UINTAH SCHOOL DISTRICT POLICY ACTION REVIEW

 

1st Reading           

8/11/15

New

2nd Reading

9/8/15

Revised

 

Approved

9/8/15

Substitute

X

Effective

7/1/15

 

 

004.0900 MOBILE COMMUNICATION DEVICES

 

REPLACES POLICY 004.0900 MOBILE COMMUNICATION DEVICES (INCLUDES ALL WIRELESS) (LAST APPROVED 3/10/15)

 

1.0  Uintah School District recognizes that the performance of certain job responsibilities may require the use of cellular service.  This policy will establish guidelines for the use and shared cost of wireless communications between Uintah School District and its employees.

 

2.0  Employees who hold positions that include the need for a cell phone may receive a cell phone stipend to compensate for business-related costs incurred when using their individually owned cell phones.  The district will not own cell phones/cellular equipment for the use of individual employees.

 

3.0  ELIGIBILITY

3.1  Employees whose job duties include the frequent need for a cell phone may receive a stipend to cover business related costs.  An employee is eligible for a personal phone stipend if at least one of the following criteria is met:

3.1.1        The job function of the employee requires considerable time outside of his/her assigned office or work area and it is important to the district that she/he is accessible during those times.

3.1.2        The job function of the employee requires him/her to be accessible outside of scheduled or normal working hours where time sensitive decisions/notifications are required.

3.1.3        The job function of the employee requires him/her to have wireless data and internet access.

3.1.4        An eligible employee must file the “Cell Phone Eligibility Determination” form.

3.1.5        An eligible employee must provide proof of service that the district will be providing a stipend for.

 

4.0  STIPEND PLAN

4.1  If an employee meets the eligibility requirements above and has completed (and had approved) the “Cell Phone Eligibility Determination” form:

4.1.1        The stipend may be requested and paid monthly along with their monthly payroll amount as a non-taxable benefit.

4.1.2        The “Cell Phone Eligibility Determination” form will be submitted at the beginning of the school year to the employee’s supervisor along with the most recent billing showing the current cell number being reimbursed for.  Once approved by the supervisor, the eligibility form will be forwarded to payroll.

4.1.3        The district will pay a flat reimbursement of $50 per month.

4.1.4        The stipend allowance is neither permanent nor guaranteed.  The school district reserves the right to cancel the stipend for the employee at any time if the district deems there is not a need for the employee to have a cell phone to carry out district responsibilities.

 

5.0  EQUIPMENT

5.1  The school district will not pay for the purchase of cell phones, activation fees, or insurance.  In addition, the district will not be responsible for any damage to equipment or accessories regardless of circumstances.

 

6.0  DATA CARDS AND OTHER DEVICES

6.1  If the need exists for an employee to have in their possession a data card or cellular service on other devices such as an iPad, the district will pay for such services as long as the costs are reasonable.

6.2  The Superintendent is the only administrator with the ability to approve such a device or a service and the amount of data that is allowed.

6.3  The Superintendent will determine what the school district will pay for such a device, paid directly to the service provider.  Reimbursements will not be made for these types of devices.

 

7.0  OVERSIGHT, APPROVAL, AND FUNDING

7.1  Administrators in the district are responsible for identifying employees who hold positions that include the need for a cell phone.  Each administrator is strongly encouraged to review whether a cellular device is necessary, and to select alternative means of communication (i.e. land lines, pagers, etc.) when such alternatives would provide adequate and less costly service to the district.

7.2  Administrators are responsible for assessing each employee’s continued need of a cell phone for business purposes.  The need for a cell phone stipend is to be reviewed annually by the administrator.

7.3  The Superintendent has final approval authority.

7.4  Stipends are funded by the department submitting the request for reimbursement.

 

8.0  EMPLOYEES RIGHT AND RESPONSIBLITIES

8.1  The employee is responsible for purchasing a cell phone and establishing a service contract with the cell phone service provider of his/her choice.

8.2  Because the employee owns the cell phone personally the stipend provided is not considered taxable income and the employee may use the phone for both business and personal purposes, as needed.  The employee may, at his/her own expense, add extra services or equipment features as desired.  If there are problems with service, the employee is expected to work directly with the carrier for resolution.

8.3  Support from the district technology department is limited to connecting a personally owned cell phone or smart phone to district provided services such as e-mail, calendar, and contacts if necessary.  However, the technology department is not responsible and the district is not liable for any lost data or damage caused to the equipment.

8.4  The district does not accept liability for claims, charges or disputes, between the service provider and the employee.  Use of the phone contrary to and local, state, or federal laws or school district policies and procedures, will constitute misuse, and may result in employee discipline, including and up to termination.

8.5  Any cell phone that has data capabilities must be secured based on current security standards including password protection and encryption.  If a cell phone with data capabilities is stolen or missing, it must be reported to the employee’s supervisor, the wireless device service provider, and to the technology department immediately.

8.6  Employees are expected to delete all district data from the cell phone when their employment with the district is severed, except when required to maintain that data in compliance with litigation hold notice.

 

9.0  CANCELLATION/RENEWAL

9.1  Any stipend agreement will immediately be cancelled if:

9.1.1        An employee terminates employment.

9.1.2        The employee changes positions within the District, which no longer requires the use of a cell phone for business reasons.

9.1.3        There is misuse/misconduct with the phone.

9.1.4        A decision by management (unrelated to employee misconduct) results in the need to end the program or there is a change in the employee’s duties.

9.1.5        The employee does not want to retain the current cell phone contract for personal reasons.  However, all administrators, including school principals, will be required to have a cell phone.

9.1.6        The employee must submit a cell phone eligibility form and proof of service annually at the beginning of the fiscal year. The form must be approved by the supervisor and administrator of the district.