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.
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
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.