Cellular Voice and Data Policy

Purpose:

George Fox University wants to provide a cost effective, convenient, and consistent cellular voice/data plan for employees who need this service for business purposes. The objectives of this policy are to:
  • Provide guidelines for employees whose jobs require a cellular voice/data device.
  • Apply standards to voice/data equipment and service agreements
  • Simplify and manage the University’s relationship with cellular providers
  • Provide a system for monitoring usage patterns so that plans can be modified to better meet the needs of the user
  • Ensure that the University’s acquisition of services are cost effective

Scope:

This policy applies to all faculty and staff of the University.

Policy:

  1. Cellular Service Vendors:

    1. The University will, at its discretion, enter into contracts with cellular service providers. During the period of the contract, the University will only purchase voice/data devices and use the service provided within the terms of the contract for use by its employees. Any exception which would cause the University to pay for phones and services outside of the contracts established would need prior approval.

  2. Eligibility and Approval:

    1. Cellular phones and remote data services may be provided to employees who, by the nature of their positions, need to conduct University business via voice or email away from their office on a frequent basis.

    2. Requests for a cellular voice/data device need to first be approved by the employee’s supervisor who will determine need, and the department head for budget approval

    3. The appropriate Vice President or Provost must approve all requests.

  3. Equipment:

    1. The University will provide a basic phone for those who qualify. These will be the devices that are the current promotional devices from the vendor, which are at little or no cost to the University.

    2. The University may also issue smartphones when such a device is necessary. Apple iPhones are the only smartphones currently supported by the university unless a required use dictates otherwise.

    3. Smart watches are not currently eligible for purchase using university funds.

    4. Equipment upgrades may be made in the case of equipment failure or if the account is eligible for new equipment.

    5. Accessories purchased in conjunction with the phone are limited to cases, car chargers and hands-free equipment. This equipment will be provided by IT at the time a new or upgraded phone is purchased.

  4. Reimbursement for personal plans:

    1. The university does not reimburse for personal plans except as outlined below. University paid phone coverage will only be available through the university phone plan.

    2. In the event that is would be more expensive to bring an employee onto the university plan, employees may retain their cell phone coverage through an existing personal plan. In such cases reimbursed costs will be the lesser of $70 per month or the actual monthly charge incurred by employee. 

    3. The university will not pay for equipment purchased in conjunction with a personal cellular plan.
  5. Monitoring:

    1. Managers and supervisors are responsible for educating employees about appropriate voice/data procedures, the monitoring of their usage and approval of employees portion of the monthly bill.

  6. Program Management:

    1. The relationship with cellular providers shall be managed through financial affairs department.

    2. All purchases of cellular telephones and services will be made through IT.

    3. All appropriate approvals must be in place before IT will purchase equipment or services.

    4. If an employee leaves the University or changes positions within the University to one that does not require a cellular phone, University owned phones are to be turned into the supervisor upon leaving the position. The phone can then be reassigned.