Download Mobile Device Policy - University of Canterbury

UCPL-4-168
UC Policy Library
Mobile Device Policy
Last Modified
Review Date
Approval Authority
Contact Person
June 2016
March 2017
Director, Learning Resources
Chief Information Officer – Information and Technology Services
(ITS)
This Policy is Currently under Review
Introduction
Please note that this policy is undergoing a substantial rewrite in order to reflect the
operational requirements of the University. Any questions about the content of this
policy and upcoming changes should be directed to the Contact Officer.
This document defines the policy and procedures relating to the allocation, procurement
and operation of University-owned mobile devices.
Definitions
Campus - includes all University property, including vehicles, field stations, Regional
Campuses and Centres and applies to all activities under the general control of the
University.
Mobile Device − Any standard device that can use services on the cellular networks such
as a cell phone, smartphone Personal Digital Assistant (PDA) or datacard. Note that this
policy also applies to the ongoing services contract that is associated with the use of a
mobile device.
User − Person issued with the mobile device.
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Policy Statement
Mobile Device Use
1. Mobile devices are issued to staff to undertake University business. The reasons for
authorising the purchase of a mobile device include:
 where the staff member needs to be contactable at all times in order to fulfil their
duties. This includes senior managers and staff responsible for managing or
maintaining a critical system or operational activity;
 for staff that have no fixed location or are expected to be away from their working
base for significant periods of time but still need to be contactable during work
hours;
 for staff who travel frequently and need to be contactable whilst travelling;
 where it makes economic sense when compared with alternatives such as fixed line
phones, IP phones or other communication methods;
 where there is a business case that can be supported by efficiency gains.
2. Approval for a staff member to be issued with a mobile device must be given by a
member of the Senior Management Team (SMT) or their delegate.
3. The relevant department/school or unit will fund all costs associated with the use of the
device including purchase, monthly plan, call, text and data costs.
4. Personal calls and texting should be kept to a minimum and, where use exceeds the
level allowed for by the Sensitive Expenditure Policy (PDF, 375KB) (Staff Only) this
must be paid for by the staff member, who must register for dual account billing in
order to automate payment [see Guideline 8].
5. All mobile device purchases and voice/data contracts must be made through the
University’s purchasing site using the University’s preferred supplier. Exceptions to be
agreed by the CFO and the Director, Learning Resources.
6. Password/pin security must be enabled on the mobile to secure the device and data
stored on the device. This will be set by the telecommunications team within the
Operations and Infrastructure group.
7. Devices with wireless capability must be set up to use the University wireless network
when within range rather than the cellular network.
8. Mobile phone numbers will be published in University directories unless there are
specific security/privacy reasons why they should not be. Exceptions will be approved
by the Head of Department/School or unit Manager.
9. The user is responsible for the care and safekeeping of the mobile device and for all
calls and activity made from it.
10. The mobile device must be returned to the telecommunications staff within the
operations and infrastructure group within Learning Resources when the user leaves
the University or when there is no ongoing requirement for the device.
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© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
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11. The telecommunications staff (6777) (Operations and Infrastructure) must be notified of
any change of ownership of the device/contract.
Procedures and Guidelines
1. The University’s preferred supplier of mobile services is Spark with procurement
through Leading Edge.
2. Procurement of any devices will be processed through the ITS Purchasing site
(University ITS Purchasing intranet)
3. A range of recommended devices are listed on the procurement site. All of these have
been tested on the University network.
4. Telecommunications Call and Rental Costs (University ITS intranet). There are two
voice plans available, one with a monthly rental cost and cheap calling/texting costs.
The other, Go Zero, with no monthly rental cost but expensive calling and texting costs.
In most cases the monthly plan is best but, for example, where the phone is used
mainly for receiving calls, Go Zero is ideal. Note that calling between University-owned
mobiles is free, so this is the most cost efficient way of communication if both parties
have University mobiles rather than from desk phone to cell phone.
5. Data plans are many and varied. As almost all mobiles on the new XT network have
data capability, the contract will, by default, be setup with the ‘Casual Plan’ for data but
will be charged only for the days that data is used on the cellular network (for internet
access, email etc.)
6. Some devices have Wi-Fi capability and generally it is cheaper to use a wireless
network rather than the cellular network for data and this is especially true on campus.
When the devices are initialised they will be set up to default to wireless when a
network is available and to the cellular network when not.
7. Requests to have your own personal mobile number used for University business can
be accommodated. However, this will mean that the University will effectively become
the owner of that mobile phone number. It will be at the discretion of the University as
to whether, or not, it will release that number when it is no longer required for University
business. Please note that under this circumstance the ‘Mobile Device Use’ section in
this document is applicable and gives guidance on the personal use of Universityowned mobile devices.
8. ‘Dual Account’ is a Spark service that allows charges to be billed to two different
accounts; the main/default account being the University and the alternative account
being a personal account for which the phone user is responsible. Personal calls are
charged to your own account by preceding the dialled number with ##. It does not
matter whether or not you have a current home account with Telecom; one will be set
up when you register for dual account (through the telecommunications team). Texts
and data cannot be charged to your personal account.
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© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
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9. Normal ‘appropriate use’ rules that apply to computers also apply to the use of mobile
devices (see Related Documents and Information below).
10. The University, through Learning Resources, will pay Spark directly and then ‘oncharge’ the relevant department/school or unit through their chosen ledger account by
way of a monthly UCFinance journal entry. Detailed monthly usage reports will be sent
by Learning Resources to the user and, if required, to the appropriate administrator.
11. If there are security or privacy reasons why the number should not be published, then
these must be made clear when authorisation is sought to purchase a device.
12. Any difficulties in using the mobile device
Telecommunications Team (University ITS website)
should
be
referred
to
the
13. Loss or damage to University mobile devices is not covered by University insurance.
Costs for repair or replacement are the responsibility of the department/school or unit.
14. Charging of telecommunication costs to Purchasing Cards (P-cards) is not permitted.
See the Purchasing Card (P-Card) Policy (PDF, 255KB) for further information.
Related Documents and Information
Legislation

Copyright Act 1994 (New Zealand Legislation website)

Electronic Transactions Act 2002 (New Zealand Legislation website)

Films, Videos, and Publications Classification Act 1993 (New Zealand Legislation
website)

Human Rights Act 1993 (New Zealand Legislation website)

Privacy Act 1993 (New Zealand Legislation website)
UC Policy Library

IT Policy Framework (PDF, 138KB)

Privacy Policy (PDF, 565KB)

Purchasing Card (P-card) Policy (PDF, 255KB)

Sensitive Expenditure Policy (PDF, 375KB)

Staff Code of Conduct (PDF, 184KB)

Staff Disciplinary Policy (PDF, 139KB)
University Websites and Intranet

ITS Purchasing site (University ITS Purchasing intranet)

Telecommunications Call and Rental Costs (University ITS intranet)

Telecommunications Team (University ITS website)
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Mobile Device Policy v. 1.06
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© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-168
Document History and Version Control Table
Version Action
Approval Authority Action Date
For document history and versioning prior to 2013 contact [email protected]
1.00
Conversion onto new template and
Policy Unit
Aug 2013
document pushed out. Hyperlinks
updated.
1.01
C/O changed from Campus Services
Policy Unit
Feb 2014
Manager to Chief Information Officer.
1.02
Document review date pushed out.
Policy Unit
Mar 2014
1.03
Hyperlinks updated.
Policy Unit
Aug 2014
1.04
Review date pushed out.
Policy Unit
Sep 2014
1.05
Review date moved to coordinate with
Policy Unit
Jan 2015
wider IT policy review programme.
1.06
‘Substantial rewrite’ caveat added to
Policy Unit
Jun 2016
Introduction to reflect wider changes in
ITS policies.
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Mobile Device Policy v. 1.06
Page 5 of 5
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.