Wireless and Cellular Technology Policy

Policy Number: CS-1503-2007

Policy Title: Wireless and Cellular Technology Policy

Policy Owner: Chief Information Officer

Effective Date: April 1, 2007

Last Revised: March 16, 2020

1. Purpose

This Policy outlines the College’s position on the acquisition of wireless and cellular devices, management of usage and data plans, acceptable use, and invoicing.

2. Application and Scope

This Policy applies to all College employees who have been granted access to a College-owned cellular device, with network access provided through the College’s mobile service provider. These users are referred to as “Subscribers” for the purposes of this Policy.

Wireless and cellular communication technology has become an important tool for efficient operation of the College. This technology including mobile phones and mobile devices promote productivity and expand the traditional workplace office. To optimize the College’s investment, standardization of usage, compliance, and controls to manage devices and services are essential.

3. Definitions

“LTE Device” is a portable device that is not capable of placing and receiving voice telephone calls using a service provider-assigned telephone number, but is capable of using a cellular network for internet access. This includes laptops, tablets, LTE USB sticks, and portable Wi-Fi hubs.

“Mobile Device” is general term for any electronic device that is capable of connecting to a cellular network using the mobile service provider’s SIM card installed within it.

“Mobile Phone” is a mobile device that is capable of placing and receiving voice telephone calls using a service provider-assigned telephone number.

“Service Provider” is the administrator of the cellular network and provider of mobile devices. This refers to the “Bell Mobility” Corporate Plan.

4. Accountability and Compliance

4.1 Accountability Framework

This Policy has been approved by the Senior Leadership Team.

4.2 Compliance

The Chief Information Officer will monitor and ensure compliance with this Policy.

5. Usage

5.1 Usage – College Business

Cell phone and other wireless devices are to be used primarily for College business use, although limited personal use is permitted at the discretion of the employee.

Department Managers are responsible for ensuring within their department that the use of College cellular telephones is in accordance with the provisions of this Policy, including potential reimbursement to the College for any personal calls and for any overuse of data (see section Appendix A, P6).

5.2 Personal Use

Limited personal use is permitted. In the event a subscriber exceeds the allowable personal amount, they must reimburse the College for any charges incurred for personal use that exceed the standard monthly service charges, as per Appendix A- Procedures for Wireless and Cellular Technology Usage (line item P6).

6. Roles and Responsibilities

6.1 Chief Information Officer

The Chief Information Officer is responsible to ensure adherence to and alignment of all IT policies within the College.

Responsible for the acquisition of all College-owned cellular and mobile devices.
Responsible for maintaining device inventory.
Telecommunications Specialists are authorized contacts to Bell Mobility and Bell Enterprise Customer Care for all inquiries related to service and equipment.
Responsible to provide support to individual users as needed.

6.2 Individual Department Manager

Accountable for ongoing management and approval for cell phones and other mobile devices assigned to their department for business use, including budgeting for, paying for and monitoring costs for wireless communication/data services.

6.3 Account Managers

Accountable for ongoing monitoring and the soliciting of monthly approvals of individual subscriber’s use of wireless communication/data services from department managers.

6.4 Individual Subscribers

All authorized subscribers are responsible to comply with the Procedures as outlined within Appendix A- Procedures for Wireless and Cellular Technology Usage.
If wireless/cellular technology is required within a given role, subscribers must rely exclusively on college-owned equipment and services.
Ensure that equipment and services paid for by the College are used primarily for College-related business.

7. Policy Review

7.1 Next Review Date

March 2026

7.2 Responsibility

This policy will be reviewed by the Chief Information Officer (CIO) every five years or earlier when required.

8. Attachments

9. Specific Links

Appendix A - Procedures for Wireless and Cellular Technology Usage

P1. The use of mobile devices paid by the College will be allowed under the following consideration(s):

The job function of the employee requires them to be physically outside of normal office or work settings, and it is important to the College that employee(s) are accessible from these areas; and/or,
The job function of the employee requires access to a voice network; in locations where internal voice services are not available (e.g., travel between campuses); and/or,
The job function of the employee requires them to be accessible outside of scheduled or normal working hours.

The departmental Manager is responsible for determining that the purchase of College mobile device is warranted based on the criteria above.

P2. Criteria for upgrading a mobile device will be allowed under the following conditions of current device and subject to the departmental Manager’s approval

Damaged phone where repair is more costly than upgrade
Features do not adequately support job function (i.e. storage, screen size)
Battery life has declined

P3. Employees who require mobile devices to support their business function must acquire College-owned equipment through Telecommunications Services.

After managerial approval has been obtained, the request for wireless equipment must be submitted to the IT Help Desk and include the signed form - “Request and Acknowledgement of Responsibility for Mohawk College Communication Devices” (See Attachment 1) and all additional information as specified in the Telecommunications web page instructions.

P4. Employees may be permitted to port in existing mobile numbers from any carrier to the Mohawk College corporate plan, if there is a compelling business case to do so. This would be subject to the CIO’s approval and porting expense to be paid by the department.

P5. In the event an employee(s) requires additional features beyond the standard Bell Mobility contract services to support business function(s), they will require departmental Manager approval and need to specify these features in the request form. The cost of additional features would be paid by the department.

P6. Monthly Approval Process

All equipment and services are invoiced to Mohawk College and expensed to departments directly. Account managers are responsible for monitoring individual subscriber usage and any additional costs incurred are scrutinized. If monthly invoices exceed a threshold of $30, the account manager must work with the subscriber and their department manager to obtain approval of the charges. If there are any charges for personal usage, they are to be reimbursed to the college by way of personal payroll deduction. For all invoices over $30, subscriber’s must complete the Wireless and Cellular Expense Summary Form (FSD Form 2020-06-10) indicating personal usage, and/or a business rationale as to why the $30 limit has been exceeded for business purposes.

Completed Wireless and Cellular Expense Summary Forms must be signed by the subscriber’s department manager and submitted to Accounts Payable. Accounts Payable will forward the form to Payroll for personal usage payroll deductions as applicable.

P7. Annual Approval Process

For auditing purposes, Department Manager’s are to review and approve of subscribers’ annual usage, and attest to subscriber’s phone needs based on P1 of this Appendix.

Each year, Accounts Payable will forward a report showing annual usage per subscriber per month. The Department Manager must review and approve of all usage and return to Accounts Payable for filing, as well as inform IT of any subscriber account changes.

P8. Holiday/Leave Usage

Employees maybe entitled to continue to use cell phones during extended leaves or absences from the College, subject to approval of their department Manager and subject to the subscriber agreeing to cover pertinent cost during the period.

In some cases, the department Manager may request cell phones be returned when the absence is considered long, exceeding 3 months or more, and Manager would like to temporarily re-distribute the cell phone to another employee, as warranted by the employee’s business function.

P9. Stolen Property Procedure (Notification within 24 Hours)

Should a mobile phone be lost or stolen, the responsible subscriber must immediately report loss by contacting the IT Help Desk – this is for the purpose of potential replacement, insurance claim, and / or filling a Police report if applicable and depending on the circumstance.

P10. Safe Keep of Cell Phones

Responsible subscribers must use and care for the phones in their possession in a responsible manner. Breakages, damage or loss of equipment may lead to the need for a reimbursement to the College of any associated costs incurred to the College, in relation to the repairs or replacement of the affected equipment.
Responsible subscribers are required to keep mobile phones clean, and in serviceable condition to the best of their ability. Mobile phones should have a protective cover, and when not in use, be securely clipped onto the employee’s belt or clothing where possible, or in a secure place (e.g., locked desk or work bag).

Keep batteries charged at all times and report all irregularities immediately to the IT Help Desk.

There are a number of built in protection mechanisms subscribers should be aware in the day to day use of their mobile phone. They includes:

Activate the “Keypad Lock” and PIN code (Check your user manual)
For extended periods (i.e. vacation days, etc.) switch the phone off when not in use.
If the phone is subsequently stolen or lost, a PIN code must be used to unlock the phone.

Home Usage

Secure the phone at home, as if it is your personal possession. Use the keypad lock if needed, as you may be responsible for the unauthorized call charges billed to “your” mobile phone if used without your knowledge or consent.

In Vehicle Usage

Mobile phones are not to be left in vehicles while unattended. There is a tendency for vehicles to be broken into for the sake of stealing a mobile phone. These costs while not necessarily claimable under insurance, may be charged back to subscriber(s).

The use of mobile phones whilst driving is forbidden unless hands frees function is activated. It is an offence (driving without due care) to use mobile phones whilst operating a motor vehicle and the incursion of expiations and fines will be solely at the subscribers cost. Any vehicle damage incurred as a result of this practice, which is not recoverable through insurance, may be recovered from subscriber(s).

Office Usage

While in the office, store the phone and associated equipment with due care. If lending the phone to a co-worker for business use, document this use with who, time, and call destination and duration for own records.

Security – PIN numbers

PIN numbers are applied to mobile phones. Please ensure this facility is used at all times to minimize security risks as discussed elsewhere in this Policy.
Do not share/disclose PIN with other people or co-workers

P11. Computer Systems Usage Policy

Those provided with a Cell phone or other mobile device must be aware of and comply with the conditions outlined within College’s relevant usage policies as per section 13 “Specific Links”.

P12. Violations

Violations of this Policy will be handled in accordance to the nature and severity of the specific violation. An employee (subscriber) who violates the Wireless and Cellular Technology Policy will be subject to disciplinary action under College’s Code of Conduct and employment terms and conditions. As a result, the College reserves the right to revoke use of a mobile telephone at any time.