1 — DEFINITIONS
1.1 The following definitions apply to this policy:
1.1.1 “device” means a smart phone, a tablet, or a wearable device such as a smart watch that is using two-way radio-spectrum frequencies to communicate within public telecommunication systems.
1.1.2 “signing authority” means the person authorized to approve expenditures from the University source of funds that will be used to cover the cost of a device and its related service fees, and,
1.1.3 “countersigning authority” means the person who would countersign requests from the signing authority for reimbursement of expenses.
1.1.4 "data pool / pooled data limit" is the aggregrated total of data allocated for each individual device subsribed under the University's contract for cell phone services.
1.1.5 "personal use" means any use of the device that was not in support of University business.
2 — PURPOSE
2.1 The purpose of this policy is to provide guidelines on:
2.1.1 obtaining a university provided device.
2.1.2 the responsibilities of employees assigned devices.
2.1.3 the use of personally owned devices to access university systems and store university data.
2.1.4 upgrading a university provided device.
2.1.5 what happens when someone assigned a university provided device leaves the university.
3 — SCOPE
3.1 This policy applies to all University employees.
3.2 This policy applies to expenses from all sources of funds administered by the University including but not limited to departmental budgets, RTEs, PERs, departmental special funds, endowment expendable funds, and research grants.
4 — OBTAINING A UNIVERSITY PROVIDED DEVICE
4.1 The following criteria will be applied when a decision is made about whether a device is to be provided to an employee:
4.1.1 The reasons the device is required to support University activities; and
4.1.2 The capacity and appropriateness of the account under the Signing Authority’s control being used to cover the cost of the devise and its related service fees
4.1.3 The Signing Authority or, in a case where the device is to be assigned to the Signing Authority, the Countersigning Authority shall
4.1.3.1 complete a Device Approval Form (Appendix A) when a new device is assigned,
4.1.3.2 send the form to Computing Services for completion, and
4.1.3.3 confirm on an annual basis on request by the Manager Procurement Services the reasons the device is required to support University activities and the source of funds that will cover the cost.
4.3 An employee who is assigned a device shall
5. RESPONSIBILITIES OF AN EMPLOYEE ASSIGNED A DEVICE
5.1 An employee who is assigned a device shall:
5.1.1 Take reasonable steps to protect the device from damage or loss. The employee may be held responsible for repair or replacement costs if they fail to do so.
5.1.2 Minimize costs when travelling outside of Canada. The current cell phone plan is "pay-as-you-go" when travelling outside of Canada. Contact CSD to get current rates for the region you will be travelling to.
5.1.3 Reimburse the University for any charges the University incurs when the device is used for personal use.
5.1.4 Report a missing device to Computing Services, and
5.1.5 Return the device to Computing Services when their employment comes to an end or when the device is no longer required to support University activities.
5.1.6 Ensure the "Lock Code" feature is activated, and the code is changed periodically.
5.1.7 The "Erase Data" or other wipe feature is activated to allow automatic wiping of the device if it is lost, or after ten or fewer unsuccessful attempts to gain access to the device.
5.1.8 Software updates for operating systems are kept current.
5.2 The type of device assigned and its service service contract shall comply with University standards.
5.3 An employee may be assigned a device which does not comply with University standards with the approval of a Vice-President.
5.4 Only Financial Services can enter a contract in respect of a University provided device.
6 — MOBILE DATA USEAGE
6.1 Our current cell phone contract allocates 3GB per user to MtAs pooled data. If MtA incurs charges for exceeding our pooled amount those charges will be allocated proportionately to all users who exceeded their allocated 3GB of data.
7. PERSONALLY OWNED DEVICES
7.1 For personally owned devices, the following charges are eligible for reimbursement:
7.1.1 Costs specifically related to a business call.
7.1.2 Costs of travel packages purchased; other similar charges are incurred when the device is required to support university activities while the employee is traveling outside of Canada.
7.1.3 Specific and time-limited charges related to acquiring access to the internet when that is necessary to support university activities, and.
7.1.4 Other expenses pre-approved by Financial Services.
7.2 The following charges are not eligible for reimbursement:
7.2.1 The cost to purchase a device; and
7.2.2 The cost of a plan, set up fees or monthly access fees for a device.
7.3 Personally owned devices can be used to access university systems and to store university data only if the following security measures are taken:
7.3.1 The “Lock Code” feature is activated, and the code is changed periodically.
7.3.2 The “Erase Data” or other wipe feature is activated to allow automatic wiping of the device if it is lost, or after ten or fewer unsuccessful attempts to gain access to the device.
7.3.3 Software updates for operating systems are kept current.
8. PERSONAL USE OF A UNIVERSITY PROVIDED DEVICE
8.1 Use of a University provided device for personal reasons is permitted as long as that use is not contrary to any other University policies, and that use does not cause the University to incur a usage charge. If there are charges because of personal use the individual may be responsible for reimbursing the University.
9. DEVICE UPGRADES
9.1 The University typically does not upgrade devices until they are fully paid for. Once a device is fully paid for it may be upgraded using the lowest cost option available from the University’s service provider.
9.2 The employee may upgrade a device before it is paid for, or to a model of higher cost than the lowest available from the University’s service provider, if the Signing Authority agrees in advance to the extra cost, or the employee agrees in advance to pay for the extra cost from their personal funds.
10. END OF EMPLOYMENT OR DEVICE NO LONGER REQUIRED
10.1 At the end of an employee’s employment at the University, any mobile device assigned to them shall be returned to the University.
10.2 If the employee wishes to keep their device and phone number the Director of Computing Services may approve the purchase of the device and the porting of the number from the University’s account to the employee’s selected service provider. In determining a purchase price, the Director of Computing Services is to ensure that the University does not incur any additional costs as a result of the transaction.
11. POLICY REVIEW
11.1 This policy shall be reviewed and amended or confirmed at least every three years.