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HomeMy WebLinkAboutF16.0 Cellular Telephones �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- CELLULAR TELEPHONES SECTION. F NUMBER: 16.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 1 of 4 PURPOSE 16.1 The purpose of the Cellular Telephones policy is to provide guidance to the employees of the City of Grapevine, concerning their use of City-supplied cellular phones, smart phone devises, and associated telephone numbers paid for by the City. They are provided to enable City employees to work more efficiently and effectively. Cellular phones and PDA devices must be used in accordance with City policies and procedures. POLICY 16.2 PROPERTY OF THE CITY OF GRAPEVINE All City-supplied cellular phones and smart phone devices are the property of the City of Grapevine. The City has the right to access all stored electronic files and data on them to ensure proper use. Any information transmitted over or stored on this equipment is public property and subject to disclosure and public access as provided by law. The City has the right to monitor all of its cellular phone and PDA device logs at its discretion and as allowed by law. 16.3 GENERAL CELLULAR PHONE AND PDA DEVICE USE All Public Safety purchases and requests for support/service for City-issued cellular phones and smart phone devices must be coordinated with the Public Safety Cellular Coordinator in the Police Department. All non-Public Safety purchases support or service requests are to be coordinated with the Non- Public Safety Cellular Coordinator in the I.T. Department. Funding for the purchase of City-supplied cellular phones and smart phone devices is the responsibility of the end user department. Any employee using a City-supplied cellular phone or smart phone device does so with the following stipulations: 16.3.1 The City of Grapevine is not responsible for any illegal, objectionable or improper use of the City's cellular or smart phone resources by its employees. Employees will be subject to disciplinary action and/or loss of use of the device if improper use is determined. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- CELLULAR TELEPHONES SECTION. F NUMBER: 16.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 2 of 4 16.3.2 Unauthorized use of another employee's City-issued cellular equipment may result in disciplinary action up to and including termination. 16.3.3 Call logs and monthly cellular bills are subject to State of Texas Open Records' laws. 16.3.4 Upon separation from city employment, all City-supplied cellular phones & smart phone devices must be returned to the employee's supervisor. Employees retiring from the City may request consideration of their keeping their cellular number (provided that they assume all financial and any other associated responsibility for it indefinitely). This decision is at the sole discretion of the City. 16.3.5 Any new, additional cellular features and/or work-related applications must be authorized by an employee's supervisor, using the Cellular Application Form (see Attachment D, number 16.0). 16.4 CELLULAR PHONE AND PDA DEVICE COSTS 16.4.1 Individual departments shall determine which of their employees need to have a \City-supplied cellular phone or smart phone device. Employees needing such a communication tool may receive either a specifically assigned or a pooled-use device. 16.4.2 Employees receiving a specifically assigned phone/device will be required to participate in one of the following plans: Plan 1: A shared cost between the City and the employee with the employee responsible for 25% of the base monthly plan cost. In addition, if the employee exceeds his/her base plan minutes, all incoming and outgoing personal calls will be reimbursed back to the City at the rate charged by the vendor. Plan 2: The total cost of all incoming and outgoing personal calls for that assigned telephone number at the appropriate per minute rate for their specific business plan. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- CELLULAR TELEPHONES SECTION. F NUMBER: 16.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 3 of 4 Plans 1 or 2 must be reimbursed back to the City Finance Department. 16.4.3 A City/Employee shared cost agreement form must be signed by the employee and kept on file by the employee's supervisor(see Attachment: D number 16.0 — Cellular Application Form). 16.4.4 Employees receiving a City pooled-use cellular phone will incur no shared cost; but, must reimburse the City for all (incoming and outgoing) personal calls as charged by the vendor. 16.5 DEPARTMENT DIRECTOR'S AND/OR SUPERVISOR'S RESPONSIBILITIES Each department director and/or supervisor is responsible for: 16.5.1 Maintaining a list of staff having City-supplied cellular phones and smart phone devices. This list must be provided to Finance and the appropriate cellular coordinator. 16.5.2 Maintaining the original of each employee's shared cost agreement form. (A copy of it must be forwarded to Personnel). 16.5.3 Ensuring that the cellular phone bills for departmental employees with City-supplied cellular phones or smart phones are periodically reviewed for compliance with City policy. 16.5.4 Advising the appropriate Cellular Coordinator of any changes to business plan, features, cancellations, travel coverage needs or whatever impacts AT&T billing and/or the employee's payroll deduction. 16.5.5 Employee owned smart phones can be used for City business and set-up for e-mail sync. Providing a supervisor considers this a real business need and sends a request to the IT Director. See Section F Number 12.0 for Data Storage policies. 16.6 POLICY VIOLATION CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- CELLULAR TELEPHONES SECTION. F NUMBER: 16.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 4 of 4 Violation of this policy by an employee can result in disciplinary action up to and including termination.