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SUNY Oswego Cellular Telephone Policy

This policy describes the assignment, use and management of cellular telephones by employees of SUNY Oswego. SUNY Oswego provides for the use of cellular telephones for those individuals whose duties and responsibilities require immediate or remote communications capabilities.

I. Policy

The Chief Administrative Officer or designee shall be responsible for the administration of cellular telephone use, including the acquisition of equipment; the specific service plan for telephone use, and method of reimbursement for personal telephone calls by employees. The acquisition of cellular telephone services and service plans shall be in accordance with the State University of New York Administrative Procedures Manual - Item 300 - Purchasing and Contract Procedures.

A. The assignment of cellular telephones must be approved by a designated campus administrative official and should be only to employees whose duties and responsibilities require immediate and off-site communication capabilities. The designated administrative official must review the assignment of all cellular telephones at least annually to assure compliance with this policy.

B. A current inventory of all cellular telephones must be maintained. Such inventory must include decal numbers, serial numbers, and telephone numbers, along with the name of each employee to whom a unit has been assigned.

C. Each employee assigned a cellular telephone must sign an acknowledgement of the Cellular Telephone Policy (see Attachment 1), which is to be maintained in the employee's personnel file.

D. Each employee assigned a cellular telephone shall be primarily responsible for the security and maintenance of the unit and must immediately report the theft, loss or vandalism of the unit.

E. If the nature of an employee's job requires them to remotely send or receive email messages, that employee will be eligible to use a "smart phone" (i.e. iPhone or Blackberry) and will be provided with the appropriate data plan. The use of a smart phone and addition of a data plan requires approval of a designated campus administrative official.

F. If the nature of an employee's job requires them to remotely send or receive text messages, that employee will be provided with the appropriate text messaging plan. Adding a text messaging plan requires approval of a designated campus administrative official.

G. Assigned cellular telephones should be used for official business-related activities. Personal use of an assigned unit shall be occasional, incidental or for emergencies.

H. A monthly usage bill will be provided to each employee assigned a cellular telephone. The employee is responsible for reviewing the monthly usage bill and must reimburse SUNY Oswego for any outgoing personal calls, text/picture messages and data overages.

I. All employees assigned a cellular telephone must complete and sign a Monthly Cellular Telephone Reimbursement Report (see Attachment 2), which will be included with their monthly bill. Additional copies may be obtained by contacting the CTS-Telecommunications office in 102 Culkin Hall.

J. The responsibility for assigned cellular telephones cannot be transferred to another employee. When an employee to whom a cellular telephone has been assigned terminates employment or transfers to another campus position no longer requiring the use of a cellular telephone, the unit, including any accessories, must be returned to the designated administrative official in appropriate working condition prior to the employee's last day at work or in their original assignment.

K. Any employee assigned a cellular telephone who fails to comply with SUNY Oswego's cellular telephone policy may have their telephone privileges suspended or revoked and may be subject to disciplinary action.

II. Procedure for Recording Cellular Reimbursements

Reimbursements of personal cellular telephone calls will be done upon receipt of the signed Monthly Cellular Telephone Reimbursement Report via an adjustment to the employee's personal telephone account. If said employee does not have a personal telephone account, payments for reimbursement should be made via check or money order payable to SUNY Oswego and forwarded with a signed Monthly Cellular Telephone Reimbursement Report. Completed Monthly Cellular Telephone Reimbursement Reports should be returned to the CTS-Telecommunications Office by the 22nd of each month even if the employee has no personal telephone calls to report. Failure to submit a Monthly Cellular Telephone Reimbursement Report may subject an employee to disciplinary action.

III. Cellular Telephone Use While Driving

By Executive order and consistent with New York Vehicle and Traffic Law 1225-c, all state agencies have been directed that employees shall not use hand -held mobile telephones to "engage in a call" or "compose and/or send a text message" while operating state or personal motor vehicles on public highways when conducting State business. Police and peace officers engaged in the performance of their official duties are exempted, as are emergency communications to obtain assistance from a medical provider, ambulance, fire or police entities. First violations will result in a warning to the employee, and subsequent violations may subject the employee to discipline and confiscation of the cellular telephone. Hands-free cellular equipment is available for purchase and shall be obtained should such use be necessary and prudent.


Last updated : 12/2009