Telecommunications Guidelines


Application


These guidelines apply to all University staff members.

Purpose


These guidelines provide further explanation, examples and procedures for implementing the Telecommunication Policy. 

Contents


  • Appropriate use of mobile devices
  • How do I get a mobile device?
  • Home use

Appropriate use of mobile devices


 

What is ‘appropriate’ use? 

This covers a range of areas from the basics such as ‘obey the law’ for example, don’t use hand held devices whilst driving… to minimizing costs, especially when travelling, keeping your phone and data secure, to awareness of other people’s privacy and space. 

How can I improve my safety and the security of my device? 

Examples:

  • only use the device through a hands free kit whilst driving
  • be aware of the risks of theft both of the devices and potentially of unsecured data held on or transmitted from the device – keep your device and your passwords safe
  • keep University information contained within a mobile device confidential at all times 

How can I help to minimize the costs to the University? 

The first step is to understand the way the plan works and minimize costs of use:

For example:

  • Keep all chargeable mobile calls to a minimum
  • Use Wifi where possible
  • Use apps that offer free or low cost connections
  • Reasonable care must be taken to prevent accidental damage, loss or theft of mobile devices
  • Only use mobile data cards where no landline broadband connection is available, or where a mobile connection is the most cost effective
  • Where mobile devices incorporate data and email, either synchronise mail manually or schedule updates to minimise data traffic costs
  • Detailed tips can be found through https://www.staff.auckland.ac.nz/en/central-services/computing-and-technology/mobile-phones.html

How do I get a mobile device?


First you need to check if you are eligible for a mobile device: 

Examples include:

  • staff members who work away from their office and need to be contacted regularly or urgently on University business
  • field  staff members who  spend  significant  time  outside  the  office  and  who  do  not  have reasonable access to landline telephones while having a regular and demonstrated need to be contacted
  • staff members required to be contacted outside normal hours of work
  • staff members who  may  have  specific  health  and  safety  or  security  needs  in  relation  to responsibilities associated with their role 

Who do I contact? 

  • Firstly you need to get the written approval of your line manager that you are eligible for a University device.
  • All mobile devices connected to the University mobile account are obtained through the University Mobile Phone Co-ordinator

Home use


Will the University reimburse me for my home phone and broadband use? 

  • Staff members who do not have a University funded mobile phone and make calls on behalf of the University from a personal mobile phone, may be reimbursed for the actual verifiable costs attributable to University business, including costs associated with international roaming charges
  • In exceptional circumstances and where approved by an approving manager at Level 2 on the Delegated Authorities Framework, the University will reimburse up to the lower of 50% of the cost of the broadband plan or a maximum of $20 per month
  • Additional usage above the staff member's monthly data allowance is not reimbursable

 

The cost of a home landline is not reimbursable.

Definitions


The following definitions apply to this document: 

Chargeable refers to calls and data usage that is itemised in the billing 

Mobile calls includes calls from University landlines or mobiles to other mobile phones, in any destination 

Mobile devices include mobile phones, smartphones, PDAs, pagers and tablets 

Staff member refers to an individual employed by the University on a full or part time basis

University means the University of Auckland and includes all subsidiaries 

Document management and control


Owner: CFO

Content manager: IT Risk and Strategy Manager

Approved by: CFO

Approval date: July 2017

Review date: July 2020