Ordering Telephone Equipment

Ordering Mobile Phones

With effect from 16 October 2017 there is a new Policy for the acquisition and use of mobiles phones.

In order to ensure that the University gets value for money whilst providing staff with suitable equipment, the policy sets out some key changes to how we procure and manage mobile devices for staff.  Alongside the policy there is a new process for requesting mobile phones which will ensure proper approval is sought before the order is placed, and secure delivery of the handset to the user.  The University will only fund corporate contracts entered into with the approved service provider/s. All mobile phones must be ordered through the Directorate of Academic Support (DAS) following the guidelines.  Key points are summarised below.

 Acquisition of mobile phones:

  •  Requests for mobile devices are to be made using the online Mobile Phone Order Form. (Please note, this form is currently under construction. The link will be available here once it becomes live.)
  •  3 standard devices will be available to staff:

          -   Galaxy S7 SM-G930F smartphone 
          -   iPhone 6s smartphone
          -   Alcatel-Lucent Pixi 4

  • The monthly rental cost for each connection is £10.25+ vat per month, which includes unlimited calls and text messages, and 1GB of data which can be used in the UK and EU. 
  • Data usage will be capped at 1GB per user per month, and £50 spend.
  • The University mobile contract with EE is in place until January 2020. If you wish to cancel your contract before this date you may be liable to pay the connection charges until the end of this term. 

 Asset management and responsibility:

  • The Directorate of Academic Support will manage stock of hardware and, where possible, re-assign existing devices to new users.
  •  Replacement of lost, stolen or damaged phones will be co-ordinated via DAS.
  •  It will be the responsibility of departments to keep track of devices once they have been received. DAS must be kept informed of all changes. 
  •  It is the responsibility of hardware approvers, budget holders, finance administrators and the user to ensure the guidelines are adhered to.

 

 Mobile Choices

 available phones Oct  2017

 

 

 

 

 

 

 

 

 

 

 

 

    *For the time being, all request for new phones will include the full bundle, as described above. In the future you will be able to place orders for accessories separately.

 

Policy

The Policy for the aquisition and use of mobile phones is outlined below. You can download the full document here.

1. Contents

1.      Table of contents

2.      Introduction

3.      Purpose of the guidelines

4.      Acquisition and use of University supplied mobile phones

4.1        Limitations and conditions of use

4.2        Usage

4.3        Scope and Eligibility

4.4        Service providers

4.5        Responsibility and ownership

4.6        Use abroad (roaming)

4.7        Early termination of mobile phone (contracts)

4.8        Replacement of Lost, Stolen or Damaged Mobile Phones

4.9        Cessation of use

5.      Abuse of the mobile phone scheme

5.1        Use of personal mobiles telephones

5.2        Problems, faults and dispute resolution

5.3        Disposal, legacy, leavers and termination

5.4        Where can you get help?

6.      Health and safety

6.1        Using mobile phones in a controlled or hazardous area

6.2        Using mobile phones whilst driving

7.      Endnote

8.      Terms and Conditions for Issue of Mobile Phones

 

2. Introduction

The University recognises that to ensure the most effective running of services, communications and business activities it is necessary for certain staff to have access to mobile phones. These guidelines and related procedures should be applied consistently to ensure the correct use of University funds in relation to procurement, maintenance and payment for these facilities.

These guidelines are intended both to control current and future use, reduce the substantial cost to the University, and to indicate ways in which mobile technology could assist in more flexible working in the future.

3. Purpose of the guidelines

To ensure that all contracts agreed for the provision of any mobile phone and tariff or any other provision, in respect of mobile communication on behalf of the University are entered into with the service provider(s) that have been selected by the University as detailed in these guidelines.

To ensure that the purchase and use of all mobile phones for undertaking business on behalf of University is correctly assessed, authorised and monitored. To ensure that all tariffs and mobile phones, as well as any associated licence arrangements, are contracted for in accordance with the University’s procurement regulations.

To establish the expectations and responsibilities placed on all University mobile phone users with authority for the acquisition and/or use of phones, tariffs or licences.

 

4. Acquisition and use of University supplied mobile phones

4.1               Limitations and conditions of use

All mobile phones are purchased by the University for business use and are provided to staff on a loan basis at the University’s discretion.

All users must adopt practices of fair and reasonable use.  Calls should be limited to that for effective business use and kept as brief as possible. The user should take all reasonable and practical precautions to keep the phone safe from damage, loss or theft. The user must not use the phone for commercial purposes unrelated to the University or for personal gain. Use of premium services or chargeable downloads such as third party software, ring tone services, TV or film downloads, competitions or adult chat lines for personal use are strictly forbidden. As with any University equipment misuse of the mobile phone is a disciplinary offence.

4.2               Usage

All University equipment is issued for business use with only incidental private usage permitted. An employee may be subject to a “Benefit in Kind” tax charge unless it can be demonstrated that the piece of equipment is provided to an employee solely for business use and that any private use is not significant. Over usage of personal calls could also result in there being tax liabilities on the University if it has not reported this benefit. For this reason, it is important that the business need for the equipment is established. An employee can only be issued with one mobile phone at any time.

In the case of mobile phones, incidental private use will be interpreted as having a cost of calls or data in any month. Where an employee believes this might be the case they should request a copy of the bill from their finance administrator and then they should refund the total cost of the personal use. All mobile bills will be monitored and reported on monthly. Copies of the appropriate bills will be supplied to department and faculty management on a monthly basis, where it is deemed excessive personal or business use of the phone has been made during the month, it will be the responsibility of the manager to ensure the phones are not being abused and that any recompense for personal use is made to University.  Personal use will be subject to an ongoing audit. 

4.3               Scope and Eligibility

The need for a University member of staff to have a mobile phone must be justified according to the role and responsibilities of that member of staff.

All requests for mobile phones and all other mobile phones must be made to the Directorate of Academic Support (DAS)

Mobile phones will only be issued to staff that have the approval of their Head of Department. An employee is eligible to have a mobile phone if it is necessary to their position or one of the following:

  • Staff engaged in business during unsocial hours i.e. before 7.00 am and after 7.30 pm and where there are lone working/H & S considerations.
  • Staff who regularly work off campus or at remote sites/locations.
  • Staff who are ‘on call’ to provide attendance at the University at short notice.
  • Staff who are required to work outside of a teaching/office/workshop environment as part of their duties and responsibility and have only intermittent access to landlines.
  • Staff for whom there are personal safety concerns while travelling on University business, e.g. working in isolated or high crime areas.
  • Staff where there is a need to contact the individual after normal business hours on a regular basis or defined emergency.
  • Staff where there is a clear and proportionate benefit to the University.
  • Staff who have received funding for a mobile phone as part of a research grant not funded by or through the University, are not required to meet any further criteria. Please note, in these circumstance, funding must be available for the lifetime of the contract, currently 36 months, this should be taken into consideration when submitting grant requests.

 

When a mobile phone has been authorised to be assigned to a member of staff, the following conditions will also apply:

  • The mobile phone should, when required, maximise the functionality offered by the University’s e-Communications infrastructure, email, calendar, and other apps facilities as they become available e.g. remote tracking and resetting (data wipe).
  • All mobile phones provided by the University, respective tariffs and licences remain the property of University at all times.
  • The mobile phone must be returned to DAS by the Faculty or Professional Service when a member of staff leaves the University or there is a change in the job role which does not require the use of a mobile phone or if the phone is replaced.
  • The assigned user will be responsible for the security of the phone, SIM card and any accessories.  The phone must not be passed to another member of staff for use without prior consultation with the Head of Department and DAS. (Except in an emergency.)
  • The mobile telephone tariff consists of a 1 GB data usage restriction, there is a cap in place on all phones to ensure that this limit is not exceeded.
  • Only use data capable phones in accordance with the IT Acceptable Use Policy.
  • The above criteria also applies to SIMs provided for use in personally owned phones

Asset register will be kept by DAS

4.4               Service providers

The University will only fund corporate contracts entered into with the approved Service Provider, EE, under the relevant tendered framework agreement.  All mobile phones and associated contracts must be purchased through DAS.

Purchase of any phone outside these arrangements will be considered as a personal purchase and will remain the sole liability of the purchaser. No reimbursements whatsoever will be made in relation to the purchase, maintenance or billing against such a phone.

4.5               Responsibility and ownership

It is the responsibility of hardware approvers, budget holders, finance administrators and the user to ensure the guidelines are adhered to.

DAS will issue mobile phones to members of staff in the most cost effective and efficient manner. This will include utilising existing mobile phones and contracts where appropriate.

  • A standard catalogue of mobile phones for procurement will be published on the IT Services web pages consisting of 3 phones. ( 1 x IOS, 1 x Android, 1 x basic phone) These phones have been selected based on the cost, availability and functionality covering the term of the mobile contract.
  • The mobile phone will be logged and registered against the member of staff.
  • The mobile phone will remain the property of the University.
  • Under no circumstances will the ownership of the mobile phone be transferred to a member of staff.
  • The member of staff is expected to use the phone in a responsible manner. Any associated costs due to the loss or damage to the mobile phone will be passed to the Head of Department. However, in exceptional circumstances claims for reimbursement can be made to the University Insurance office for their consideration.
  • The University will also provide the employee a suitable protective case for the mobile phone procured, in order to protect and prolong the life of the phone. These cases will be provided by DAS along with the mobile phone.
  • The University reserves the right to erase all data from the mobile phone without notice should a perceived data security incident require such action. This action may be initiated through Remote Wipe.

4.6               Use abroad (roaming)

International roaming is turned off for all University phones, to turn roaming on contact DAS. Before using the mobile phone outside of the UK the user must contact DAS to arrange for the most suitable tariff for voice and data.

Failure to arrange for a use abroad tariff will result in a significant cost which will be charged to respective user accounts. Please note travel tariffs are per trip and need to be requested for each trip abroad. DAS require a minimum of five working days’ notice to arrange an appropriate tariff.

4.7               Early termination of mobile phone (contracts)

Should the termination of a contract be necessary or required prior to the original contract term agreed, there exists an obligation to pay for the contract until this term expires.  In these instances the contract will have to be bought out for the residue of the contract, by the sponsoring department. Currently contracts are fixed at 36 months. Such cases should be referred to DAS, who will seek to reutilise the mobile number and phone.  No contracts should be terminated early to avoid early payment of the contract term.

4.8             Replacement of Lost, Stolen or Damaged Mobile Phones

Lost phone, contact the IT Support helpdesk to block both the number and the phone.  It is the responsibility of the user to contact the IT Support helpdesk immediately in order that the phone can be blocked.

                                             IT Support Helpdesk – Tel:  01902 32 2000

                                    Email:  itsupport@wlv.ac.uk

Stolen phones should be immediately reported to police and obtain a crime reference number, contact the EE Customer Services on the number below to block both the number and the phone. EE Customer services will ask when the mobile phone was last used.  It is the responsibility of the user to contact EE Customer Services immediately upon discovery that the phone has been stolen.
                                             EE Business Customer Services – Tel: 0800 079 0158

Replacement mobile phones resulting from damage will be charged at full cost to the associated department or faculty. Claims for reimbursement can be made to the University Insurance office for their consideration.

The replacement of a lost/stolen/damaged mobile phones must be co-ordinated through DAS, to ensure that correct account details are maintained and any necessary security measures are taken to block access if applicable.

4.9             Cessation of use

Where is it is clear from usage that the original justification for the phone is no longer valid, the phone must be returned to DAS and residue of contract paid off.

5. Abuse of the mobile phone scheme

 Any member of staff found to be not taking proper care or misusing a mobile phone may have the phone removed for a defined or indefinite period.  Any fines incurred, for example fines by train operating companies for the use of mobile phones in certain restricted areas, will be recharged to the users. Such fines cannot be paid from University funds or reimbursed through an expenses claim.

Each phone will have a £50 per month ceiling cap in place to ensure that the University doesn’t incur excessive charges from an individual.  Reporting will be in place to monitor individuals recurring monthly expenditure.

5.1               Use of personal mobiles telephones

Where a member of staff does not have an issued University phone or when such an issued phone is not operational, the costs of University business calls can be reclaimed from the University. The cost of calls should be supported by an appropriate itemised bill from the phone company using the standard University expenses procedure.

If significant usage is recorded the Head of Department should consider a business case for the issue of University approved phone. Only cost of calls can be claimed, phone rental is not a claimable cost.

5.2               Problems, faults and dispute resolution

Members of staff that have a problem with their mobile phone or the service can contact EE Customer Services for help and advice. See 7.

Due to contract conditions you may be asked by the phone company to contact DAS to facilitate problem resolution.

5.3               Disposal, legacy, leavers and termination

It is the responsibility of the Head of Department to ensure that any phone and SIM are returned to DAS when an employee leaves. It should be noted that user contracts are transferable. Transferability provides for the opportunity to re-register the existing mobile phone and contract to a new user who need not be in the same Faculty or Professional Service unit. DAS will arrange the transfer with the service provider.

It is the responsibility of the Head of Department to ensure that all personal or confidential data is removed from the phone prior to reallocation of the phone. The IT Service Desk must be contacted to arrange phone wiping and data securing.

Phones that have reached the end of their working life must be disposed of legally as they fall under the WEEE regulations and can be considered commercial waste. All broken phones must be returned to DAS for disposal.

5.4               Where can you get help?

For information on tariffs, plans, lost/stolen phones and phone problems:

  • IT Service Desk Tel: 01902 32 2000  (Ext 2000) or itsupport@wlv.ac.uk
  • IT Service web pages from the main University website.

6. Health and safety

6.1               Using mobile phones in a controlled or hazardous area

If considering the use of any mobile phone (University or personal) in a controlled environment or area where hazardous products or procedures are used, the activity must be carefully risk assessed and, if necessary, advice sought from the University’s Health, Safety and Environment Service (UHSE).

In some hazardous or controlled areas, intrinsically safe mobile phones may be appropriate, but it may be necessary to ban the use of any mobile phone. Strict adherence to local rules and any established Safe Systems of Work must be observed at all hazardous locations or sites. This is particularly relevant, but not limited, to proximity to strong magnetic fields, e.g. Mass Spectrometry or Nuclear Magnetic Resonance facilities.

6.2               Using mobile phones whilst driving

Do not use a mobile phone or other phone held in the hand (for example iPads and Tablets) while driving, or while stopped with the engine switched on – it is illegal. Only two-way radios are exempt from this requirement.

While it is an offence simply to use a hand held phone whilst driving, this is not the case for hands-free phones. However, you can still be prosecuted if you are seen not to be in control of a vehicle while using a hands-free phone.

There is plenty of evidence that using any sort of phone has a considerable effect on accident risk, so simply complying with the law does not make you a safe driver. Using even a hands free phone can have a significant bearing on whether or not you could be found guilty of careless or dangerous driving.

Any fines incurred for using a mobile phone whilst driving shall be totally borne by the employee.

Stop in a safe and legal place to make or take a call, or leave it to go to voicemail – even if you have a hands-free phone.

If you must talk on your hands-free phone, keep conversations short and simple or say that you will find somewhere to stop and phone back.

 

7. Endnote

For phones/SIMs provided under University EE contract
If you are encountering problems with your mobile phone or it is faulty then please call the IT Service Desk on Ext. 2000.

You will be able to get advice regarding:

  • Lost or damaged phones
  • Help and advice on the EE network.
  • Setup of International Coverage.

Lost phones need to be reported to the relevant Police Station where a crime reference number will be issued. In addition you must also report to DAS and security with crime reference number and details of how/when it was stolen or lost.

ITSupport@wlv.ac.uk

You will need to contact IT Service Desk for any replacement devices or restoring service.

8. Terms and Conditions for Issue of Mobile Phones

When placing a request for a mobile phone, the user and business approver will be asked to review to policy and confirm that they accept the Terms and Conditions of the Guidelines for the Acquisition and Use of Mobile Phones and other Mobile Phones Sections 1 to 3.

Placing an Order using the Mobile Phone Ordering Portal

Unlike other IT requests, which go direct to the IT Service Desk, you’ll need to place your request for a mobile phone via the online Mobile Phone Order Form (currently under construction.)

 Please note, for the time being you can only place one order at a time.

 To make a request you will need to provide:

  • Details of the user of the phone.
  • Your delivery address. This can be your office, or home address.  Your phone can be securely delivered to this address if you don't want to collect it from DAS. Please note, your Phone and SIM will be dispatched separately.
  • The name and emails address of your business approver (e.g. your line manager of budget holder for your Faculty/Department).

 

Process guide

The following guide provides a basic overview of the end to end process.  At every stage along the process the employee who placed the request will receive an email notification, alerting them to the progression of the order.

 Ordering a mobile phone process guide v2

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please be aware the process including the Mobile Phone Order Form portal is in a beta version, and will be subject to updates in due course.

 

 

 

Ordering IP Phones

The University uses a Cisco IP telephone system, and Cisco IP Telephones need to be purchased to work on this system. IT Services usually have these phones available.

If you are moving office and already have an IP phone you should ensure you take your IP telephone handset with you to your new office. Your phone number will then move with you.

If you do not yet have IP phones, your project budget for the move will need to include about £155 for each phone required in your new location. This charge is to cover the cost of telephone handset, software licence and voicemail licence.

  • The standard University IP telephone is the CISCO IP 7841 handset, which costs £155 (incl. VAT).
  • The more advanced CISCO IP 7960 handset is aimed primarily at those staff working in a PA role. This costs £200 (incl. VAT).
  • A cordless headset can be used with either of the above to give you freedom of movement within an office, which cost about £200 (incl. VAT).


For advice on purchase and installation, please contact the IT Service Desk on (01902) 322000 (ext. 2000 from internal phones).

Similarly, if you need voicemail facilities, please ring the IT Service Desk for further advice.

There are instructions for using an IP phone and associated services in the Self Help section of the website.

 

 

 

 Last updated: 31.08.17