Director of Finance. 5.3 The Director of Finance should bring legitimate cases to the Directorate for approval and should sanction budgetary spend. 5.4 On approval from the Directorate, the member of staff will be issued with a mobile telephone.
5.5 Prior to receipt of a college mobile phone, the member of staff will be supplied with a copy of this policy and a breakdown of his/her individual contract including the threshold above which they will be charged for calls. A copy of the individual agreement should be signed and returned to the mobile telephone Administrator. 5.6 When a mobile phone is issued a receipt for the hardware should also be sent to the mobile telephone Administrator. 5.7 Should a member of staff in receipt of a mobile telephone leave the college, he/she will be expected to return the mobile telephone, SIM card and kit. 6. Mobile telephone provision 6.1 All mobile telephones are on a single corporate contract negotiated and administered centrally. All purchase negotiations, replacements and other matters will be carried out by the Director of Finance in the first instance, or college mobile telephone Administrator. 6.2 Where there is a service need for adjustment, checking or advice, a request should be sent to the mobile telephone Administrator. 7. Usage 7.1 College mobile telephones are not to be used for individual business or private matters related to personal income generating activities. 7.2 From time to time a personal call may be made, if important, while the user is on college business. As with the use of other college telephone lines, personal (ie. non-business) calls should be avoided and where necessary should be of short duration. This privilege should not be abused while engaged on college business. 7.3 Users must not use their mobile telephone for outgoing calls when they are in close proximity to a college landline telephone. 7.4 During periods of maternity leave users are obliged to pay all appropriate charges. 7.5 In the event of a member of staff being abroad on college business, the use of the mobile telephone must only be in the case of an emergency and for college business, when no alternative provision is available. 7.6 Approval should be sought from the Director of Finance prior to using a mobile phone abroad. When a mobile phone is used for personal use whilst abroad the Finance Section will invoice the individual as appropriate. 8. Call charges 8.1 Any private calls that are made, either frequent, long distance (STD or ISDN), or of a long duration may necessitate reimbursement to the college by the user. 8.2 The SET will agree an individual threshold for each mobile phone user above which the user will have to pay for calls. Staff will be informed of their threshold prior to receipt of their mobile phone. Cases will be considered by the Director of Finance for legitimate business call overspends. 8.3 All college mobile telephone accounts are monitored and users will be responsible for their use and provide an explanation of call charges if requested. The allocation of costs will be charged to a central budget.
8.4 Mobile phone contracts will be reviewed regularly and thresholds may be adjusted accordingly. Staff will be advised in writing of any changes. 8.5 All queries arising out of call charges should be addressed to the Finance Section (mobile telephone Administrator). 8.6 If a member of staff wants to cancel their mobile contract (prior to the contract renewal date) he/she may be liable for the costs of cancelling the contract with the service provider. 9. Security of mobile telephones 9.1 Staff issued with a mobile telephone purchased by the college must ensure the security of the mobile telephone (and any allied equipment) at all times. 9.2 Should a mobile telephone be lost or stolen, the user must report the matter to the Police within 24 hours for investigation. The user should also report the matter to the mobile telephone Administrator within 24 hours for notification to the service provider and to arrange a replacement. 9.3 Users must care for and use the mobile telephones in a responsible manner. Breakages, damage or loss of equipment will necessitate the reimbursement of 50% of any associated costs incurred by the college, in relation to the repairs to or replacement of the affected equipment. Users are required to keep mobile telephones clean, and in serviceable condition to the best of their ability, and report all irregularities immediately to the mobile telephone Administrator. 9.4 There are a number of built in protection mechanisms that the user will need to consider during the day-to-day operational use of the mobile telephone: a) Activate the keypad lock. b) A PIN code should be used to lock the telephone so that if the telephone is subsequently stolen or lost a PIN code must be used to unlock the telephone. 9.5 Secure the mobile telephone at home as if it is a personal possession. 9.6 Mobile telephones must not be left in unattended vehicles. 9.7 While in the office, store the mobile telephone and associated equipment with due care. If lending the mobile telephone to other members of staff, make a record of when and to whom. 10. Loss or damage to mobile telephones 10.1 The holder of the mobile telephone is responsible for its condition and security. The cost of replacement or repair will be borne by the holder. 11. Procedure for upgrade 11.1 Upgrades can only be initiated through the Director of Finance and only in those cases where the mobile telephone is no longer serviceable. Requests submitted to the Director of Finance will generally be upgraded in accordance with the provisions contract, and after confirmation of budgetary funding. All unused mobile telephones should be surrendered to the mobile telephone Administrator.
12. Emergency 12.1 All mobile telephones issued to users are done so on the specific understanding that in the event of an emergency, the Director of Finance reserves the right to request the return of any mobile telephone for the period of the emergency. 13. Use of personal mobile telephones 13.1 The college does not undertake to refund any business calls made in this way. 14. Use of mobile telephones whilst driving 14.1 As from 01 December 2003 it is illegal to use mobile telephones whilst driving. Most modern mobile telephones have a voicemail facility that can be used in such circumstances. (See Appendix 1, as attached). 15. Courtesy 15.1 As a matter of professional courtesy, we advise mobile telephone users to either turn off their mobile telephone or divert it to voicemail or another number, or set the mobile telephone into silent mode during meetings, training courses, seminars etc. In exceptional circumstances, where it becomes necessary to take a business call, it is courteous to inform colleagues that an urgent call is expected. 15.2 When conducting business away from college premises users should endeavour to comply with any local restrictions on the use of mobile telephones. 16. Health advice to mobile telephone users 16.1 There has been considerable speculation in the press regarding the possible damaging effects to health as a result of prolonged use of mobile telephones. To date there is no clear evidence to support these claims. 16.2 The independent Expert Group on Mobile Telephones (The Stewart Report) reported in May 2000 that: The balance of the evidence available does not suggest that RF (Radio Frequency) radiation from mobile telephones or base stations causes cancer or other brain diseases. However, there is now evidence that effects on biological functions, including those of the brain, may be induced by RF radiation at levels comparable to those associated with the use of mobile telephones. There is, as yet, no evidence that these biological effects constitute a health hazard, but at present only limited data are available. This is one reason why we recommend a precautionary approach. 16.3 Suggested precautions: a) If using a mobile telephone, it may be advisable to avoid continued use for prolonged periods. b) The use of an approved hands-free set.
16.4 The intention of these precautions is to advise only, so that mobile telephone users can make their own informed decisions. 17. Review of policy 17.1 This policy will be reviewed whenever changes affect it or after two years, whichever is earlier. Legislation on mobile telephones and driving College guidance With effect from 01 December 2003 it will be a specific offence to use a hand held phone, or similar device when driving. The regulations can be found in The Road Vehicles (Construction and Use) (Amendment) (No. 4) Regulations 2003. The ban, excluding two way radios, includes all hand-held devices that: send or receive oral or written messages or send or receive faxes or send or receive still or moving images or provide access to the Internet. If the device has to be held at any point during the communication process then it will be treated as hand held. This includes holding the device between the shoulder and ear. Staff members should note that except in an emergency situation even if the motor vehicle is stationary (eg. at traffic lights or in traffic jam) the ban is still likely to apply. If your mobile hand held device rings when you are driving you should let it ring and only respond when safely parked. It is advisable to switch to voicemail before commencing a journey. At the college management team meeting on Tuesday 04 November 2003 it was formally recorded that staff issued with mobile phones by the college should not use this equipment in a manner which contravenes\may contravene the regulations. It was also recorded that no employee must be required to use a hand held phone whilst driving. It should be noted that a fixed penalty will apply for contravention of the regulations. In the event of a court prosecution fines are likely to be more significant. The college will not be responsible for any fines incurred.