Mobile Communication Device Procedures

I. Overview
II. Transition from Group 2 to Group 1
III. Establishing a Group 1 Mobile CID Salary Supplement
IV. Establishing a Group 2 Departmental/University Owned Mobile CID
V. On-Going Group 2 Departmental/University Owned Mobile CID Responsibilities
 

I. Overview

Upon the effective date of the new Mobile Communication and Information Device (CID) policy, there will be two key groups for mobile CID usage support. Mobile CIDs include but are not limited to, cellular telephones and personal digital assistants (PDAs) such as iPhone, Blackberry, Palm, and Droid, handheld or tablet computers, internet access, and similar technology for voice and/or data services.

Group 1: This group will consist of individuals who because of their responsibilities within the University are required to be available at all times. Examples include the Chancellor, the Director of University Relations, the University General Counsel, the Director of Public Safety, the Executive Vice Chancellor, Vice Chancellors, the Provost and Executive Vice Chancellor, Vice Provosts, Deans, and others as appropriate. Group 1 employees will receive a salary supplement each pay period up to a specified amount. Note: No employee may receive more than one salary supplement for a mobile CID.

Group 2: This group will consist of employees who perform the majority of their job activities "in the field," where business either cannot be conducted on a landline phone or where it would be inefficient to use a landline phone. Examples include faculty or staff members who are conducting research in the field and Facilities Operations and Information Technology (IT) staff members whose daily assignments take them to various sites on campus. This category also includes employees whose responsibilities periodically require travel or emergency contact availability. Examples include Admissions recruiters and faculty and staff who supervise fieldwork. The majority of phones assigned to this group of employees are expected to be departmental phones that are shared among staff members depending on their assignments. Employees with individually assigned Group 2 CID devices are expected to carry a second individually owned device if they wish to have a mobile CID for personal use. University owned and supported CIDs are for business purposes only.

II Transition from Group 2 to Group 1

With this new policy, there will be a transition from Group 2 to Group 1 for some individuals who currently carry University-owned and supported CIDs. The transition will include the following steps:

Step 1: Current Contract Review – Verify that the current contract paid by the University is on a month-to-month basis and that there will be no early termination penalties for cancelling the plan. The University will NOT pay for any early termination penalties. If the current contract is not month-to-month, the transition may be delayed until the contract requirements have been fulfilled.

Step 2: Group 1 Approval Request – Complete Group 1 request form and obtain appropriate signatures.

Send completed form to: Payroll, Room 147, Carruth O'Leary Hall. Payroll will use the completed form to enter the authorized salary supplement into the HR/Pay system. The supplement will be paid automatically each pay period until notification is sent to Payroll to stop.

Step 3: Mobile CID Equipment – Employee has two options: (1) purchase a new mobile CID from local retailer when establishing a new personal contract; or (2) purchase the currently used mobile CID from the University for a nominal amount (NOTE – The nominal amount will be based upon the value of a two-year old device. The value of newer devices not purchased for a discount with a two-year contract will be determined based upon a depreciated value.) If the employee chooses to keep this or current mobile CID and purchase it from the University, a sales agreement should be completed and signed by both the employee and the University Comptroller’s Office. The funds from the sale will be collected and deposited by the Comptroller’s Office for the benefit of the department that was supporting the
University-owned mobile CID. If the employee chooses not to purchase the university-owned and supported mobile CID, the mobile CID may be used for an approved Group 2 departmental shared phone or turned over to eWaste.