$ SOWELA. Mobile/Electronic Messaging Device Policy

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1 $ SOWELA ~ TECHNICAL COMMUNITY COLLEGE TITLE: Mobile/Electronic Messaging Device Policy EFFECTIVE DATE: February 21, LAST REVISION: Policy No I Policy Statement As an institution whose primary purpose is to serve students, the State of Louisiana, and its residents, SOWELA Technical Community College recognizes that in order to provide efficient and rapid employee access and response, certain positions within the College require the use of mobile/electronic devices. Purpose To establish policy and procedures for providing employees with College-issued mobile/electronic messaging devices or with non-compensatory, non-taxable reimbursement for use of personal mobile devices for conducting official business. General Provisions A. This policy and procedure is established in accordance with LCTCS Policy #5.032 Mobile/Electronic Messaging Device Policy, and is pursuant to IRS guidelines deeming mobile devices and reasonable reimbursements as non-taxable to an employee when used primarily for substantial business matters. These IRS guidelines eliminate the need for the College to track and account for such employees' business calls versus personal calls, and also provide guidance for employers. B. Employees required to be reachable by means of mobile or electronic messaging device at all times are those who: 1) SO WELA management needs to contact at all times for emergencies, 2) SO WELA management and college personnel need to reach when away from the office during working hours, 3) College or state personnel need to reach outside ofworking hours, and 4) Have work duties away from the office and the employee must be available to conduct SO WELA related business from other sites, in other time zones or after normal business hours.

2 C. Positions permitted reimbursement for use ofpersonal mobile electronic messaging devices include: 1) Chancellor, Vice Chancellors, CIO, Executive Directors, and Jennings site coordinator, 2) Other employees required to be available on a 24/7 basis, 3) Other personnel and employees required to conduct SOWELA business around the state, and 4) Other critical personnel deemed appropriate and authorized by the Chancellor. D. In order to meet this requirement, the Vice Chancellor offinance is responsible for establishing the appropriate levels, requirements, posit ions and options that apply. The following is the current chart for these requirements, which is determined based on job title/level/requirements. LEVEL/ REQUIREMENTS Levell Level II Level III POS_ITIONS Chancellor Vice Chancellors Executive Directors Campus/Site Coordinators Exceptions approved by the Chancellor Academic Deans Directors Other employees required to be available 24/7 to an extent that is consistent with the Level II job titles listed above Employees required to be available through two-way communication ( direct connect) during work hours or 24/7 as determined by supervisor OPTIONS ( l ) Reimbursement of employee's basic usage plan for personal device up to $50 monthly; OR (2) Receipt ofsowela- Issued Device (l) Reimbursement of employee's basic usage plan for personal device up to $30 monthly; OR (2) Receipt ofsowela- Issued Device Receipt ofso WELA-issued Device E. As described in the chart above, applicable employees (Levels I and II) shall be provided a choice ofone ofthe following two options:

3 Procedures 1) Reimbursement ofthe employee's basic plan in an amount deemed appropriate per month as a mobile/electronic messaging device allowance to offset any costs incurred by the employee for use ofhis or her approved personal mobile/electronic messaging device to receive and send s/data transmissions through the SO WELA and calendar system and/or network, and/or to receive or make work-related voice calls, subject to the applicable restrictions of this policy. This amount shall be reviewed every year and may be adjusted as necessary to more accurately reflect the cost ofan employee required plan. 2) Receipt ofa SO WELA-issued mobile/electronic messaging device for conducting SO WELA business, subject to the restrictions ofthis policy. A. For the initial reimbursement request, employees must have approval ofhis or her supervisor and approval ofthe Vice Chancellor of Finance. The employee will be required to provide a copy of the cost ofthe plan for which he or she is seeking reimbursement with the request for approval. The cost ofthe plan will be placed in the employee's file and the employee will be reimbursed on a monthly basis. The employee is responsible for notifying the Controller's Office immediately ofany changes in the plan that would affect reimbursement. An increase in the amount of coverage must be approved by the employee's supervisor and the Vice Chancellor of Finance. Monthly reimbursement for the plan will be prorated accordingly based upon the employee's start date and termination date. B. Employees, with the approval ofthe Chief Information Resources and Technology Officer may be granted access to the SOWELA and calendar system and/or network through personal mobile/electronic messaging devices. The Chancellor, at his/her discretion, may require an employee obtain access to the SOWELA and calendar system and/or network through his or her personal mobile or electronic messaging device with an appropriate reimbursement allowance, or provide a SOWELA-issued mobile device to the employee, ifit is deemed necessary and in the best interest ofthe office. C. The Business Office will maintain documentation of each employee's initial reimbursement request and current rate plan. D. The Office of Information Resources and Technology will issue and manage SOWELA-issued devices, as well as monitor monthly rate plan usage and address rate plan overages on a case-by-case basis. E. For instances ofabuse of rate plan privileges for SOWELA-issued devices, the Office oflnformation Resources and Technology will provide a list ofsuspected abusers and a copy ofthe monthly usage bill to the Vice Chancellor offinance. Abuse of SOWELA-issued device services may result in cancellation ofprivileges and will be handled on an individual basis by the Vice Chancellor offinance.

4 B. Employees provided with a SOWELA-issued mobile or electronic messaging device must: 1) Complete a Mobile Communications Device Acceptance Agreement Form (Form EQP 1003), with proper signature approvals, prior to accepting a SOWELAissued mobile or electronic messaging device. 2) Be responsible for proper use and acceptance of the terms associated with the particular device. 3) Return the equipment to the Office ofinformation Resources and Technology upon demand. 4) Notify the Office ofinformation Resources and Technology upon damage or loss ofthe device. 5) Be responsible for the cost incurred for replacing the unit in the event the damage or loss is the fault ofthe user. 6) Properly use the equipment in regards to voice communication and data etiquette during transmission and reception ofmessages, and adhere to the requirements of the College's Information Technology Acceptable Use policy while using the personal mobile or electronic messaging device when performing official business. 7) Use the equipment for job-related purposes (personal use should be limited). 8) Adhere to the particular rate plan chosen by the College, as deemed appropriate to the user's job function. Source ofpolicy: Information Resources & Technology Department/Finance Responsible: Administrator: #~ ChiefInformation Resources & Technology Officer & Vice Chancellor for Finance Rcloted Policy, NIA LCTCS Policy Reference: N/A LCTCS Guideline Reference: NIA Approved by:~ Date: _..._s-;-,c.7?0 _ '2,_fis -'--"'-- _- =-:: Ch cellor I I

5 !fsowela ~ TECHNICAL COMMUNITY COLLEGE Mobile Communications Agreement and Reimbursement Request Form Name: Department: Mobile Device Provider & Full Account Number: Job Title: Mobile Phone Number for Request: Reimbursement Start Date: Justification: End Date: (Up to one year from start date) Check only one box next to the reimbursement service requested (level of reimbursement will be determined by supervisor based on job title/level/requirements): Level I - Level II - Chancellor, Vice Chancellors, CIO, Executive Directors, Campus/Site Coordinators, exceptions approved by the Chancellor - Up to $.00 per month Deans, Directors if meet criteria in Section B as determined by supervisor, and other employees required to be available 24/7 to an extent that is consistent with these Level II job titles - Up to $.00 per month I certify that: I understand that to receive reimbursements, I am required to be reachable by means of mobile or electronic messaging device at all times when: 1) SOWELA management needs to contact me at all times 24/7 or for emergencies, 2) SOWELA management and college personnel need to reach me when away from the office during working hours and, 3) College or State personnel need to reach me outside of working hours; I have attached a copy of my personal mobile communications service plan for which I am requesting future reimbursement, and I certify that the mobile or electronic messaging device is in my name and I am solely responsible for complying with any contract entered into with the service provider including but not limited to the payment of all expenses incurred (long distance, roaming fees, taxes, penalties, etc.); I have read and agree to the College s Mobile/Electronic Messaging Device Policy; I understand I must also adhere to the requirements of the College s Information Technology Acceptable Use Policy # while using the personal mobile or electronic messaging device when performing official business; I understand that the above reimbursement will be used toward expenses I incur for mobile/electronic messaging device usage while conducting official business for the College; I understand that the monthly reimbursement must not exceed the expenses in maintaining the appropriate service plan; I know I am responsible for immediately notifying the Controller s Office regarding any changes to my plan that would affect reimbursement, and if the service plan changes and the reimbursement amount exceeds the service plan, I must return the excess funds within 90 days; and I understand that access to the College s electronic resources is a privilege and not a right; therefore, I further understand that the College has the right to require security products to be placed on my personal device in order to protect College assets. Employee's Signature Date Supervisor s Signature Date Approval: Approved Monthly Reimbursement (if applicable): Controller Date $ For Office Use: Copies: Employee, Supervisor; Original: Controller s Office Form: RMB 1001