NCI - WSSU Cellular Telephone Contract

1. Purpose and Applicability

To establish university policy regarding the procurement and use of Winston-Salem State University (WSSU) cell phones (including cellular radios) to regular and temporary employees; to ensure the use of cell phones for WSSU business is properly authorized and monitored; to ensure that WSSU is properly reimbursed for personal use of university cell phones.

 

2. Scope and/or Objectives

1. This policy applies to all faculty and staff of the University. Winston-Salem State University wishes to provide the most consistent, convenient and cost-effective cellular telephone services possible to its employees.  The objectives of this policy are to:
2. provide guidelines to employees designated and/or authorized to have a cellular telephone to conduct University business;
3. apply standards to the cellular telephone equipment and service agreements used by University employees;
4. simplify and make more manageable the University’s relationship with cellular telephone vendors;
5. provide a system for monitoring cellular telephone usage patterns so that plans can be routinely modified to better meet the needs of the user;
6. ensure that the University’s acquisition of cellular telephone services is cost-effective;
7. provide an internal system for purchasing cellular telephone services, gaining access to repair services, acquiring necessary training and support and communicating available programs to the community; and
8. establish a system for monitoring future developments in cellular services and selecting those that meet the needs of the University.

 

3. Assignment and Distribution of Cell Phones

1. University cell phones may be an appropriate tool to conduct University business when it is demonstrated an employee’s communication needs cannot be met with other available alternatives such as a paging device, a radio, or standard telephone equipment. Examples include employees who: are mobile for most of a work period; who respond to emergencies; are responsible for restoring services; or are vital to decision-making for the University.

2. University cell phones will be assigned to the Chancellor, the Chancellor’s Associates/Assistants, University Cabinet members, and/or the Chancellor’s designees (e.g., emergency contact list) in accordance with, and due to, the nature of their responsibilities as the University’s senior management and chief decision makers.

3. Only the University Chancellor or his/her designee is authorized to approve cell phone and service-related contracts.

4. Each Vice-Chancellor will be the approving authority for assigning cell phones to employees under their budgeted responsibilities but will not approve their own cell phone (that is, approved by the Chancellor).

5. It is requested that when plausible, Vice-Chancellors establish a pool of cell phones to be distributed on a temporary basis. The phone pool can be used to address short-term University needs. Distribution to employees should be on an as-needed basis, thereby reducing the need for permanent assignment of these devices to individuals.

6. Employees who are assigned a University cell phone, whether on a full-time or temporary basis, must sign an agreement and receive a copy of the cell phone policy at that time.

 

4. Use of Cell Phones

1. University cell phones shall be assigned for University business needs only.

2. It is expected that there will be occasions when a University-issued cell phone is used for personal calls (any incoming/outgoing calls that are not University business). Personal calls should be infrequent and kept to a minimum in length. In those instances, the employee is expected to reimburse the University for the costs incurred.

3. Use of a University cell phone is a privilege that may be revoked at any time for inappropriate conduct.  Any abuse of these policies may result in revocation of cellular access, notification to University management, and disciplinary action.

4. In case of emergency, use your wireless phone to help others. Dial 911 or other local emergency numbers in the case of fire, traffic accident or medical emergencies. Using the phone to report an emergency is a free call.

 

5. Employee Responsibility

1. Employees have an obligation to use University cell phones in a responsible, informed and safe manner, conform to network etiquette, customs, and courtesies.

2. Employees assigned University cell phones are responsible for compliance with this policy and observing all applicable laws or regulations.

3. Employees using University cell phones are responsible for securing them.

4. Losses shall be reported immediately to the employee’s Vice-Chancellor.

5. Employees may be held liable for lost, stolen, or damaged University cell phone equipment and accessories.

6. An employee is responsible for payments to the University for costs incurred on University cell phones as a result of personal calls. Payments should be made at least quarterly to the WSSU Billings and Receivables office.

7. Employees should avoid calls such as person-to-person, credit call cards, directory assistance (411), or any other calls requiring the services of an operator, while using a University cell phone, unless an emergency occurs.

8. Employees should exercise discretion as to who has access to a University cell phone number to keep incoming calls and associated costs to a minimum.

1. Cell phone transmissions are not secure, and employees should use discretion in relating confidential information using University cell phones.

10. Employees must return a University cell phone no later than their last day of duty on-site at WSSU. Failure to do so will result in an automatic charge for the University cell phone and payment of any personal charges made.

 

6. Each Vice-Chancellor

1. is responsible for ensuring that employees assigned University cell phones comply with all University policies and procedures including reviewing and approving monthly cell phone bills, and reimbursement of costs for personal calls.

2. is responsible for maintaining a cell phone accessory inventory log (including, but not limited to, chargers, spare batteries, headsets, carrying cases, and vehicle mounting hardware) for every employee with a University-issued cell phone.

3. is responsible for reviewing cell phone charges to ensure proper use of cell phones and to ensure corrective action is taken regarding inappropriate use of University cell phones.

4. will maintain cell phone bills for a period of three (3) years.

5. shall annually review their employees’ cell plans to assess whether it is the most cost-effective plan available.

6. must comply with University purchasing procedures.

7. must provide a copy of this policy to every employee who has been assigned a University-issued cell phone. A copy of an agreement (Attachment A) signed by the employee will be kept on file within the Vice-Chancellor’s office.

8. is responsible for ensuring return of the University cell phone when an employee terminates. If the University cell phone is not returned, the Vice-Chancellor must notify the University Finance and Administration Office so that charges may be assessed to the employee.

 

7. Guidelines for Using University Cell Phones

1. Because of costs, the University discourages use of cell phones when desktop phones can be used.

2. Only “hands-free” usage of a University cell phone is permitted while operating a University vehicle.

3. When using a University cell phone while driving a non-University owned vehicle, here are some considerations:

1. Use extra caution while driving any vehicle and using a cell phone. If you do not have a headset or hands-free speakerphone, employees are encouraged to move the vehicle from the traveled portion of the roadway, whenever practicable.

2. Get to know your phone and its features such as dial and redial.

3. Position your phone within easy reach.

4. Let the person you are speaking with know that you are driving, and, if necessary, suspend the call-in heavy traffic or hazardous conditions.

5. Do not take notes or look up information while driving.

6. Drive sensibly and assess the traffic. If possible, place calls when you are not moving or before pulling into traffic.

 

8. Implementation

It is the responsibility of each Vice-Chancellor to inform their employees of this policy and follow appropriate procedures. Employees with University cell phones must sign Attachment A to this Policy.

 

9. Cellular Service Vendors

To facilitate accomplishment of the above objectives, the University may at its discretion enter into contracts with cellular telephone service providers.  During the period when one or more of these contracts is in force, the University will only purchase cellular telephones or cellular telephone service agreements for employee use on the basis of these contracts, unless a specific exception is granted by the Chancellor and/or his/her designee.

 

10. Eligibility and Approval

Cellular telephones and services may be provided to certain Winston-Salem State University employees to conduct activities incident to their University employment that either cannot be conducted on a land-line telephone or for which it would be inefficient to use a land-line telephone.  Requests for cell phones must be approved by the Chancellor or appropriate Vice-Chancellor and Winston-Salem State University’s Network, Telecommunications, and Security (NTS) group who will provide advice on the most appropriate equipment and plans.

 

11. Personal Calls

Winston-Salem State University provides cellular telephones to employees for the purpose of conducting University business.  The use of University-owned cellular equipment to make or receive personal calls is discouraged, although it is understood that usage for personal reasons may be necessary in emergency situations.  Employees must realize that although personal calls made within the local calling region and under the usage limits provided by the employee’s plan do not result in additional charges, they do count toward the overall time limits established under the service agreement.  Any overage, long distance, roaming or other charges realized by the employee for personal calls shall be the responsibility of the employee.

 

12. Other Restrictions

An employee may not operate a personal business from a University cell phone.

 

13. Plans, Handsets, Features and Accessories

The University will contract for a set of usage plans, handsets, features and telephone accessories that will serve the needs of most employees.  An employee wishing to have features other than those offered in the available programs must have approval of his or her Division and Winston-Salem State University’s Network, Telecommunications and Security group (NTS).

 

14. Damage, Loss or Theft

Handsets or other equipment that is damaged in the course of business should be brought to NTS, who will contact the vendor for replacement or repair.  Lost or stolen cellular equipment should be immediately reported to the employee’s supervisor, to Campus Safety and to NTS so that the service can be cancelled.  All costs incurred for replacement or repair will be the responsibility of the employee’s Vice-Chancellor.

 

15. Usage Monitoring

Vice-Chancellors are responsible for educating subordinates about appropriate cellular telephone procedures and monitoring their usage (see http://cf.wssu.edu/cellphones).  In emergency situations, these managers may grant exceptions to these usage policies.  In such circumstances, any charges incurred for personal use must be reimbursed by the employee on a timely basis.

 

16. Program management

1. The relationship with cellular providers shall be managed through Winston-Salem State Network, Telecommunications and Security group.  NTS staff will place all orders for cellular telephones and services with the contracted vendor and take delivery of equipment.  NTS staff will contact employees ordering equipment when it arrives and provide necessary orientation and training.  NTS staff will monitor plans and overall usage and suggest changes in service agreements to provide the most convenient and economical plan to the employee. 

2. Employees may call the local representatives of the contracted vendor or vendors to discuss the various options available on University sponsored programs. 

3. NTS will also monitor changes in cellular telephone technologies and make recommendations for improvements in the University’s equipment on an as needed basis.

 

17. Personal Purchases

Under certain circumstances, employees may take advantage of the University’s contracted rates to establish personal accounts.  Such personal accounts will be in the employee’s name, all charges will be the responsibility of the employee, and all invoices will be sent directly to the employee’s billing address.

 

Effective Date: July 1, 2013