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Mobile Communication Devices

710.500 MOBILE COMMUNICATION DEVICES POLICY

The WVC Technology Department will establish procedures and standards for mobile communication devices and their usage.

Use of college-issued mobile communication devices must comply with all state regulations, policies, and ethics guidelines and the other policies for electronic information resources herein contained. In addition, users of college mobile communication devices and personal mobile communication devices used for college business purposes must comply with the following:

  1. Due and diligent care must be taken to ensure the safe operation of any mobile communication device.
  2. Employees are expected to utilize mobile communication devices when they are the most practical, economical and appropriate means of communication.
  3. Stipends for cellular phones will be issued to personnel as approved by cabinet. These stipends will be paid once per month through payroll. Payroll taxes will be withheld if required by law.
  4. All employees who use a personal cellular device to access business documents and communications must comply with statewide and agency-specific security standards, records management and retention schedules, and all other applicable laws and standards.
  5. All call records, documents and data, photos, etc., used to conduct state business, and made via personally-owned devices, are subject to records retention requirements and public records disclosure. The owner of a personal cellular device may be required to surrender the device, including all personal and business related information, if it is subject to a public records request or litigation hold.
  6. Other mobile communication devices may be purchased by college departments for employees to use in specific work situations. Departmental procedures will comply with those established by the WVC Technology Department.

Renamed/revised and approved by the president’s cabinet: 9/16/08, 1/6/09, 2/5/13
Adopted by the board of trustees: 10/10/01, 11/19/08, 2/18/09, 2/20/13
Last reviewed: __/__/__
Policy contact: Technology

Related policies and procedures
1710.500 Mobile Communication Devices Procedure

1710.500 MOBILE COMMUNICATION DEVICES PROCEDURE

District mobile communication devices, and telecommunication contracts and services are managed by the technology department.

Telecommunications and equipment charges are the responsibility of the user’s department. The department may purchase a device and establish procedures for its use by various departmental employees. Such devices will comply with standards set by the WVC Technology Department.

The college may require some employees to have mobile communication devices to perform their job duties. In that case, the employee will receive a stipend based on the market value of such devices and services.

Supervisors will determine if a mobile communication device is required for a particular employee or position. The supervisor will submit a written request to the human resources department explaining the need for the mobile communication device. The request will be reviewed and approved by the president’s cabinet. If approved, the employee, supervisor and appropriate administrator will sign the “Mobile Communication Device Authorization and Agreement” form. The form will be kept in the human resources department.

For approved positions, a stipend will be paid once per month through payroll. Payroll taxes will be withheld if required by law.

Approved by the president’s cabinet: 9/16/08, 1/6/09, 2/5/13
Presented to the board of trustees: 10/15/08, 1/21/09, 2/20/13
Last reviewed: __/__/__
Procedure contact: Technology

Related policies and procedures
710.500 Mobile Communication Device Policy