Current through all regulations passed and filed through September 16, 2024
Telephone services provided by Miami university are for
university business. University telephone services are not to be used to
support private business practices. Personal long distance calls may not be
charged to university accounts.
(A) Policy on
use of cellular telephones and photographic imaging devices
(1) Classrooms/exams. Faculty may ban the use
of cellular telephones and other communication and storage devices during class
periods and/or exam periods. This policy is not meant to conflict with
reasonable accommodations for students with disabilities.
(2) Automobiles/dangerous equipment. Cellular
telephones should not be used in a manner that interferes with the safe
operation of a state-owned vehicle or a personal vehicle on university
business. Cellular telephones may not be used by anyone operating dangerous
equipment while working for the university.
(3) Restrooms/locker rooms. Due to privacy
reasons, taking photographic images of any kind, by means of any device,
without permission is prohibited in restrooms and locker rooms. Facilities'
managers have the right to ban, by posting appropriate signs, possession of
cellular telephones and/or devices with photographic imaging capability from
public restrooms and public locker rooms.
(B) Policy on cellular telephone service
(1) The university does not provide employees
with mobile devices and/or cellular service used at any time for personal
communications. Cellular service includes both voice and data services,
regardless of the mobile device used (e.g., cell phone, ipad). Employees will
be responsible for the purchase of mobile devices and payment of cellular
services.
(a) Cellular service stipend. The university will provide to eligible employees a
monthly cellular service stipend to partially offset the expense of
personal cellular service for university activity. The university will establish
the amount of the cellular service stipends for the coming fiscal year and any
change in the amount will be announced at least ninety days prior to the
effective date of the change. Employees may be eligible for a voice-only or a
voice and data stipend. The stipend will be included in the employee's paycheck
and is taxable to the employee.
A cellular service stipend may be provided to an employee upon
the written approval of his/her department head and may be provided for the
following reasons:
(i) The employee
travels frequently on university business;
(ii) The employee has duties that require
him/her to be out of the office on a regular basis;
(iii) The employee must be accessible to the
university in the event of an emergency; or
(iv) The employee has a job function that
requires off-site internet access.
(b) University-owned devices and/or
university-paid cellular service
(i) A
university-owned device and/or university-paid cellular service may be provided
to an employee, in lieu of a cellular service stipend, upon the written
approval of a vice president or the president when the following conditions are
met:
(a) The device and/or cellular service
are essential to the employee's ability to perform his or her duties;
and
(b) The device and/or cellular
service are used exclusively for university business. Department heads are
expected to periodically review authorizations for employee cellular service
stipends and/or employee use of a university-owned device and/or
university-paid cellular service. Cellular service stipends and cellular
devices and services may be withdrawn by the university at any time and for any
reason.
(c)
Obtaining cellular devices/services
(i) Miami
employees may purchase mobile devices and/or cellular service through
mitech. Mitech has
negotiated several favorable mobile device pricing and cellular service options
with national service providers for employees in need of cellular devices
and/or cellular service. Employees may obtain assistance with their personal
cellular needs from the staff of the mitech cellular or visit
http://www.mubookstore.miamioh.edu/site_cellular.asp
to review available options.
(d) Data and email storage on mobile devices
(i) Employees who use their mobile devices to
access Miami email must configure the mobile device to ensure that any email
messages sent/received on the device will be retained on Miami's email servers.
Employees who use their mobile device to access confidential Miami data must
configure the device to meet the university's mobile device security standards.
IT services will configure each covered employee's Miami-provided email account
to automatically push the security standards to the employee's device(s), and
the employee is responsible for contacting it services to resolve any technical
issues that prevent the security standards from being successfully applied to
the device(s). Upon retirement or separation from employment, employees must
ensure that all Miami data is removed from the mobile device.
Employees should conduct all university-related email using
their Miami-provided email account. It is also the responsibility of any
employee receiving a mobile stipend or university-paid cellular service to
ensure that any records, as defined in Miami's records retention policy are
maintained in accordance with that policy. These records are university-owned
records, may be subject to the Ohio Public Records Act, and the employee may be
required to produce them for inspection and copying. If your mobile device
contains files and/or information that qualify as university records, it is
your responsibility to maintain those records in accordance with the
university's records retention policy and to produce them upon request.
