Current through all regulations passed and filed through September 16, 2024
(A)
University-provided wireless communication.
(1)
Purpose and
scope.
(a)
The
university of Akron will provide the most consistent, convenient, and cost
effective cellular telephone, pager, cellular data device and any other
wireless communication equipment and services (hereinafter referred to as
wireless communication) possible to its employees that is necessary for the
effective and efficient completion of their jobs.
(b)
This policy
applies to all faculty and staff of the university. The objectives of this
policy are to:
(i)
Provide guidelines to employees who are required to
have wireless communication to be accessible to conduct university
business.
(ii)
Apply standards to university wireless communication
service agreements.
(iii)
Simplify and make more manageable the university's
relationship with wireless communication vendors.
(iv)
Provide a system
for monitoring wireless communication usage patterns, so that plans can be
routinely modified to better meet the needs of the user.
(v)
Ensure that the
university's acquisition of wireless communication is
cost-effective.
(vi)
Provide an internal system to:
(a)
Purchase wireless
communication,
(b)
Gain access to repair services,
(c)
Acquire necessary
training and support,
(d)
Communicate available programs to the university
community.
(vii)
Establish a system for monitoring future developments
in wireless communication and selecting those that best meet the needs of the
university.
(2)
Wireless
communication vendors.
To facilitate accomplishment of the above objectives, the
university may at its discretion enter into contracts with wireless
communication providers. During the period when one or more of these contracts
is in force, the university will only purchase wireless communication on the
basis of these contracts. Specific exceptions to compliance with this section
shall be granted by the vice president of finance and
administration.
(3)
Eligibility and approval.
(a)
Wireless
communication may be provided to a university employee if his/her duties and
responsibilities are such that they require such equipment and service to
conduct university business in the most effective and efficient
manner.
(b)
Eligibility must be approved by the employee's
supervisor and the departmental vice-president; a signed requisition form must
be submitted to the department of telecommunications. Supervisors will approve
an employee's continued eligibility on an annual basis. If business use is
infrequent (or if the service is used primarily for personal reasons), the
employee should provide his/her own wireless communication.
(c)
An employee may
not operate a personal business from university wireless
equipment.
(4)
Wireless user categories.
(a)
Employees with
university subsidized wireless service will be placed in one of two usage
categories. The selection of the appropriate category will be a joint decision
between the employee and supervisor with the approval of the department
vice-president. Categories are based on the anticipated amount of university
and personal usage and reflect the employee level of fiscal
responsibility.
(i)
Category 1: university business only: Usage is limited
to university business only and none of the usage is personal in nature. No
employee contribution is warranted.
(ii)
Category 2:
periodic personal use: In addition to university business, these users
periodically use their wireless service for personal business. Employee
contribution is the percentage of the wireless plan used for personal business
via monthly payroll deduction. The percentage of the wireless plan used for
personal use shall not exceed
three per cent.
(b)
The employee will
identify personal cellular usage each month and submit to his/her supervisor.
It is the joint responsibility of the employee and supervisor to ensure that
proper usage levels are maintained based on the employee's category
designation. If an employee's personal usage repeatedly exceeds the category
allocation, the university may find it necessary to change that employee's
category.
(c)
In accordance with "IRS" documentation requirements,
departments must retain wireless communication bills and be able to distinguish
between business and personal use.
(5)
Plans, equipment,
features and accessories.
The university will contract for usage plans, equipment,
features and accessories that will serve the needs of most employees. An
employee wishing to have features other than those offered in the available
programs must have approval of his or her supervisor.
(6)
Damage, loss or
theft.
Wireless equipment damaged in the course of business should
be brought to the department of telecommunications for replacement or repair.
Lost or stolen equipment should be immediately reported to the employee's
supervisor, campus police, and the department of telecommunications so that the
service can be suspended. All costs incurred for replacement or repair are the
responsibility of the employee's department.
(7)
Wireless
communication service provider relationship management.
(a)
The relationship
with wireless communication providers shall be managed through the department
of telecommunications.
(b)
Telecommunications staff will place all service
requests, take delivery of equipment, and provide necessary user orientation
and training. Telecommunication staff will monitor plans and may suggest
changes in service levels to provide the most convenient and economical plan to
the university.
(c)
The department of telecommunications will also monitor
changes in wireless technologies and make recommendations for improvements to
the university on an as-needed basis.
(8)
Termination.
University-provided wireless equipment is university
property and must be returned upon termination of employment with the
university. If the wireless equipment is not returned, the cost will be
reported as taxable income on the employee's "W-2"
form.
(B)
Individually-owned wireless communication.
If an employee's need for wireless communication is
infrequent, or if it is determined that the use of university-provided wireless
communication is used primarily for personal reasons, the employee should
provide his/her own wireless communication. The employee will submit
reimbursement requests for documented university use. If an employee exceeds
the total monthly plan minutes or incurs roaming fees which result in an
additional expense, reimbursement will include overage charges associated with
business use. Requests for reimbursements for university business use will be
made on a quarterly basis and must be a minimum of five
dollars.
(C)
Use of wireless communication while driving.
All employees are strongly discouraged from using wireless
communication for business purposes while driving, particularly if the
individual does not have a way of operating the phone "hands-free." Wireless
communication usage while driving should only occur in an emergency situation.
Departments may issue more restrictive policies if they choose.
