Fillable Form 21: SOWELA Policy Statement Mobile/Electronic Messaging Device (SOWELA Technical Community College)

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Form 21: SOWELA Policy Statement Mobile/Electronic Messaging Device (SOWELA Technical Community College)

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$
SOWELA
~
TECHNICAL
COMMUNITY
COLLEGE
TITLE:
Mobile/Electronic Messaging Device Policy
EFFECTIVE DATE:
February
21
,
20
15
LAST REVISION:
Poli
cy
No. 7.013
.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
emp
loyee access and response, certain positions within the College require
th
e use
of
mobile/electronic devices.
Purpose
To establish policy and procedures for providing employees with College-issued
mobile/electronic
me
ssaging 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 Po
li
cy, 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
IR
S guidelin
es
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 de
vice
at all times are those who:
1) SO WELA management needs to contact at all times for emergencies,
2) SO WELA management and
co
ll
ege personnel need to reach when away from the
office during working hours,
3)
Co
llege
or
state
pe
rsonnel need
to
reach outside
of
working hours, and
4)
Have work duties away from the office and the employee
mu
st be available to
conduct SO WELA related business from other sites, in
ot
h
er
time
zo
ne
s
or
after
normal business hours.
C.
Positions permitted reimbursement for use
of
personal 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
bus
iness around
the state, and
4)
Other criti
ca
l personnel deemed appropriate and authorized by the Chancellor.
D.
In order
to
meet this requirement, the Vice Chancellor
of
Finance is responsible for
establishing the appropriate levels, requiremen
ts
, positions and options that apply.
The
following is the current chart for these requirements, which is determined based
on
job
title/level/requirements.
LEVEL/
REQUIREMENTS
POS_ITIONS
OPTIONS
Levell
Chancellor
•
Vice Chancellors
•
Executive Directors
•
Campus/Site
•
Coordinators
Exceptions approved by
•
the Chancellor
( l ) Reimbursement
of
employee's basic usage
plan
for personal device up to
$50
monthly;
OR
(2) Receipt
ofSOWELA-
Issued Device
Level II
Academic Deans
•
Directors
•
Other employees
•
required to be
ava
ilable
24/7 to an extent that is
consistent wi
th
the Level
II
job
titles listed above
(
l)
Reimbursement
of
employee's basic usage pl
an
for personal device
up
to
$30
monthly;
OR
(2) Receipt
of
SO
WELA-
Issued Device
Leve
l III Employees required
to
be
available through two-way
communication ( direct
connect)
dur
i
ng
work hours
or
24/7 as determined by
supervisor
Receipt
of
SO WELA-issued
Device
E.
As
described
in
the chart above, applicable employees (Levels I and II) shall be provided
a choice
of
one
of
the following two options:
1)
Reimbursement
of
the 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
of
his
or
her approved personal
mobile/electronic messaging device
to
receive and send emails/data transmissions
through the SO WELA email and calendar system and
/o
r 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
of
an employee required plan.
2) Receipt
of
a SO WELA-issued mobile/electronic messaging device for conducting
SO WELA business, subject to the restrictions
of
th
is policy.
Procedures
A.
For
the initial reimbursement request, employees must have approval
of
his
or
her
supervisor and approval
of
the Vice Chancellor
of
Finance. The employee will
be
required to provide a copy of the cost
of
the plan for which he
or
she
is
seeking
reimbursement with the request for approval. The cost
of
the 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 Contro
ll
er's
Office immediately
of
any
changes in
the
plan that would affect reimbursement.
An
increase
in
th
e amount
of
coverage must be approved by the employee's supervisor and the Vice Chancellor
of
Finance. Monthly reimbursement for the plan wi
ll
be
prorated accordingly based
upon the employee's start date and termination date.
B.
Emp
loyees, with the approval
of
the
Chief
Information Resources and Technology
Officer may be granted access to the SOWELA email and calendar system and/or
network through personal mobile/electronic messaging devices. The Chancellor,
at
his/h
er
discretion, may require an employee obtain access to the SOWELA email and
calendar system and/
or
network through his
or
h
er
personal mobile
or
electronic
messaging device with
an
appropriate reimbursement allowance,
or
provide a
SO
WELA-issued mobile device to the employee,
if
it is deemed necessary and
in
the
best interest
of
the 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
SO
WELA-issued devices, as well as monitor monthly rate plan usage and address
rate plan overages
on
a case-by-case basis.
E.
For
instances
of
abuse
of
rate plan privileges for
SO
WELA-issued devices, the Office
oflnformation
Resources and Technology will provide a
li
st
of
suspected abusers and
a copy
of
the monthly usage bill to the Vice Chancellor
of
Finance. Abuse
of
SO
WELA-issued device services may result in cancellation
of
privileges and will be
h
an
dled on
an
individual basis by the Vice Chancellor
of
Finance.
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 SOWELA-
issued 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
of
Information Resources and Technology
upon demand.
4)
Notify the Office
of
Information Resources and Technology upon damage
or
loss
of
the device.
5) Be responsible for the cost incurred
fo
r replacing the unit in the event the damage
or
loss is the fault
of
the user.
6) Properly use the equipment in regards to voice communication and data etiquette
during transmission and reception
of
messages, and adhere to t
he
requirements
of
the College's Information Technology Acceptable Use policy while us
in
g 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
of
Policy: Information Resources & Technology Department/Finance
LCTCS Policy Reference: N/A
Re
sponsible: Administrator:
Chief
Information Resources & Technology Officer & LCTCS Guideline Reference: NIA
Vic
e Chancellor
for
Finance
Rcloted
Policy, NIA
#~
Approved by:~ ·
Date:
_ _ _ '2_ _,_
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_-
=-::
Ch
cellor
I I
Mobile Communications Agreement and Reimbursement Request Form
Name: Job Title:
Department:
Mobile Device Provider
& Full Account Number:
Mobile Phone
Number for Request
:
Reimbursement Start Date:
Justification:
End Date:
(Up to one year from start date)
$
!f
SOWELA
~
TECHN
I
CA
L
COMMUN
I
TY
COLLEGE
_______________________________ __________ _____________________________ ____________
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 - Chancellor, Vice Chancellors, CIO, Executive Directors, Campus/Site Coordinators, exceptions
approved by the Chancellor - Up to $ ___.00 per month
Level II - 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 #7.001.1 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
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Form 21: SOWELA Policy Statement MobileElectronic Messaging Device (SOWELA Technical Community College)

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Completed 17 September 2020

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