Mobile Cellular Devices and Mobile Phone Stipends

To define guidelines and requirements for obtaining a college-owned mobile device or receiving a stipend for college-related business use on a personal device. College-owned devices, such as phones, smartphones, tablets, and wireless hotspots, may be allocated to employees when their communication needs cannot be met through other available college resources.

Operational Standard/Purpose

To define guidelines and requirements for obtaining a college-owned mobile device or receiving a stipend for college-related business use on a personal device. College-owned devices, such as phones, smartphones, tablets, and wireless hotspots, may be allocated to employees when their communication needs cannot be met through other available college resources.

Scope/Applicability

This SOP applies to all college faculty and staff. 

Eligibility Criteria for College-Owned Mobile Devices or Stipends

Employees may qualify for a college-owned mobile device or a stipend if they meet one or more of the following criteria and obtain the necessary approvals:

1. Mission-Critical Decision-Making: Involvement in critical, time-sensitive institutional decision making.
2. Frequent Job-Related Travel: Employee frequently travels as part of their role.
3. Emergency Responder: Employee serves as an emergency responder.
4. 24/7 Availability Requirement: Employee must be reachable at all times.
5. Approval Requirement: Written approval from the department head (budget controller) and the Executive Vice President of Administration and Finance is required.

Note: Employees expected to be reachable for emergencies but not meeting the above criteria may qualify for a stipend rather than a college-provided device.

Stipends are determined based on communication needs related to college business:

• $20 Stipend: Voice contact only
• $40 Stipend: Voice and occasional data usage
• $60 Stipend: Heavy data use, requiring an unlimited data plan; may qualify for a college-owned phone

Approval

Requests for college-owned mobile devices or mobile phone stipends must be submitted by the employee's supervisor through the ICC Hub Mobile Cellular Devices and Mobile Phone Stipend Request Form. All requests are subject to approval by the department budget controller, Technology Services Director, and Executive Vice President of Administration and Finance.

Use of Mobile Cellular Devices

1. ICC provides mobile cellular devices to employees to conduct college business. It is expected that the voice/data plan provided will provide adequate coverage for all normal business needs. Excessive overages, long-distance, roaming, or other charges shall be the responsibility of the employee.
2. Mobile cellular devices may be considered part of an employee’s benefits package and may be considered taxable.
3. Use of a college mobile cellular device is a privilege that may be revoked at any time for inappropriate conduct. Any abuse of these standards may result in revocation of cellular access, notification to college management, and disciplinary action.
4. All mobile cellular devices will be returned to Technology Services upon leaving employment.
5. Mobile cellular devices used while driving shall only be used in accordance with state and federal regulations.

Usage of voice/data plan

ICC provides data plans to employees for the purpose of conducting college business. A phone may be provided without a data plan or have certain services blocked depending on the requesting department's request or needs.

1. Technology Services will receive and pay all monthly statements. Funds will be transferred from individual department accounts monthly to reimburse Technology Services.
2. Mobile cellular device and data plan bills are not private. The college has the right to monitor all bills.

Program management

Technology Services will:

1. Place all orders for mobile devices and services with the contracted vendor and take delivery of the equipment;
2. Assist with enabling access to College email and calendar services as necessary;
3. Select the most cost-effective plan based on the user's needs and contract options.

SOP Approval Workflow

The SOP is agreed upon by employee acknowledgment during the approval process via the ICC Hub Mobile Cellular Devices and Mobile Phone Stipend request form workflow.

Additional Provisions/Information

1. Users traveling internationally with a College-owned mobile device will contact Technology Services one month in advance.
2. Technology Services will maintain an inventory of all College-funded phones and mobile devices. There will be no automatic upgrades of telephones to newer models. All telephone replacements will be done by request through the Technology Services Help Desk. In some cases, a replacement phone may come from existing inventory and not be identical to the phone being replaced.
3. All information stored, transmitted, or accessed on College-owned mobile cellular devices is considered public information and is subject to the Freedom of Information Act (FOIA). This includes any records, communications, or data related to College business.

For employees using personal devices funded by a college stipend or used to conduct College business, please note that College-related information on these devices may also be subject to FOIA. Employees should understand that any College-related communications, records, or data on personal devices could be disclosed upon request under FOIA. This includes email, text messages, and other forms of electronic communication involving College matters.

Employees are advised to keep personal and College business data separate on personal devices and to follow College guidelines to ensure compliance with FOIA requirements.

4. A device must not exceed $300 in cost of departmental funds.
5. All phone numbers associated with ICC-contracted cell phones are the property of the College and service provider. ICC will not PORT phone numbers to other carriers when an ICC-owned mobile cellular device is no longer required.
6. Mobile devices or other equipment that is damaged should be brought to Technology Services. Lost or stolen equipment should be reported immediately to the Technology Services Help Desk so that service can be canceled. Replacement devices or services must be re-approved by the budget controller.