Purpose:
To establish university policy regarding the procurement and use of university cell phones, (including cellular radios); to ensure the use of cell phones for university business is properly authorized and monitored; to ensure that the university is properly reimbursed for occasional incidental or emergency use of university cell phones.
1) Policies Related to Assignment, Use and Responsibilities Concerning University Cellular Telephones
Assignment of Cellular Telephones:
University cell phones shall be assigned for University business needs only. A university cell phone may be an appropriate tool to conduct University business when it is demonstrated an employee's communications needs cannot be met with other available alternatives such as a paging device, a radio or standard telephone equipment. Examples include employees that: are mobile for most of a work period, respond to emergencies, are responsible for restoring services or are vital to decision-making for the university.
University cell phones will be assigned to the President, Associates of the President, Provost and Vice Presidents in accordance with and due to the nature of their responsibilities as the university's senior management and chief decision makers.
Department heads will be the approving authority for assigning cell phones to employees under their budgeted responsibilities, but will not approve their own. They will also ensure that employees assigned university cell phones comply with all university polices and procedures including reviewing and approving monthly cell phone bills, and reimbursement of costs for personal calls.
Use of Cellular Telephones:
• A university cell phone is to be used only for university business.
• It is requested that when plausible, departments establish a pool of cell phones to be distributed on a temporary basis. This pool of phones 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.
• 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.
• 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.
Request for Cellular Telephone Equipment and Services:
• All cell phone and service requests (new or upgrades) are required to be made to Towson University's Telecommunications department.
Please click the link for a cellular phone request form: Request for a Cellular Telephone
• Only the university President, Vice-Presidents, Provost and Department Heads are authorized to approve cell phones and services.
• The Telecommunications department will determine an appropriate service provider, equipment needs and the most cost-effective service plan based on the employee's needs.
• The Telecommunications department will forward approved requests to the Department of Budget and Management, Telecommunications Division.
• The Telecommunications department will certify in writing to the Department of Budget and Management, Telecommunications Division that requests for cell phones and services are in compliance with these policies.
Employee Responsibility Concerning Cellular Telephones:
• Employees have an obligation to use university cell phones in a responsible, informed and safe manner; conform to network etiquette, customs and courtesies; and observe all applicable laws or regulations.
• Employees using university cell phones are responsible for securing them. Losses shall be reported immediately to the Telecommunications department.
• Employees may be held liable for lost, stolen or damaged university cell phone equipment.
• An employee is responsible for payments to the university for costs incurred on university cell phones as a result of personal calls, regardless if they only use the specific plan's packaged minutes. Payments should be made at least quarterly to the employee's department.
• Employees should avoid calls such as person-to-person, credit card calls, directory assistance (411) or any other calls requiring the services of an operator, while using a university cell phone.
Department Responsibility Concerning Cellular Telephones:
• Each department 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. Changes to the inventory log must be submitted to the Telecommunications department by the 25th of each month.
• Department heads are responsible for reviewing charges to their budgets to ensure proper use of cell phones and to ensure corrective action is taken regarding inappropriate use of university cell phones.
• Departments will maintain cell phone bills for a period of three years.
• Each department is required to collect any reimbursement for personal calls made by each employee. Reimbursements shall be forwarded to the Bursar's office for deposit at least quarterly.
• Departments are encouraged to review periodically their employees' cell plans with the Telecommunications department to assess whether it is the most cost-effective plan available.
• The Telecommunications department shall be notified immediately by a department to terminate unneeded cellular service.
University Responsibility Concerning Cellular Telephones:
• The university's Office of Internal Audit will conduct random reviews of usage and charges to verify that cell phone policies and procedures are followed.
• The Telecommunications department will review plans periodically to determine if employees are using the most cost-effective plan.
• The Telecommunications department will maintain a university-wide inventory of cell phones and accessories in conjunction with the Department of Budget and Management.
2) Related Information:
• Using a cell phone while operating a university vehicle is prohibited.
• Because of costs, the university discourages use of cell phones when desktop phones can be used.
• Employees should exercise discretion as to who has access to a university cell phone number to keep incoming calls and associated costs at a minimum.
• Cell phone transmissions are not secure and employees should use discretion in relaying confidential information using cell phones.
• Employees should use extra caution while driving any vehicle and using a cell phone. The use of a headset or hands-free speakerphone is recommended while using a cell phone and driving. If this is not possible, employees are encouraged to move their vehicle from the traveled portion of the roadway when using the cell phone, whenever practicable.
• When using a cell phone while driving, use common sense and these tips:
• Get to know your phone and its features such as dial and redial.
• When available, use a hands-free device.
• Position your phone within easy reach.
• Let the person you are speaking with know you are driving; if necessary, suspend the call in heavy traffic or hazardous conditions.
• Do not take notes or look up information while driving.
• Dial sensibly and assess the traffic; if possible, place calls when you are not moving or before pulling into traffic.
• Use your wireless phone to help others in emergencies. Dial 911 or other local emergency numbers in the case of fire, traffic accident or medical emergencies. Such calls are free.
• Employees assigned university cell phones are responsible for compliance with this policy.
