ROWAN UNIVERSITY POLICY

Title: Cellular Device Policy
Subject:  Information Resources and Technology
Policy No: IRT:2018:06
Applies: University University-Wide
Issuing Authority:  Senior Vice President for Information Resources and Technology and Chief Information Officer
Responsible Officer: Senior Vice President and Chief Information Officer
Adopted:   06 06/18/18
Last Revision: 0811/2105/182018
Last Reviewed: 0811/0805/182018

I.

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   PURPOSE

The purpose of this policy is

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intended to set guidelines for:

1. Authorizing the purchase of cellular devices for Rowan University employees
2. Authorizing reimbursement for personal cellular device usage by Rowan University employees  

II. ACCOUNTABILITY

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 Under the direction of the President

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, the Chief Information Officer and the Director of Information Security shall implement and ensure compliance with this policy.

III. APPLICABILITYThis

 This policy applies to all Rowan University employees

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.

IV. DEFINITIONS

1. Refer to Rowan University IRT Terms and Definitions for terms and definitions that are used in this policy.
2. Cellular Device: Any device that utilizes cellular voice and data services. Phone User: The person to whom the phone is assigned or who qualifies for a reimbursementThis includes, but is not limited to, Apple smartphones and tablets and Android smartphones and tablets.
3. Employee: Any individual under the employment of Rowan University including but not limited to faculty and staff, etc.
4. Exempt Cellular Devices: A Rowan University owned shared cellular device that does not leave the campus and is turned in by each employee at the end of their shift.
5. University Fund: All University funding sources, including, but not limited to, operational budgets, capital budget, and grants. These funding sources do not include the use of the Student Technology Fee.

V. POLICY

  V. POLICY

VII. NON-COMPLIANCE AND SANCTIONS

1. Rowan University Provided Cellular Devices
   ROWAN UNIVERSITY PROVIDED CELLULAR DEVICES
   1. Authorization
   1. The appropriate area Vice President may authorize a cellular device for employees who carry a cellular device for Rowan University business.
   2. User is eligible for replacement of cellular device every two years.
   1. Simple convenience is not a criterion for a cellular device. A request may be authorized if at least one of the following two criteria is met:
   1. The job function of the employee requires considerable time outside of their assigned office or work area, and it is important to the University that they are accessible during those times.
   2. The job function of the employee requires them to be accessible outside of scheduled or normal working hours.
   2. A request for a University-owned device may be initiated by the Dean or Departmental Manager. The area Vice President will then review and approve the request. The business case provided to the Vice President must be justifiable and necessary to Rowan University’s operations. Those business cases include:
   1. Information Technology: Employees who are required for 24/7 on-call responsibilities, after-hours support, or additional communication needs regarding emergency technical services and support.
   2. Plant/Facilities: Employees who are required for 24/7 on-call responsibilities, are always in the field, or do not have access to a desktop phone.
   3. Marketing: Employees who must be available 24/7 for media and community relations, crisis management, or additional communication needs regarding the University’s public image.
   4. Clinical: Employees who must be available 24/7 for on-call responsibilities, patient care needs, or additional communication needs regarding emergency medical care.
   5. Emergency Management and Public Safety: Employees who must be available 24/7 for on-call responsibilities, emergencies regarding the safety of the University community, or additional communication needs regarding emergency services.
   6. Advancement:  Employees who are required to remain in constant contact with both the office and donors. These employees are responsible for obtaining donations from corporations and other entities.
   7. Executive Management: Senior level or executive management that directly support presidential initiatives and operations.
   3. Requesting a University-Provided Cellular Device
   1. See “Employee Cellphones: New Phone Process & Billing” for information about requesting a University-provided cellular device.
   4. Multiple Devices
      1. Only in the event that a true business case is made to the approving authority will multiple cellular devices be allowed by employees. These business cases occur rarely and will only be approved where multiple devices are necessary for employees to pursue the effective performance of their jobs.
   5. Cellular Device Peripherals
      1. Rowan University will only cover the cost of a protective case for the cellular device. University funds may not be used to pay for other peripherals such as screen protectors or other items.
   6. Phone Storage
      1. Rowan University only allows for the purchase of cellular devices with 64GB of storage. Larger storage size is not permitted. Users should utilize University-supported cloud storage for additional storage space, in accordance with policies governing the storage of sensitive data.
      2. Storage requirements will be reviewed annually by IRT to address current computing requirements or compliance.
   7. Personal Use of University-Provided Cellular Device
      
      1. Although the occasional use of a Rowan University cellular device for personal calls may be necessary, incoming and outgoing personal calls are discouraged.
      2. At the discretion of Rowan University, employees may be required to reimburse Rowan University for personal phone calls made from an institutional cellular device. Reimbursements should be processed through your supervisor.
      3. Rowan University will audit for international usage of cellular devices. Employees may have to reimburse the University for International Usage.
      4. Note that misuse of the phone — using it in ways inconsistent with Rowan University policy or with local, state, or federal laws — will result in immediate cancellation of the cell phone privilege.
   8. Replacement & Damaged Phones
      1. User is eligible for replacement of cellular device once every two yearsThis policy is applicable to all Rowan University employees as referenced in the specific procedures and guidelines.
      2. Employees with damaged phones will only be allowed one replacement during a two-year period. All approved replacements will follow the regular replacement cycle and they will be observed by the carrier. 
         1. It is the responsibility of the employee to replace accidentally damaged phones, unless
         said
         1. the damage occurs during a work activity.
         2. The
         use of cellular telephones is not a work requirement for most employees.
      3. Employees whose duties and responsibilities require them to carry a cellular device are eligible for a cellular device.
      4. A cellular device must be requested with appropriate permissions from division or department head.
      5. 1. replacement for a damaged phone can only be of the same make and model that the employee is currently using.  A damaged phone cannot be replaced with an upgraded model.
         2. It is the responsibility to immediately report lost devices so that the service can be disabled as soon as possible.
   9. Deprovisioning University-Owned Cellular DevicesCriteria for Receiving and Returning a University Provided Cellular Device
      1. Approval of Request
         1. A request must be submitted to support@rowan.edu and the appropriate form will be sent to the requestor.
         2. Any request for a cellular device must be approved by the area Vice President and submitted to IRT for approval.
      Deprovisioning of Rowan University Owned Cellular Device
      2. If an employee has a phone account previously provided through Rowan as authorized by their area Vice President because of the employee’s job function, the University will discontinue providing that account when the employee separates from the University.
      3. Human Resources must notify IRT of an employee’s last day once it has been determined.
      4. The phone user must turn in the phone to their local IRT Technology Services Group. The return of the device to IRT must take place prior to the close of business on their last day of employment. Failure to do so may result in legal action.
      5. Human Resources will be notified if issued equipment is not collected by IRT by close of business on the person’s last day of employment.
      6. If an employee wishes to retain their phone or their phone number, they may do so under the following guidelines:
      7. Phone will be wiped of all data prior to new setup/transfer. The original owner is responsible for preserving a copy of their own personal data.
      8. Phones may be purchased from the University at their market value. IRT will provide the cost, and if the person wishes to retain the phone, he or she will issue a personal check to Rowan University in the amount of the phone market value and administrative related fees. The user is responsible for contacting IRT at least five business days prior to their last day of employment.
      9. Phone numbers and phone accounts may be transferred to the ownership of the employee who is separating from the University for a $100 administrative chargeAdministrative Fee. The administrative fee of $100 will be paid regardless of whether or not the user owned the number at the beginning of this process. The phone user can arrange this by contacting IRT as described above at least five business days prior to the last day of their employment. At this time, the employee will arrange to pay the administrative charge fees incurred.
      10. In situations where a university an employee changes positions within the universityUniversity, it is the responsibility of the department head of the vacated position to collect the cellular device.
      11. Payment is the responsibility of the employee and cannot be made with University funds.
   REIMBURSEMENT FOR CELLULAR DEVICES
   1. Reimbursement for Use of Personal Cellular Devices
   2. Full
   3. Authorization
      1. The appropriate area Vice President may authorize a cellular device reimbursement for an employee who carries a personal cellular device for Rowan University business.
      2. If authorized, employees required to carry a personal cellular device for Rowan University business will receive compensation for cellular usage in the form of a cellular device reimbursement. Reimbursement will not be paid on for the cost of cellular device itself (i.e Smart Phone).
      3. Simple convenience is not a criterion for a cellular device reimbursement. A reimbursement may be authorized if at least one of the following two criteria is met:
         1. The job function of the employee requires considerable time outside of their assigned office or work area, and it is important to the University that they are accessible during those times.
         2. The job function of the employee requires them to be accessible outside of scheduled or normal working hours.
      4. The use of a cellular telephones device is not a work requirement for most employees.
      5. Employees who are not issued a Rowan University cellular device, and/or are not receiving cellular device reimbursement per this policy, will not be reimbursed for the use of their personal cellular device unless otherwise agreed upon and are expected to make business calls from outside the office.Employees whose duties and responsibilities require them to carry a cellular device are eligible for a cellular device reimbursement
   4. Limited Authorization
      1. In certain circumstances, the appropriate area Vice President may authorize a cellular device reimbursement for an employee for a limited period of time.\
      2. These authorizations will be considered on a case-by-case basis.
   5. Requesting a Personal Cellular Device Reimbursement
      1. A cellular device reimbursement may be requested using theCellular Device Reimbursement Request Form, following the Mobile Device Reimbursement Procedure.
      2. The form must be approved by the Vice President for the area in which they work and forwarded to Administrative Services of the Office of Finance to begin the reimbursement. This must be repeated at the beginning of every fiscal year, with the exception of limited authorizations.
   6. Reimbursement Payments         
      1. Reimbursements are paid on the portion of the cellular bill attributable directly to the employee only. For those with a family type plan, the portion of the plan eligible for reimbursement will be calculated on the total cost of the plan divided by the number lines on the planemployee’s cellular device only.  Appropriate area Vice President is responsible for regularly monitoring approved use of the cellular devices.  All appropriate documentation must be included with the Cellular Phone reimbursement request form Device Reimbursement Request Form to initiate the reimbursement.
      2. Reimbursements will begin on the first day of the month following the employee start date.
      3. To determine the dollar amount of the cellular device reimbursement for qualified employees the supervisors should use the following device reimbursement price tiers:
         1. Tier 1 - $24/month or 30% of cell phone bill attributable to the employee: This reimbursement is for an employee who has light usage of the cellular device for business purposes (less than 450 minutes).
         2. Tier 2 - $44/month or 55% of 55% of cell phone bill attributable to the employee:   This reimbursement is for an employee who has heavy cellular device usage (450 minutes or more) plus extra phone services such as email and calendar integration for their job.
         3. Tier 3 - $64/month or 80% of cell phone bill attributable to the employee: This reimbursement is for an employee who is out in the field a significant amount of the time (50% plus). This reimbursement is specifically for cellular device usage and mobile broadband for wireless card/laptops (not internet usage for their phone). Hardware and any additional costs are not the responsibility of Rowan University.
         4. Tier 4 - 100% of cell phone bill attributable to the employee: This reimbursement is only for executive management only who are required to be available 100% of the time. This reimbursement is specifically for cellular device usage and mobile broadband for wireless card/laptops and internet usage for their phone. Hardware and any additional costs are not the responsibility of Rowan University.
      4. Under no circumstances should the approved monthly reimbursement amount exceed the actual monthly cell charges incurred by an employee.
      Payment of Reimbursement
      1. Reimbursements will begin on the first day of the month after the reimbursement is authorized.
      2. The cellular device reimbursement is paid quarterly through accounts payable and is non-taxable.
      3. This reimbursement does not increase the employee’s base salary and will not be included in the calculation of any Rowan University benefits. This reimbursement is subject to all applicable non-taxable items.
      4. The reimbursement is not an entitlement. The amount can be changed or withdrawn without notice at any time.
      Cellular Devices Service and Use
      1. The cellular device service is personally owned by the employee. An employee receiving a cellular device reimbursement must maintain an active cellular device contract with their carrier for the life of the reimbursement.
   7. Discontinuance of Reimbursement
      1. If an employee is terminated, resigns, transfers, or is no longer eligible for a cellular device reimbursement, the employee’s supervisor should submit a revisedCellular Device Reimbursement Request Form noting “Discontinue reimbursement as of date of separation” in the business justification section.
      2. Rowan University data will be wiped once the employee is no longer eligible for the cellular device reimbursement.
   8. Cellular Device Use
      1. Employees are encouraged to take appropriate safety precautions when using their cellular telephone. If your job requires that you keep your cellular device turned on while driving, you must use a hands-free device.
      2. Under no circumstances should employees place calls while operating a motor vehicle while driving on University business and/or during University time.
      3. In addition, writing, sending, or reading text-based communication —including text messaging, instant messaging, or email — on wireless or cellular devices while driving is a violation of this policy.
      4. If you must conduct Rowan University business while in your vehicle, then safely pull off the road or do so while parked. Employees are expected to comply with applicable state laws regarding the use of cellular telephones.
      Discontinuance of Reimbursement
      1. If an employee is terminated, resigns, transfers, or is no longer eligible for a cellular device reimbursement, the employee’s supervisor should submit a revised Cellular Device Reimbursement Request Form noting “Discontinue reimbursement as of date of separation” in the business justification section.Rowan University data will be wiped once the employee is no longer eligible for the cellular device reimbursement.
      Exceptions to cellular device reimbursement
      1. Institutional cellular devices for business purposes. 
      2. A Rowan University-owned shared cellular device that does not leave the campus and is turned in by each employee at the end of their shift or is assigned to an employee for on-call purposes and used for business purposes.
   1. ROWAN UNIVERSITY EXEMPT CELLULAR DEVICES
      1. Phone bills for exempt cellular devices must be reviewed monthly by department heads to verify business use.
      2. Although the occasional use of a Rowan University cellular device for personal calls may be necessary, incoming and outgoing personal calls are discouraged.
      3. At the discretion of Rowan University, employees may be required to reimburse Rowan University for personal phone calls made from an institutional cellular device. Reimbursements should be processed through your supervisor.
      4. Note that misuse of the phone—using it in ways inconsistent with Rowan University policy or with local, state, or federal laws—will result in immediate cancellation of the cell phone privilege.

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   1. 1. Non-Compliance and Sanctions
      1. 1. 1. Violations of this policy may subject the violator to disciplinary actions, up to or including termination of employment or dismissal from

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      1. 1. 1. school, and may subject the violator to penalties stipulated in applicable state and federal statutes.

      By Direction of the CIO:

      Image Removed

      __________________________________

      Mira Lalovic-Hand
      SVP and Chief Information Officer                        

      Rowan University Policy
      Addendum

      Title: Addendum to Rowan University Cellular Device Policy, Cellular Device Reimbursement Schedule
      Subject: Information Technology 
      Policy No:
      Applies: All Rowan University Campuses
      Issuing Authority:
      Responsible Office: Vice President and Chief Information Officer, Provost
      Adopted:
      Last Revision: 10/6/2017
      Last Reviewed: 06/18/18

       

      I.     PURPOSE

      The purpose of this addendum is to define the reimbursement schedule for University Employees who qualify for a cellular device reimbursement.

      II.    PROCESS

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      1. How to request a new cellular device
         1. All new lines and phone requests require department head/dean level approval prior to ordering. The department head is required to send an email to support@rowan.edu with the following information:
            1. Name of the person receiving the phone
            2. Make and model number of phone requested
            3. FOAPAL to be charged for the new line
         2. The order will be placed and the charge will appear on departmental phone bill.
      2. How to request a replacement or upgraded device
         1. All replacement or upgraded phones also need department head/dean level approval before being ordered. The department head is required to send an email to support@rowan.edu with the following information: 
            1. name and phone number of the person receiving the phone
            2. Make and model number of phone requested
         2. All cell phones will be delivered to IRT in Memorial Hall. IRT will notify you when the phone arrives so we can assist you with its activation.
         3. In order to receive your new phone your old device must be returned to IRT.
      3. How to discontinue and return a cellular device
         1. All devices that are no longer needed must be returned to their local IRT Technology Services group.
      4. How to transfer ownership of a cellular device
         1. Please contact IRT support

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      1. How to request reimbursement
         
         1. Complete the Personal Cell Phone and Mobile Device Usage Reimbursement Request Form and obtain proper approvals and signatures.
         2. Enter a requisition in to Banner.
            
            1. Vendor is the employee requesting reimbursement
            2. Description should indicate that this is for a cell phone or mobile device usage reimbursement
            3. PO amount is the monthly reimbursement cost multiplied by 12 months
         3. Once the requisition is entered, send the completed form to requisitions@rowan.edu for purchase order conversion.
         4. Once a purchase order has been generated, the employee can send a copy of the most recent bill with the PO number noted and a copy of the completed Personal Cell Phone and Mobile Device Usage 
            Reimbursement Request Form to Accounts Payable for processing.
         5. Once Accounts Payable processes the cell phone/mobile device bill, the employee will receive monthly reimbursements.
         6. Each July, the employee must reapply for the reimbursement by completing the Personal Cell Phone and Mobile Device Usage Reimbursement Request Form and selecting “Update.” The most recent cell phone/mobile device bill must be submitted as well.
         7. To end reimbursement, complete the Personal Cell Phone and Mobile Device Usage Reimbursement Request Form and select “Terminate.” The completed form must be sent to Accounts Payable so the scheduled reimbursement payments can be terminated.
      2. Renewal of reimbursement
         1. The above reimbursement process must be completed at the beginning of each fiscal year.
      3. Termination of reimbursement
         1.  It is the responsibility of the department head to notify accounts payable of the termination of reimbursement.

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      1. 1. 1. The university reserves the right to conduct audits and other inquiries to ensure that the policy is followed or where there are concerns relating to adherence.  Findings of audits may result in appropriate disciplinary action for violations of policy, including but not limited to cancellation or change of service as well as other employment or academic action.

       

       

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