6.24 Use of College Telecommunications Policy

I. Purpose

This policy addresses the use of landline, Voice over Internet Protocol (VoIP), and cellular phones that are provided by Central Piedmont Community College.

II. Policy

The College provides access to landline and VoIP telephones and related services for College business use. Local lines may be used for limited personal use. Personal use must not result in additional cost to the College or hinder an employee’s ability to complete assigned responsibilities. Cellular telephones and service are provided for qualified full-time employees primarily for business purposes.

Use of Central Piedmont telecommunications shall be consistent with local, state, and federal law and in accordance with all College policies and procedures. All Central Piedmont users are responsible for using the resources in an efficient, responsible, considerate, ethical, and lawful manner. Access to telecommunications resources is a privilege, not a right, and as such, can be withdrawn from those who use it irresponsibly. Users of Central Piedmont telecommunications resources who are determined by the College to have purposely violated any of the telecommunications policies will be subject to disciplinary action up to and including suspension of access to technology resources, other disciplinary actions up to and including dismissal, and/or legal action.

III. Landline and VoIP Telephone and Service Use

A. Users must not authorize collect calls to the College.

B. Users must not make personal directory calls to 411 or 555-1212 from landline or VoIP telephones.

C. Supervisory approval is necessary to authorize long distance capabilities for an employee’s telephone.

D. Long distance calls (telephone or fax) are intended for College business. If it is necessary to make a personal long distance call, a personal calling card or credit card should be used. Reimbursement is expected for all landline calls verified as personal long distance made at the expense of the College. Repeated long distance use of College telephone lines may subject an employee to disciplinary action.

IV. Cellular Telephone and Service Use

A. Requests for cellular telephone service should be made to the immediate supervisor and the unit vice president by completing the Cellular Telephone/Data Access Employee Agreement and Mobile Device Synchronization Agreement. The executive vice president must approve the purchase of cellular telephone service for qualified employees. Qualified employees are those who:

Travel frequently on College business

Need to be available in an emergency or for decision-making purposes

Travel between work sites or are not physically present at a fixed workstation

Lack availability to landline telephones

Are considered key personnel

Are assigned work that is critical to the operations of the College and from whom an immediate response is required

B. The employee must complete a Cellular Telephone/Data Access Employee Agreement and Mobile Device Synchronization Agreement documenting the justification for cellular telephone service. These forms must be approved and on file before activation of service. The cellular telephone administrator will establish a monthly fixed-rate plan with the service provider and purchase the equipment for the employee. The fixed-rate plan will be determined at the time the contract is signed with the employee. The employee will be responsible for all costs exceeding the fixed-rate plan. If any overage occurs, the employee must provide written justification to his/her immediate supervisor for approval of the additional cost. The employee must fully reimburse the College for any overage within 45 days from the invoice date or telephone service will be deactivated.

C. The immediate supervisor should periodically review whether the employee assigned a cellular telephone continues to have a business need and remains eligible for cellular phone service. The immediate supervisor must immediately notify the unit vice president and the cellular telephone administrator when the employee no longer qualifies for cellular telephone service.

D. Any employee must immediately notify the cellular telephone and service provider and the Central Piedmont cellular telephone administrator and ITS Help Desk if the cellular telephone is lost or stolen.

E. In the event an employee is on a leave of ten days or more, the College reserves the right to deactivate or cancel cellular telephone services. Employees must notify the cellular telephone administrator when their leave or employment status changes. Leave status changes include military deployment, a leave of absence, Family Medical Leave (FMLA), and others.

F. Employees may use personally owned cellular telephones to make business calls if needed. Reimbursement for business calls is at an established fixed rate and will not exceed the monthly plan cost.

G. Unassigned cellular telephones to support critical areas must be properly controlled and assigned to an individual within that area. This individual will monitor and review the monthly statements for accuracy.

H. Employees are discouraged from using handheld cellular telephones while operating a motor vehicle.

I. Any misuse or fraudulent activity involving a College-issued telephone may result in disciplinary action.

J. Data storage, including email and documents, will only be permitted on College-owned and managed devices including cell phones and PDAs. Personal unmanaged devices will not be permitted to connect to College email or document storage systems.

Changes approved by Board on August 29, 2012
Changes approved by Cabinet on June 7, 2004; January 10, 2005; July 27, 2005