College Issued Cellular Phones/Teams Phones

Policy Statement

Durham Technical Community College recognizes the importance of communication tools in assisting personnel with conducting day-to-day college business as well as emergency situations which may occur at any time of the day. To meet the communication need, the College may provide cellular phones/Teams phones for those employees whose job requires them to work in a mobile environment yet remain accessible for college business. In addition, cellular phones may be provided to personnel who need to be accessible at all times to handle emergency situations.  

Procedure 

This procedure provides guidelines for eligibility and requests, general user responsibilities, and appropriate use of Cellular Phones/Teams phones by employees of the college in the performance of their job duties. The aim is to ensure efficient and responsible use of college resources.

1. Eligibility and Requests

• College-issued cellular phones/Teams phone may be provided to employees whose job duties require mobile communication. Eligibility is determined by the appropriate Vice President, in consultation with the Vice President, Chief Campus Operations Officer.
   
• Cellular phones/Teams phone eligibility and approval will be reviewed on an annual basis.
   

2. General User Responsibilities

• Employees are expected to use college-issued cellular phones/Teams phones for work-related purposes.
   
• Personal use of college-issued cellular phones/Teams phones should be kept to a minimum and must not interfere with job performance or disrupt the workplace.
   
• Employees are responsible for the care and appropriate use of college-issued cellular phones/Teams phones and associated equipment. This includes ensuring the phone is adequately charged, available, and operational during work hours.
   
• Employees shall take precautions to safeguard college-issued cellular phones/Teams phones and associated equipment against compromise, damage, or loss.
   
• Employees are required to sign a Return and Care of College Asset Agreement and an acknowledgment form confirming that they have read, understood, and agree to comply with this cell phone procedure.
   
• Employees are expected to abide by the college’s Appropriate Use of Computing Resources Policy 4.9.
   
• Upon termination of employment or when the cellular phone is no longer needed for work purposes, employees must return the college-issued cellular phones/Teams phones and any associated equipment in good working condition.
   

3. Safety and Security

• Employees shall consider and observe safety precautions and follow federal and state laws when using college-issued mobile devices.
   
• The College does not condone the use of college-issued cellular phones/Teams phones for college purposes while operating a motor vehicle.
   
  • If an employee receives a communication to a college-issued cellular phone/Teams phone while driving a motor vehicle, the employee is to safely pull off the road at a safe location and stop the vehicle before using the mobile device.
     
  • Texting while driving is strictly prohibited.
     
• Employees must ensure that college-issued cellular phone/Team phones are protected with passwords and other security measures to prevent unauthorized access to college data.
   
• Employees must ensure that work-related communications remain confidential. Sensitive information should not be discussed in public places where conversations can be overheard.
   
• It is the employee’s responsibility to ensure that the college-issued mobile cellular phone/Teams phone is not misused or involved with fraudulent activities.
   

4. Accountability

• If a college-issued cellular phone/Team is compromised, damaged, or lost, the employee will report it immediately to their manager/supervisor and Campus Operations. Campus Operations will assist in deactivating the phone and investigating the circumstances as necessary.
   
• The college reserves the right to monitor the use of college-issued cellular phones/Teams phone and review records at the time of monthly billing.
   

Definitions 

Appropriate Vice President – the Vice President responsible for the division within which the involved employee works.

Associated equipment – This includes chargers, cables, protective cases, or mounts issued with the device.