Telecommunications Policy


Application


This policy applies to all University staff.

Purpose


This policy governs the provision and use of the University's telecommunication facilities

Policy


1. The University's telecommunications facilities are provided primarily for business related purposes and are to be used in a responsible manner

2. The Directors of Faculty Finance or finance managers are responsible for monitoring telecommunication use to ensure it is in line with this policy

3. Telecommunications facilities may be provided to staff or subsidised where there is a genuine business need.    The provision of such  facilities  must  be  approved  by  the  staff’s line manager

 

Use of University Telecommunication Facilities

4. The University provides local and toll calling facilities for business use. However, staff may make personal local calls, provided they are kept to a reasonable level

5. Toll calls of a personal nature are not permitted on phones paid for by the University except calls made in cases of genuine emergency

6. The Directors of Faculty Finance or finance managers  should regularly review all  telecommunication charges to ensure costs are kept to a minimum

7. Misuse of any University telecommunication facilities can result in the facilities being withdrawn from the staff and the staff being disciplined. As a minimum, the University may seek recovery of any costs incurred by the University through misuse.

 

Mobile devices

8. University funded mobile devices will only be supplied to staff who require a mobile device to support their role.

9. All requests for mobile devices must be approved by the staff member’s line manager

10. All mobile devices must be purchased through the Mobile Phone Coordinators who obtain handsets and services from the University’s preferred suppliers

11. Staff travelling overseas with mobile devices should be aware of the high cost of international roaming and minimise calls and data use

12. Personal use of mobile devices must be kept to a minimum at all times. Staff are required to reimburse the University for excessive personal costs

13. When a staff member no longer requires a mobile device, or is no longer eligible for a University funded mobile device, the device must be returned to the staff’s line manager, for return to IT Procurement and reassignment or termination of the service

14. Where the staff member wishes to retain the mobile phone number when leaving the University,  this  can  be  transferred  to  the  staff member,  subject  to  approval from their line manager and there being no cost to the University

15. If a mobile device becomes inoperable or lost, the staff member must notify the Mobile Phone Coordinator immediately (or the network supplier if outside working hours) to ensure the connection is deactivated

16. Reasonable care must be taken to prevent accidental damage, loss or theft of mobile devices. Users may be required to meet the cost of replacing lost or damaged devices

17. Any mobile connection that is funded, fully or in part, by the University is to have the associated number displayed in the Staff Directory by default.  In exceptional circumstances, where there are health and safety concerns, the number may be removed from the Staff Directory

 

University Reimbursements to staff

18. Staff 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

19. In exceptional circumstances, the University will reimburse staff for subsidised home broadband connections or home landline. This needs to be within the limits below and approved by the staff’s line manager

  • subsidy for home broadband is limited to the lower of 50% of the cost of the broadband plan or a maximum of $20 per month
  • reimbursement of a home landline in a staff member’s name is limited to 50% of the rental charge

20.Calls made on behalf of the University on prepaid mobile phones may be reimbursed based on evidence of calls.  The cost of prepaid cards will be reimbursed where these are purchased specifically for University use and authorised by the staff’s line manager

21.The following costs are not reimbursable:

  • the purchase, installation and maintenance of a broadband modem
  • registration with an internet service provider

 

Definitions


The following definitions apply to this policy:

Line manager is the manager that the staff reports to who is at level 2 or 3 of the University Organisation Structure (UOS)

Local calls includes calls within the local free calling area

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

Telecommunications facilities includes landlines, mobile devices, call plans and any telecommunication services purchased by the University

Toll calls includes calls within New Zealand to locations outside the local free calling area; international calls; and calls to chargeable services such as 0900 numbers

University means the University of Auckland including all subsidiaries

Document management and control


Prepared by: Financial Services
Owned by: CIO
Approved by: Director of Administration
Date approved: December 2014
Review date: December 2016