Originator: Chief Information Officer
Approver: Senior Leadership Team
Effective: September 1, 2020
Mobile devices (cell phones) are important tools for connectivity and collaboration. Not all staff require mobile devices for their jobs, but for those who do, the College will provide a mobile device and cover the operating costs. Personal use is acceptable providing the College does not incur costs and the use does not pose a risk to the College, College systems, or data.
“Mobile Device/Cell Phone” for this policy, these are interchangeable terms referring to a portable device with cellular capabilities. This does not include laptops, but it may include some tablets.
“In‑Scope device” is any mobile device covered by this policy, this includes mobile devices on a College funded corporate contract, other College funded contract, or funded through a stipend.
“Corporate Plan/Plan/Cell Phone Plan” a contract between the College and our selected provider to provide data, calling, texting, roaming and other services related to cellular mobile devices.
“The Program” is the mobile device program that is defined by this policy and provides for the provision and management of mobile devices and cellular service for employees.
The College will establish, maintain, and administer a corporate cell phone agreement to provide the maximum benefit to the College. The expectation is that all College‑issued mobile devices will operate under this plan.
ITS will provide support services for mobile devices including:
All costs associated with a mobile device will be held in the operational budget of the finance manager(s) funding the mobile device. This includes mobile device, accessories, repairs, fees, and travel plans. Mobile devices will have two budget lines:
The College provides mobile devices to individuals under the following circumstances:
5.4.1 Regular Review of Need
Managers will establish and regularly (at least annually) review the need for an individual to have a mobile device. If the mobile device is funded by an area other than where the staff reports, then the funding manger(s) and the staff’s manager will collaborate on these reviews.
5.4.2 Shared Mobile devices
The use of shared mobile devices for certain jobs or intermittent requirements is acceptable, provided it is managed by the department with the need and coordinated through ITS. Mobile devices are typically assigned to individuals.
Mobile devices are for College business; however, limited personal use is acceptable provided that:
5.5.1 Personal costs
Staff who incur personal costs above the base plan amount may be required to reimburse the College for excessive personal use or may have their service terminated.
In general, it is not the intent of this policy to encourage frequent, detailed reviews of mobile device usage. However, mobile device usage will be audited, and excessive or inappropriate use will be reviewed.
Staff who incur costs related to personal travel will reimburse the College (see 5.13 Travel and Roaming).
Staff should use Wi‑Fi for data connectivity wherever feasible and appropriate. This can significantly reduce the data usage costs for the College.
In general, when choosing a method of funding a mobile device, participation in the corporate plan is encouraged. The corporate plan provides a significant advantage to individuals in terms of features and for the College to ensure the best possible functionality for staff based on the College’s needs.
For situations where there is a demonstrated need for an individual to use a plan other than the College’s corporate plan, the college will either fund the plan (see 5.1 College Cell Phone Plan), or the individual will receive a stipend to compensate them for the use of their personal mobile device and personal plan for college business.
5.7.1 Stipend Amount
The stipend will be the base monthly amount for a mobile device on the corporate plan. The stipend amount may change based on changes to the corporate plan.
The College owns mobile devices provided under the corporate program. Mobile devices will be returned to the College when an individual exits the program.
5.8.1 Keeping your mobile device
Staff are not permitted to keep any mobile device purchased by the College under the program.
Staff joining the program may choose to transfer their personal mobile device to the corporate plan. In this case, the mobile device will remain the property of the individual.
Staff joining the program may choose to transfer an existing phone number onto the corporate plan. In this case, the College will not reassign the phone number to other individuals and the staff will be entitled to transfer the phone number out should that be required.
Staff who exit the program for whatever reason may choose to keep their phone number provided that:
In general, if staff have transferred in a phone number, they are entitled to transfer it out. However, the College may not permit the transfer if the number has become a general use number for the College.
Given that staff will not be performing their job functions during leaves, the College will generally not provide staff with mobile devices during leaves. In rare cases, with a bona fide business reason and with the approval of a Dean/Director, College staff will be permitted to retain (and the College will cover) the cost of plans while staff are on leave.
Staff who are on leave from work for more than two months will be required, at their manager’s discretion, to either:
Often fees are associated with traveling outside of Canada. Plans exist to reduce travel and roaming charges and ensure appropriate service. In advance of travel, staff should contact ITS Mobile Device Support to ensure the appropriate plans are in place for their situation.
ITS, in consultation with the College community, will establish standards for mobile devices and accessories.
5.14.3 Upgrades to Mobile Devices
There is a significant financial advantage to the College to maximize mobile device use and minimize upgrades. If a mobile device is functional and complies with standards, it should generally be retained and used.
5.14.4 Exceptions and purchasing outside of guidelines
Operational budgets may be used to purchase or upgrade mobile devices outside of the prescribed guidelines in section 5.14.2 Mobile Device Options, provided that there is a bona fide business need that justifies the use of College funds.
5.14.5 Repair, Damage, and Loss
Staff should make every effort to maintain their mobile device securely and in working order. In the event of damage or loss, the College will cover the repair or replacement provided the damage or loss is not the result of negligence or inappropriate use.
126.96.36.199 Report Lost Mobile devices
Lost mobile devices should be reported to ITS immediately to prevent data loss or exposure of College systems.
The cellular capability of a tablet is covered by this policy; however, this policy should not be interpreted as endorsing or otherwise permitting tablets to be purchased. The selection of a tablet as a computing device is expressly not addressed by this policy.
The College will cover the cost of accessories to protect mobile devices, such as cases. A standard offering or price range will be established by ITS.
The College will apply appropriate management software and control systems onto in‑scope mobile devices—this includes mobile devices on the corporate contract, other College funded contract, or funded through a stipend.
5.16.1 Right of inspection
The College reserves the right to review and physically inspect any in‑scope mobile devices to ensure compliance with security standards.
5.16.2 Right of Seizure
In the event of investigations or e‑discovery, in‑scope mobile devices may be seized without notice. A seizure under this section must be authorized by the Chief Human Resources Officer, Chief Information Officer, or General Counsel.
5.16.3 No Reasonable Expectation of Privacy
Employees have no reasonable expectation of privacy over the content or usage of mobile devices covered by this Policy.
RRC Polytech campuses are located on the lands of Anishinaabe, Ininiwak, Anishininew, Dakota, and Dené, and the National Homeland of the Red River Métis.
We recognize and honour Treaty 3 Territory Shoal Lake 40 First Nation, the source of Winnipeg’s clean drinking water. In addition, we acknowledge Treaty Territories which provide us with access to electricity we use in both our personal and professional lives.