Form Letter

INTRODUCTION

This policy provides standards for cell phone use, monitoring usage, and collecting reimbursement from staff for personal use of Department-issued equipment. Except for limited incidental personal use, use of Department-issued cell phones must be for business purposes.

This policy also outlines the use of personal cellular telephones and camera telephones on Commonwealth property, in the work place and during the performance of Agency business.

Any employee who violates this policy may be subject to disciplinary action, including termination from employment.

DOE CELL PHONES ISSUED TO STAFF

Conditions for Approval of Use

An Administrator may request to have a cell phone issued to an employee via e-mail to Director of Information Technology. Cell phones may be issued to an employee only if one or more of the following conditions apply:

·	The employee must be available to respond immediately to the Commissioner’s Office, Governor’s Office, legislative leadership, or the media. ·	The staff member is frequently out of the office on Department business (at least one day per week). ·	The employee must be available to respond quickly to personnel and/or operational issues within the Department’s offices.

DOE Cell Phone Use

After approval, users will be assigned a DOE standard calling plan. At the request of the user's administrator to the Director of Information Technology, there may be alternate calling plans due to an employee’s job duties and/or responsibilities. The use of an alternative calling plan will be reviewed/approved on an individual basis by the Associate Commissioner for Administration and Finance or his designee.

In the event a phone is lost/damaged/stolen, the employee must notify IT immediately of its loss. Information Technology reserves the right to hold the use responsible for replacement if the loss is deemed to be due to negligence on the part of the user

With the exception of users who have push-to-talk or other flat-rate services, cell phones should not be used to make outgoing calls when there is access to the DOE’s phone system,

Usage that is deemed excessive may result in the user losing cell phone privileges.

The use of the camera/video/audio recording functions of DOE cellular phones or other devices in the workplace is strictly prohibited. If an administrator believes that a legitimate business reason exists for the employee to use of any of these functions, the administrator must request advance approval, in writing, from the DOE General Counsel. Only the General Counsel may grant the use of this function for business reasons.

The Department recognizes that, occasionally, employees use Department-issued cell phones to make and to receive personal phone calls. Employees must limit personal use of cell phones, and are required to reimburse the Department for the cost of personal calls that are over and above their allotted monthly minutes. Employees who do not comply with required procedures for 2 or more months may lose their cell phone privilege.

PERSONAL CELL PHONE USE

As with the use of Agency telephones, limited use of privately owned cellular telephones to place and receive personal telephone calls during work hours is permitted as necessary. Otherwise, employees should use their own personal cellular telephones during lunch and break periods. Employees are responsible for ensuring that friends and family members are aware of this policy.

The use of any camera/video/audio recording functions of personal cellular phones or other devices in the workplace is strictly prohibited. If an administrator believes that a legitimate business reason exists for the employee use of any of these functions on the employee’s own cell phone, the administrator must request advance approval, in writing, from the DOE General Counsel. Only the General Counsel may grant the use of this function for business reasons.

The Commonwealth or the Agency will not be liable for the loss of personal electronic equipment, including cellular telephones, brought into the workplace.

By signing your name below you are acknowledging that you have read, had the opportunity to ask questions about, fully understand and agree to abide by the Department of Education’s Cell Phone Policy: