1.
A Cellular Service Request Form must be completed to request the purchase or
lease of a cellular telephone or for the payment of a contract for ongoing air
time charges. The completed form, including the appropriate approvals,
should be forwarded to the Telecommunication Department. Approval may only
be granted when the use of a cellular telephone best meets a particular institutional
communication need and not for user convenience. To this end, other options
such as two-way radios and pagers should be considered.
2.
Upon receipt of an approved request form, the Telecommunication Department will
assist in determining the most effective service plan to meet the user’s
needs. Telecommunication will contact the cellular telephone provider and
arrange for the service and delivery date.
3.
All costs associated with cellular telephone service will be charged to the user’s
department. Such costs include, but are not limited to, equipment, service
initiation fee, monthly fees, per-minute costs of calls in excess of the calling
plan allocated, maintenance and repair of equipment, and programming and replacement
of lost, stolen or damaged equipment.
4.
Monthly billing for cellular services will be reviewed by the Telecommunication
Department only to ensure the most cost effective rate plan is being
used. Payments for services will be issued by Telecommunication
to the cellular service provider. The user’s department will be charged
the appropriate amount on their Telecommunication monthly statement which will
include detailed information of the charges. .
5.
It is the responsibility of the Department Head
to provide a monthly examination of the cellular telephone
billing and to maintain copies of all monthly billing reports. This
review is to ensure proper use of the equipment and to identify
any non-University use of the cellular telephone services by
the user or by other unauthorized users that result in per-minute
charges or per-item charges in excess of a user’s calling
plan allocation. Each non-University call must be identified
on the billing report and approved by the Department Head.
6.
Cellular telephone service should be used for official University business only. ALL
cellular telephone calls, both incoming and outgoing, are billable to the user. Users
must not allow family members, friends, or other non-authorized users to use
a University issued cellular telephone for any purpose.
7.
The University recognizes that occasional personal use of a University cellular
telephone by an authorized user may be necessary to address a family crisis or
urgent need and that such occasional personal use is conducive to promoting an
efficient workforce. Such occasional personal use is permitted if it is
limited to such purposes, is minimal and incidental when compared to the business
use of the cellular telephone, and does not result in any per-minute or per-item
charges in excess of the authorized user’s calling plan allocation.
8.
In the event of per-minute or per-item charges of personal or unauthorized use
of a University cellular telephone, the authorized user must reimburse his or
her department for these charges. The reimbursement must be made in full
during the billing cycle immediately following the billing cycle in which the
charges were incurred. Failure to make payment or repeatedly incurring
charges resulting from personal or unauthorized use may result in forfeiture
of the University cellular telephone and/or other disciplinary action, including
termination of employment, as provided by University policy. In addition,
any unpaid charges may be withheld from an authorized user’s wages as provided
by University policy.
9.
All authorized users must be aware of state and municipal laws regarding the
use of cellular telephones while driving. In addition, use of cellular
telephones while driving can cause a hazardous distraction, especially during
adverse weather, heavy traffic, and/or limited visibility conditions, and should
be avoided.
10. Users should
contact Telecommunication to coordinate the repair and/or replacement
of cellular telephone equipment.
11. Users
of cellular services may be asked to re-submit justification
on an annual basis.
12.
Inappropriate use of cellular telephone features such as
text messaging and camera capabilities is strictly prohibited
and subject to disciplinary action including termination of
employment as provided by University policy.
13.
In the event of a disaster or emergency affecting the University, cellular telephones
may be retrieved and redistributed to predefined areas.
14.
To obtain a copy of the Cellular Service Request Form or additional information,
visit the Telecommunication Department website at telecom.ua.edu or call Wendy
Stiteler at 8-0541
