Departmental Telecommunications Policy
This policy sets forth rules governing use of all University-provided telecommunications devices. Telecommunications services are administered by the University Telecommunications Office.
This policy applies to all faculty, staff, and student-workers at the University who use telecommunication services and devices that are either owned, paid for, or reimbursed through stipend, by the University, including (but not limited to) traditional telephones, fax machines, pagers, cellular phones, and wireless personal digital devices. This policy also governs use of voice-mail, but does not govern e-mail communications.
Business Use - use of a "telecommunications device" in a manner that is consistent with and furthers the missions and operations of the University.
Personal Call - use of a "telecommunications device" that does not qualify as a "business call."
Local Call - a call within "the local calling area" and for which no additional fee is charged.
Long-Distance Call - a call that incurs an additional fee for being outside the "local calling area" of an applicable telecommunications service plan.
Portable Telecommunication Device - any cell phone, personal digital assistant, pager, or other similar device.
A. Acceptable Use
Any business calls not otherwise prohibited by this policy are acceptable. Personal calls are acceptable to the extent that they: 1) are reasonable in both duration and frequency; 2) comply with other applicable restrictions of this policy; 3) do not interfere with the individual's performance of work responsibilities (except in the case of a personal emergency); and 4) are reimbursed to the University where applicable under this policy.
B. Prohibited Use
The following uses are generally prohibited, with exceptions only as specifically noted:
- Third-Party Billing
Calls made from a non-University phone and charged to the University, and collect calls, except in the case of emergency.
- Operator-Assisted Calls
Operator-Assisted calls in any instance in which the call can be made at a later time after the relevant information is obtained for free (e.g. through a phonebook, the internet, etc.). If a call must be made immediately, and there is no other way to obtain the information, operator-assistance (a.k.a. "Information") may be used. Operator-assisted personal calls must be specifically identified on the monthly bill and reimbursed to the University.
- Threatening/Offensive Calls
Threatening and/or offensive calls involving any University Telecommunications Device. Such calls may also constitute a violation of other applicable University policies. Threatening and/or offensive calls should be reported immediately to Public Safety. If line-monitoring is needed, Public Safety will contact the Telecommunications Office.
Employees are responsible for maintaining voice-mail greetings and for checking voice-mail messages on any University Telecommunication Device on which such voice-mail is equipped. If an employee expects to be out of the office for an extended period of time, (s)he should modify the voice-mail greeting accordingly. In the event of an unexpected and prolonged absence, the employee (or department head, if the employee is unable to do so) should contact the Telecommunications Manager in writing to arrange for a modified voice-mail greeting.
Portable Telecommunications Devices
In addition to the above provisions governing use of all University Telecommunications Devices, the following provisions specifically apply to any University employee whose job requires use of a Portable Telecommunication Device. The University will contract for and manage necessary portable telecommunications service and devices for all senior administrators, including members of the President's Cabinet and other administrators who have a business need for the same as determined by the Telecommunications Office in consultation with the Vice President for Finance and Administration / Treasurer or designee. Other University employees whose job responsibilities meet certain criteria (see below) have the choice of either: 1) having the University contract for and manage their portable telecommunications service and device; or 2) receiving a monthly stipend from the University to cover the cost of independently-obtained service and device.
A. Criteria for Receiving a Stipend or University-Contracted Service
With the exception of senior administrators, all employees who request that the University provide money for their portable telecommunications service must submit a "Portable Telecommunication Service/Stipend Request Form," which must then be approved by the Telecommunications Office. On the form, the employee's department head must certify: 1) the employee's business need for a telecommunications device; 2) the appropriate level of technology needed (i.e. cell phone, pager, personal digital assistant, etc.); 3) the number of minutes required; and, if applicable, 4) any other necessary service plan requirements. Any employee who - for personal reasons - terminates his/her existing University-Contracted Service before the expiration of the current service contract must pay an early contract termination fee of $175. This fee is subject to change.
B. Plan Options
- University-Contracted Service
The University contracts for the provision of portable telecommunications service and devices to: (1) all senior administrators; and (2) other qualifying employees per Section IV.A who choose this option. All related bills will be sent directly to the University, and employees may receive assistance for any service/device issues from the University Telecommunications Office.
The value of the portable telecommunication service will be reported on applicable tax and payroll documents as taxable fringe benefit income to the employee at the rate paid by the University.
- Portable Telecommunications Stipend
Qualifying employees who choose this option receive a monthly stipend to be used toward payment of their own portable telecommunication service. Stipend rates are attached in Appendix A (see above: Additional References), and can also be obtained from the Telecommunications Manager.
Employees receiving a "Portable Telecommunications Stipend" may use it to purchase the portable telecommunications service of their choice, subject to the following: 1) all employees who qualify and elect to receive the stipend must be reachable through such device at all times required by their supervisor; 2) with the exception of data-only service, the stipend may only be used towards a service plan for a device with a local phone number; 3) the University will only provide technical support for a limited list of devices (please see http://telecommunications.wlu.edu for a list of supported devices); and 4) employees whose Portable Telecommunication Device is currently provided by the University must stay with their current service provider until the end of their current service agreement.
Employees are responsible for obtaining their own portable telecommunications service, which may require a commitment to a multi-year service plan. Employees choosing this plan may contact the Telecommunications Manager for assistance in contacting representatives of certain service providers.
The amount of all stipends issued will be reported on tax documents as taxable income to the employee.
The amount of the monthly stipends is subject to review at any time by the University, and may be canceled or reduced as the University deems appropriate.
Employees should not use Portable Telecommunication Devices when operating a motor vehicle. Employees traveling outside Virginia should keep in mind that it is illegal in many states to use a cell phone while operating a motor vehicle.
Employees who are traveling on University business and who need internet access may check-out an air-card from the Telecommunications Office.
1/21/10 - Minor clerical edits to update titles of President's Cabinet and Vice President for Finance and Administration/Treasurer.