Type
Finance
Date First Approved
Date Last Reviewed
Mandatory Review Date
Purpose
This policy defines the process for eligibility, repair and acquisition of cellular devices and associated upgrades.
This policy is designed to:
- Identify employee eligibility for use of a university owned cellular device
- Define the process for obtaining a cellular device and device upgrades or replacements
- Provide guidelines on appropriate usage and acceptable expenditures
Standardization of cellular device types and usage expectations reduce unnecessary costs and ensure that the device is secure, supportable and performs as expected.
This policy applies to all employees or other StFX authorized representatives who have responsibility for any cellular device provided by StFX or employees who have been approved to be reimbursed for use of their own device for university business.
Scope
Cellular devices and plans will be provided and paid for by StFX for the following employees:
- President, Vice-President, Associate Vice-President and Director level positions
- Employees who are approved by the Vice President, Finance and Administration or Associate Vice President Research, based on job requirements when the employee:
- Supports mission-critical systems or provides critical campus services and is required to be available immediately both within and beyond normal business hours;
- Is not normally present at a fixed workstation and provides nomadic support where rapid response is often required;
- Is in a role requiring frequent travel, mobile connectivity and rapid availability;
- Demonstrates a need to have mobile access to critical information and documents;
- Is engaged in research activities where the device is required to meet research objectives and is an eligible research-funded expense.
Cellular devices will not generally be issued to student assistants, part-time employees, temporary employees, consultants or other employees/contractors.
Definitions
This includes an explanation of terms and abbreviations used within the policy and procedure.
| Word/Term | Definition |
|---|---|
| Word/Term Cellular Device | Definition is a general term for any electronic device that is capable of connecting to a cellular network using the mobile service provider’s SIM card installed within it. |
| Word/Term ITS | Definition StFX IT Services (Service Desk: Angus L. MacDonald Library) |
| Word/Term Cellular Device Request | Definition Electronic form identifying requirement, completed and approved to authorize a new or replacement university owned cellular device. |
| Word/Term Authorized User | Definition A StFX employee who has been approved to use a StFX cellular device or to be reimbursed for using their own device. |
| Word/Term Voice Only Plan | Definition Voice Service ($5/month) includes call display, message centre/voice mail and the ability to send/receive text messages. No data service will be provided – Wi-Fi coverage is extensive on campus and available at no charge in many public areas. To reduce the operating cost of cellular data communication, secure Wi-Fi (wireless networking) should be configured and used wherever possible. |
| Word/Term Voice/Data Plan | Definition Voice/Data Service ($35/month) includes all features under Voice Only Plan and data usage. Smart phones and tablets may require an appropriate data plan to be active on the carrier’s cellular network that will require department funding for additional costs. If the employee has a demonstrated need for a data plan, the approval of such plans will be at the discretion of the Vice President, Finance and Administration or AVP Research. To reduce the operating cost of wireless data communication, secure Wi-Fi (wireless networking) should be configured and used wherever possible |
| Word/Term Travel Packages | Definition Mobile device users who will be travelling outside of the USA and Canada require a travel package to avoid excessive roaming and data charges. Contact IT Services to arrange for a travel package at least 2 weeks before planned travel. |
Policy
Ownership and Contracting Authority
All device(s) and associated number(s) associated with the University’s cellular service provider account or purchased for University use are the property of St. Francis Xavier University.
Cost effective standard cellular device and service packages have been established for StFX authorized users. Faculty and Staff authorized for a cellular device for business purposes are required to use the University’s account, managed by ITS.
The cellular device, including a protective case, will be supplied with the device through ITS and charged to the department.
Authorized users may be permitted to port in existing mobile numbers from any carrier to the University plan if there is a compelling business case to do so. This would be subject to Supervisor and ITS approval. The porting expense will be charged to the department.
Authorized users may be permitted to use their personal device to carry out university business without being added to the university plan. In this case they would be reimbursed no more than the university’s monthly voice/data plan.
Upon termination or resignation of an authorized user, the device remains the property of St. Francis Xavier University and the department must return the device to ITS. Once returned, the mobile device service will be put on hold. Unless approved by Vice President Finance & Administration, employees who have resigned or are terminated are not permitted to retain the device for their personal use.
Roles and Responsibilities
Authorized users are responsible for:
- Ensuring reasonable measures are taken to protect the device from physical damage or theft
- Ensuring that safeguards and protection mechanisms intended to protect data on mobile technologies are not tampered with or modified
- Ensuring they fully understand all of their responsibilities and obligations with respect to personal use / appropriate use and security and data privacy, as outlined in Sections 4 and 5 below.
- Ensuring that the device receives regular operating system security updates
- Connecting their assigned device only to secure wireless networks where traffic is encrypted in transit.
- Regularly backing up their device to reduce risk of data loss
- Immediately reporting the loss or theft of a mobile device to the ITS Service Desk
- Ensuring charges are accurate. Detailed billing reports can be requested through ITS. Device usage costs should not exceed $5/month for voice only plans, and if authorized, $30/month for an unlimited data plan for cellular devices. Employee charges that exceed expected expenses to a maximum of either $5/month for voice plans or $35/month for voice/data plans will be reviewed and reimbursement to the University may be requested
- A travel package can be requested from ITS and requires at least two weeks' notice of the requirement for travel outside of Canada and the continental USA. Costs incurred over the standard University maximum rates - including, but not limited to, roaming fees and overage charges – will be charged to the assigned departmental or research budget.
- Devices and plans supported by internal and external research grants or contracts must comply with specific funding agency rules and regulations, which may take precedence and should be consulted.
- Employees who have resigned or are terminated MUST ensure the device is securely erased and return the device to their Supervisor. Devices turned in without resetting security settings are unusable.
Supervisors are responsible for:
- Ensuring sufficient funds are included in the departmental or research budget identified on the Wireless Device Request to cover purchase and monthly expenses associated with university owned cellular devices.
- Ensuring wireless devices are returned to ITS if no longer in use by the assigned person. Failure to return the cellular device will result in the department being billed for the current market value of a replacement device and all associated monthly charges until returned.
- Ensuring that the device has been securely erased (wiped) by the authorized user who returned the device. Devices turned in without resetting security settings are unusable.
ITS are responsible for:
- The purchase all cellular devices (tablet, smartphone, etc.), including a protective case, and will charge the departmental or research account for the full value.
- Management of the wireless service provider account
- Application of requested travel packages for travel outside of Canada and the USA and charges to the department.
- Review/assessment of damaged or poorly performing cellular devices
Procure to Pay are responsible for:
- Management of the commercial agreement with the wireless service provider
- Inter-departmental billing. The service provider will be paid for all monthly usage charges incurred. Sufficient funds should be included in the departmental or research budget identified on the Device Request form to cover all expenses associated with university-owned wireless communication devices. All cellular device costs will be charged to sub-account 6019 (telephone).
- Processing requests for the purchase of wireless devices as requested by ITS (tablet, smartphone, etc.)
Procedure
StFX Information Technology Services (ITS) is responsible to supply authorized employees with wireless devices.
| Action | Responsibility | |
|---|---|---|
| Action 1 | Action Authorization | Responsibility |
| Action 1.1 | Action New Device Request | Responsibility |
| Action 1.1.1 | Action Navigate to ITS Cellular Device Request | Responsibility Requestor |
| Action 1.1.2 | Action Review the information and related policies. | Responsibility Requestor |
| Action 1.1.3 | Action Click on cellular device request form and complete the form which must include a valid departmental or research account number for monthly billing and device charge fees (if any). | Responsibility Requestor |
| Action 1.1.4 | Action Include the name of your Supervisor. For Research accounts, the Principal Investigator should be indicated as the Supervisor. | Responsibility Requestor |
| Action 1.1.5 | Action Select the Approving VP - Research accounts must be approved by the AVP Research; departmental or project accounts must be approved by the VP Finance & Administration. | Responsibility Requestor |
| Action 1.1.6 | Action It moves to ITS for completion of the cost and account information. | Responsibility ITS |
| Action 1.1.7 | Action Supervisor approves request | Responsibility Supervisor |
| Action 1.1.8 | Action AVP Research or VP Finance & Administration indicate their approval and request is returned to ITS for fulfillment. | Responsibility AVP Research or VP Finance & Administration |
| Action 1.2 | Action Transfer of Device Ownership on Existing Device | Responsibility |
| Action 1.2.1 | Action Click on cellular device request form and complete the form which must include a valid departmental or research account number for monthly billing and device charge fees (if any). | Responsibility Requestor |
| Action 1.2.2 | Action Include the name of your Supervisor. For Research accounts, the Principal Investigator should be indicated as the Supervisor. | Responsibility Requestor |
| Action 1.2.3 | Action Select the Approving VP - Research accounts must be approved by the AVP Research; departmental or project accounts must be approved by the VP Finance & Administration. | Responsibility Requestor |
| Action 1.2.4 | Action Supervisor approves request and it moves to ITS for change to billing account information. | Responsibility Supervisor |
| Action | Action | Responsibility |
| Action 2 | Action Damaged Devices/Replacement Devices | Responsibility |
| Action 2.1 | Action Damaged or non-performing devices must be brought to the ITS Helpdesk (Main Floor, Angus L. Macdonald Library) for assessment | Responsibility Authorized User |
| Action 2.2 | Action ITS will assess whether repair or replacement is required | Responsibility ITS |
| Action 2.3 | Action If ITS deems device is not repairable, a loaner device may be available for interim use or replacement. If a new device is required, the authorized user must submit the cellular device request form. | Responsibility Authorized User |
| Action | Action | Responsibility |
| Action 3 | Action Lost Devices | Responsibility |
| Action 3.1 | Action Loss or theft of a university owned cellular device must be reported immediately to the authorized user’s supervisor and ITS. ITS will request service is suspended for the lost device. | Responsibility Authorized User |
| Action 3.2 | Action The cost to purchase new or replacement device will be charged to the departmental or research account. Subject to availability, ITS may have a device that could be assigned to an authorized user as a loaner or on a permanent basis. | Responsibility ITS |
| Action | Action | Responsibility |
| Action 4 | Action Personal Use/Appropriate Use | Responsibility |
| Action 4.1 | Action StFX recognizes that wireless devices may be used for incidental personal use. Excessive charges for personal use including such items as download of applications, long distance, airtime, data and texting will usually require the employee to reimburse StFX for those charges. | Responsibility Department/ Authorized User |
| Action 4.2 | Action Employees must adhere to legislation governing the use of cellular devices while operating a vehicle. StFX strongly recommends that drivers do not operate a wireless device in a vehicle unless the vehicle has been removed from the flow of traffic and is at a full stop. | Responsibility Authorized User |
| Action 4.3 | Action Any activity that violates the manufacturer’s warranty is not permitted on university owned devices. | Responsibility Authorized User |
| Action 4.4 | Action Wireless devices provided by StFX or personal devices used on behalf of StFX are subject to the StFX Information Technology Acceptable Use Policy. | Responsibility Authorized User |
| Action | Action | Responsibility |
| Action 5 | Action Security and Privacy | Responsibility |
| Action 5.1 | Action Employees should use discretion in relaying confidential information on wireless communication devices as transmissions are not secure. Employees are encouraged to only use secure (encrypted) wireless networks. | Responsibility Authorized User |
| Action 5.2 | Action In accordance with the Personal Information International Disclosure Protection Act, S.N.S. 2006,vc. 3 (as amended), transporting any university owned wireless communication device outside Canada must be considered carefully. “The personal information held by public bodies [of which StFX is one]… may be transported temporarily on, or accessed from the laptop computers, cell phones, and other electronic devices (e.g. iPhone), outside Canada if the head of the organization determines it is necessary to meet the operational requirements of the organization, or is necessary for the work of the employees.” (Government of NS PIIDPA FAQ) | Responsibility Authorized User |
| Action | Action | Responsibility |
| Action 6 | Action Billing and Payment | Responsibility |
| Action 6.1 | Action StFX will pay the supplier directly for all monthly charges incurred against the account provided on the Wireless Device Request Form. | Responsibility Procure to Pay |
| Action 6.2 | Action All cellular device costs will be charged to sub-account 6019 (telephone). | Responsibility ITS |
| Action 6.3 | Action StFX will reimburse authorised employees who use a personal device for university business through EMT (E-mail Money Transfer) once the appropriate paperwork has been submitted to Procure to Pay and approved through their workflow. | Responsibility Procure to Pay |
