/Institutions/Keuka-College/json/2024-2025/Information-Technology-Policies-local.json

/Institutions/Keuka-College/json/2024-2025/Information-Technology-Policies.json

Employee Mobile Device Policy

Purpose

Keuka College may provide a cell phone stipend or a College-issued mobile device to an employee who has a documented business need for a communication device and continues to meet eligibility requirements as outlined under the Eligibility Requirements section below.

In some cases, departments may be approved to have a shared device for on-call purposes. These devices should generally not be assigned to a specific individual nor taken home on a regular basis.

Eligibility Requirements and Responsibilities

Cell Phone Stipend Eligibility Criteria

The cell phone stipend is intended to reimburse the employee for the business use of the device. The stipend is not intended to fund the cost of the device nor pay for the entire monthly bill. The assumption is that most employees also use their wireless communication devices for personal use.

To qualify for the cell phone stipend, the employee must have a business need, defined and approved by the supervisor or departmental head that includes one or more of the following:

• The employee’s job requires that they work regularly in the field and need to be immediately accessible.
• The employee’s job requires that they need to be immediately accessible outside of normal business hours.
• The employee is responsible for critical infrastructure and needs to be immediately accessible at all times.
• The employee travels and needs to be accessible or have access to information technology systems while traveling.
• The employee is fully remote. 

An employee may lose their eligibility when the employee’s job duties change and the supervisor or departmental head determines that the new duties do not support a business need for a cell phone stipend. When the employee terminates employment with Keuka College, they are no longer able to submit requests for reimbursement.

Stipend amounts are approved by the Business Office. Eligibility for the stipend or the level of the stipend provided is subject to change or cancellation without notice. Employees receiving cell phone stipends will be reviewed each year by their departmental head.

Responsibility of Employees Receiving a Cell Phone Stipend

When a cell phone stipend has been approved to conduct official business, the employee must comply with the following:

• Submission of reimbursement requests each month with applicable documentation.
• The employee will provide the phone number to all necessary constituents and will be available during times specified by their supervisor.
• The employee must inform Keuka College when the eligibility criteria are no longer met or when the wireless service has been cancelled.
• The supervisor may periodically request documentation of substantial business use.
• The employee is responsible for all charges on their personal wireless plan.
• The employee is responsible for complying with international, federal, state, and municipal laws regarding the use of wireless phones and other communication devices while driving. Under no circumstances will Keuka College be liable for non-compliance.
• The employee should use discretion in relaying confidential information over wireless devices since wireless transmissions are not secure.
• The employee will be responsible for any fees associated with a change or termination of the contract caused by a personal decision by the employee, employee misconduct, involuntary termination, or misuse of the device or service.

College-Issued Cell Phone Eligibility Criteria

College-issued devices will be provided, as appropriate, for eligible employment types and departments listed below. Criteria for being issued a College-owned phone is cost-effectiveness, the need to maintain business relationships that have a significant impact to the College, and/or having responsibilities that include being available to external constituents (i.e., potential and existing students and families, outside contractors), essential duties outside of normal business hours, and/or fully remote employment.

• Admissions
• Advancement/Alumni Relations
• Conference Services
• Information Technology
• Fieldwork Coordinators
• Workforce Development

All employees requesting a college issued phone must be evaluated on a case by case basis. Employees should submit in writing how they meet either of the criteria above for review and approval by their departmental head and the Associate Vice President of Technical Solutions.

Responsibilities of Employees Receiving College-Issued Cell Phones

College-issued cell phones are to be used for business purposes only. Phone bills for departmental cell phones must be reviewed regularly by department heads, or their designee, to verify business use. The appropriate Vice President or designee is responsible for an annual review of the business need for a College-issued cell phone to determine if the need should continue.

Employees who have been issued College-owned cell phones must comply with the following:

• All employees issued devices are expected to have read, understand, and follow all College IT policies, including Acceptable Use, Email, and Network Security.
• All employees are required to comply with mandatory updates and upgrades as required by the provider and the Information Technology department.
• If a College-owned device is lost or stolen, it is the employee's responsibility to notify their department and Information Technology immediately.
• If the employee has been found at fault in losing or damaging the cell phone, their privileges may be revoked and they may be responsible for the cost of the device.
• The phone number associated with the device is shared with external constituents due to job responsibilities. The number is owned by Keuka College and will be reassigned to employees within the department.
• Periodic monitoring of usage will be conducted to reassess whether usage meets predetermined thresholds.
• Employees who leave Keuka College for any reason must turn in their College-owned cell phone to their supervisor, who will remit the phone to the Information Technology Department.

Compliance

All employees who are eligible to receive a cell phone stipend or a College-issued cell phone are required to comply with all applicable policies. Violations of these policies may lead to disciplinary action, or loss of privileges.