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Mobile Device Use Policy Page 1 of 15
Mobile Device Usage Policy
Mobile Device Use Policy 3
Contents
Contents............................................................................................................................................................. 3
1. Scope ......................................................................................................................................................... 6
2. Glossary of Terms ...................................................................................................................................... 6
3. Criteria for the Issue of Council Mobile Equipment .................................................................................. 6
3a. Mobile Phones/Smart Phones ................................................................................................................. 6
3b. Other Mobile Devices, including Laptops ................................................................................................ 7
4. Refusal of Requests ................................................................................................................................... 7
5. Monitoring of Mobile Communications Use ............................................................................................. 8
6. Withdrawal of Mobile Communication Devices ........................................................................................ 8
7. Lost/Stolen or Cancellation of a Mobile Communication Devices ............................................................ 8
8. Warranty of Mobile Devices ...................................................................................................................... 8
9. Driving and Mobile Communications ........................................................................................................ 8
10. Health and Safety ...................................................................................................................................... 9
11. Responsibilities .......................................................................................................................................... 9
11a. Mobile Communication Users ............................................................................................................... 9
13b. Responsibilities of ICT ............................................................................................................................ 9
13c. Responsibilities of Heads of Service/Managers/Budget Holders .......................................................... 9
12. Appendix 1 – Responsibilities of Mobile Communication Users ............................................................. 10
13. Appendix 2 – Responsibilities of ICT ........................................................................................................ 13
14. Appendix 3 – Responsibilities of Heads of Service / Managers / Budget Holders .................................. 14
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Mobile Device Use Policy 4
Revision History
Date of this revision October 2020 Date of next revision October 2021
Version Revision Date
Amended By Summary of Changes
V2.0 Sept 2013 Jane Holleyhead Reviewed and updated to include additional mobile devices that the Council now provide.
V2.1 Jan 2015 Peter Ward, Shelley Garrett, Stuart Brookes
Reviewed and updated to reflect new contract with Virgin Media, changes to the criteria for the issue of mobile equipment and removal of option for change of ownership of a mobile device.
V2.2 Jul 2015 Peter Ward Revised cost of smart phone handsets and clarification re ownership and return of devices purchased by DCST/schools.
V2.3 Sept 2016 Peter Ward, Stuart Brookes, Chris Whitechurch
Minor changes following annual review:
- Removed cost of devices, which are available via the ICT Self- Service Portal
- Referred to use of specific arrangements within partner organisations re the return of mobile devices
- Included the need to notify the Corporate Insurance Team in relation to the loss or theft of laptops and tablets
- Removed reference to use of wi-fi in a council building, following the introduction of DC-WEB service Restrictions
V2.4 April 2018 Alison Morte, Matthew Edwards, Billy Hughes, Maxine Wilkinson
Minor Changes following annual review:
- Updated hyperlinks - Removed contract pricing and
type of equipment. - Change of wording on repair to
mobile device V2.5 March 2019 Alison Morte,
Billy Hughes, Nigel Scott,
Minor Changes following annual review:
- Updated format
Mobile Device Use Policy 5
Phil Herrington, Maxine Wilkinson
- Checked hyperlinks
V2.6 October 2020
Alison Morte, Nigel Scott, Maxine Wilkinson
Minor Changes following annual review:
- Remove procedures - Checked Hyperlinks
Mobile Device Use Policy 6
Mobile Device Use Policy
1. Scope
This policy applies to ALL Council members and staff and, where appropriate, to third parties and partners who have authorised access to the Council’s information and equipment provided by the Council.
This policy sets out procedures and guidance for employees, elected members and budget holders regarding the procurement, monitoring of and acceptable use of mobile communication devices.
This policy will be modified in response to changing circumstances as mobile communications develop and in response to operational and legislative requirements. The Council will do its best to ensure that employees are made aware of these changes as and when they occur. The most current version of the policy will always be made available on the Council’s intranet.
It is the responsibility of employees to ensure that they keep up to date with the requirements of the policy.
2. Glossary of Terms
‘Mobile communications / device / equipment’ refers to any device with a SIM Card. This is inclusive of mobile phones, smart phones, iPads/Tablets and Laptops enabled for mobile data (e.g. 3G/4G).
‘Ordering service’ refers to the specific team or service area of the Council that has ordered the equipment on behalf of the employee or Elected Member.
‘Registered user’ refers to the employee or elected member who has been issued with a Council mobile device and is responsible for it under the terms and conditions of this policy.
3. Criteria for the Issue of Council Mobile Equipment Doncaster Council provides mobile communications equipment with the aim of assisting employees in the performance of their duties, where it is demonstrated that there is a clear business need. No personal use is allowed unless related to a work/business issue.
3a. Mobile Phones/Smart Phones
Heads of Service or above must be satisfied that one or more of the following business criteria are met, before authorising the request for a mobile phone/smart phone.
1. The individual provides ‘out of hours’ or emergency work/call outs and they are not
prepared to use their own phone facilities
Mobile Device Use Policy 7
2. The individual is a remote worker who has no other mechanism of being contacted whilst working away from their usual place of work and there is a is a need to communicate with them regularly relating to urgent matters
3. The individual is a lone worker or is involved in situations that could be considered as dangerous, or threatening. (However, it is important to note that mobile devices must not be relied upon as the only method of ensuring personal safety)
4. The individual is working remotely from any council buildings / work place and there is a need to regularly access one or more of the following services relating to urgent matters, either work or safety related:
Calendar
Internet/Intranet
Mobile Applications (e.g. MyDoncaster) 5. The individual’s role involves essential travel and visits to areas where other forms
of communication are not available
3b. Other Mobile Devices, including Laptops
The business criteria for the issue of other mobile devices is based on an assessment of the individual’s worker style, under the WorkSmart/Maximising ICT Resources Programme.
Further Points for Heads of Service or Above to Consider
There is the alternative where we can enable you and your staff to access Council email and calendars via your personal smartphone, at no extra cost for most smartphone deals. Please refer to the Personal Smartphone/Device Usage Policy on the ICT Customer Self- Service Portal
Where staff are working from home and have access to a Council laptop with Cisco Jabber or MS Teams, this can be used to make and receive calls from home.
It should be evaluated whether a pool mobile device will meet the needs of employees, rather than supplying on an individual basis. This usually applies when employees meet one of the criteria listed above on an infrequent basis.
The business benefits of providing a device should outweigh the cost of provision
A random sample of ‘Mobile/Smart Phone Request’ forms will be reviewed by Audit to ensure that the business criteria for the provision of a mobile communications device have been met.
4. Refusal of Requests
Heads of Service or above and ICT have the right to turn down requests for a mobile device if the person/team making the request does not meet the required business criteria. If this happens, the reasons for refusal should be made clear to the person making the request.
Mobile Device Use Policy 8
5. Monitoring of Mobile Communications Use
ICT monitor the costs associated with the mobile device. It is the responsibility of the budget holder to request information to monitor the costs to ensure the charges associated with the device are not excessive.
6. Withdrawal of Mobile Communication Devices
Employees should be aware that the Council can withdraw mobile communication devices at any time, if it is found that the business criteria for issuing a device is no longer met, or where there has been misuse of the device. It is the responsibility of the manager / budget holder and the employee to inform ICT (or in the case of partner organisations, please follow the specific arrangements in place within your own organisation).
7. Lost/Stolen or Cancellation of a Mobile Communication
Devices
If a council mobile communication device is lost or stolen it must be reported to your Manager and the ICT Service Desk, who are required to register it as a security incident.
Any costs associated with replacement devices will be charged to the service area. In the case of tablets/laptops, the loss or theft should also be reported to the Corporate Insurance Team, who will advise on any insurance cover in place to cover costs associated with the loss.
To protect the authority against any misuse, as a result of loss or theft, devices must be protected by a ‘key lock’ code, PIN or password to prevent unauthorised access. If the service is no longer required during the contract period, please complete the ‘Request Mobile Cancellation’ form available via the ICT Customer Self-service portal and termination will follow 30 days from the cancellation request date
8. Warranty of Mobile Devices
Mobile devices in need of repair should be returned to ICT, who will return them to the supplier for repair or replacement. Please bear in mind that warranties do not normally cover damage caused by misuse or neglect on the part of the registered owner.
Any costs associated with repair or replacement will be charged to the service area.
9. Driving and Mobile Communications
It is illegal to use a hand-held mobile communications device while driving. It is also an offence to cause or permit a driver to use a hand-held mobile communications device
Mobile Device Use Policy 9
while driving. Employers can be held liable as well as the individual driver if they require employees to use a hand-held mobile communications device while driving. It is the policy of Doncaster Council that employees do not make or receive calls on a mobile communications device or two way radio system (whether handheld or hands free) as the driver of a vehicle whilst at work, unless it is parked in a safe place and the engine is switched off. Any urgent calls can be checked and made at the journeys end.
10. Health and Safety
There has been considerable speculation regarding possible damaging effects to health, as a result of prolonged use of mobile communication devices. Whilst, to date, there is no clear evidence to support such claims, it is recommended that the following precautions are considered:
If using a mobile communications device, it is advisable to avoid continued use for prolonged periods
The use of an approved hands-free set.
11. Responsibilities
11a. Mobile Communication Users
Doncaster Council provides mobile communications equipment with the aim of assisting employees in the performance of their duties, where it is demonstrated that there is a clear business need.
All mobile communication users have a responsibility to use the service in a professional manner, that doesn’t incur unnecessary cost to the Council or bring the Council into disrepute.
For a full list of the responsibilities of mobile communication users, please refer to Appendix 1.
13b. Responsibilities of ICT
ICT is the sole supplier of Council mobile communications, devices and equipment. For a list of the responsibilities of ICT, please refer to Appendix 2.
13c. Responsibilities of Heads of Service/Managers/Budget Holders
Guidance notes and procedures have been produced to assist managers/budget holders in monitoring and control of mobile communication devices and all associated costs. Please refer to Appendix 3.
Mobile Device Use Policy 10
12. Appendix 1 – Responsibilities of Mobile
Communication Users
Council mobile communication devices are provided for business use only. Personal calls and data usage are not permitted unless urgently required due to a work/business issue
The use of mobile communication devices should not interfere with your day to day job requirements
Your mobile communication device should not be left ringing, or unattended, as this can cause a disturbance to colleagues
When making and receiving calls on a Council mobile communications device, ensure that you are professional and courteous at all times. In addition to this, we advise employees to either turn off their device, or divert to silent during meetings, training courses, etc.
When conducting business away from Council premises, employees should endeavour to comply with any local restrictions on the use of mobile communication devices
Employees should be aware that the use of Council mobile communication devices is subject to public scrutiny, under such legislation as ‘Freedom of Information’. As previously stated, use will be monitored
Council employees must not use Council mobile communication devices in a way that could be interpreted as harassment or abuse. In addition to this, employees must not use Council mobile communication devices in a way that could bring the council into disrepute
Mobile communication devices provided and purchased by Doncaster Council, remain the property of the Council and are for Council use only. It is registered to you the employee and as such, you are responsible for its use, safekeeping and security, until it is returned to ICT
Mobile communication devices provided by Doncaster Council but purchased by partners/schools, remain the property of partners/schools and are for business use only. It is registered to you the employee and as such, you are responsible for its use, safekeeping and security, until it is returned.
If the business criteria under which you were originally allocated a mobile communication device has altered and you no longer meet any of the criteria, you must notify your manager / budget holder and return your mobile device to ICT (or in the case of partner organisations, please follow the specific arrangements in place within your own organisation). The mobile device will then either be transferred to another employee or the contract terminated.
If you change post, you must not take the device with you and instead return it ICT (or in the case of partner organisations, please follow the specific arrangements in place within your own organisation). The mobile device will then either be transferred to another employee or the contract terminated.
Employees issued with a Council mobile communication device must ensure the security of the device (and associated equipment) at all times by using a PIN, password, or key-lock if available. Should a mobile communication device be lost or stolen, the registered user must report this immediately to their manager / budget holder and the ICT Service Desk
Employees must take all necessary steps to ensure the security of information when using their mobile device (e.g. ensure the screen is not visible to others).
Update settings so that your phone auto-locks within 10 minutes of inactivity
Mobile Device Use Policy 11
Never give your username, password or any of the server connection information to anyone including other staff or ICT support teams. (ICT will never
Mobile Device Use Policy 12
ask for this information. This information must never be entered anywhere other than your device local setup)
Devices must synchronise directly with the corporate email system with no access through third party systems or applications. You should not have to enter your username, password or server details anywhere other than in your phone's set up screens (this includes any web pages you may encounter on the phone)
If Apps are downloaded onto the device ensure the updates are disabled, as this potentially can create a high data charge
When at home, configure the device to use the local wi-fi (where available) rather than the 3G/4G as this is more cost effective
Employees must care for and use the equipment in their possession in a responsible manner. Where breakages, damage or loss is caused through negligence on the part of the employee, you may be required to cover the cost of replacement or repair
Equipment must not be left in vehicles
Verbal or SMS (text) messages and images made or stored on mobile devices issued by the Council are not private and may, if appropriate, be monitored to check compliance with the policy
Deliberate misuse of equipment covered in this policy and the conditions for use set out in this policy may result in disciplinary action as defined in the Council’s disciplinary rules.
Mobile Device Use Policy 13
13. Appendix 2 – Responsibilities of ICT
Ordering of all approved mobile communication devices and equipment via the corporate contract
Supply of all mobile communication devices and supporting equipment
To ensure that all redundant devices are securely disposed of under the WEEE1 directive
In conjunction with managers / budget holders, ensuring employees are on the most appropriate and cost effective tariff for their business requirements
Administration of all equipment costs, monthly rental charges and call costs via an appropriate expenditure code provided from each budget holder (this administration is carried out by the ICT Technical Acquisitions Officer).
Monitor call and data usage and liaising with Line Managers 1 Waste Electrical and Electronic Equipment European Directive.
Mobile Device Use Policy 14
14. Appendix 3 – Responsibilities of Heads of Service /
Managers / Budget Holders
Contract Management
Guidance for budget holders to review and notify ICT of any unused accounts
By allowing inactive accounts to go unchecked, the Council/partners/schools continue to pay for accounts not used.
It is the responsibility of the budget holders to notify ICT (or in the case of partner organisations, please follow the specific arrangements in place within your own organisation) of any changes resulting in individual mobile services that are no longer needed.
The budget holder of the ‘ordering service’ remains responsible for all charges until the equipment is transferred to an alternative employee or until the contract is able to be terminated.
Where ‘early termination’ charges apply, these will also be the responsibility of the budget holder of the ‘ordering service’.
Procedure
Complete the ‘Request Mobile Cancellation’ form available via the i-serve self service portal
The standards and criteria for the issue of Council mobile equipment
Guidance
Heads of Service or above must be satisfied that one or more of the following business criteria are met, before authorising the provision of a mobile device.
Business Criteria for the Issue of Mobile Phones/Smart Phones
1. The individual provides ‘out of hours’ or emergency work/call outs and they are not prepared to use their own phone facilities
2. The individual is a remote worker who has no other mechanism of being contacted whilst working away from their usual place of work and there is a is a need to communicate with them regularly relating to urgent matters
3. The individual is a lone worker or is involved in situations that could be considered as dangerous, or threatening. (However, it is important to note that mobile devices must not be relied upon as the only method of ensuring personal safety)
4. The individual is working remotely from any council buildings / work place and there is a need to regularly access one or more of the following services relating to urgent matters, either work or safety related:
Mobile Device Use Policy 15
Calendar
Internet/Intranet
Mobile Applications (e.g. MyDoncaster) 5. The individual’s role involves essential travel and visits to areas where other
forms of communication are not available
Business Criteria for the Issue of Other Mobile Devices, including Laptops
The business criteria for the issue of other mobile devices is based on an assessment of the individual’s worker style, under the WorkSmart/Digital Transformation
Budget Controls
Anticipated usage should be considered and estimated call/data costs should be identified prior to authorising the provision of a mobile communications device. This should actively continue throughout the life of the contract
If the service is no longer required during this contract period, please complete the ‘Mobile Device Cancellation’ form available via the ICT Customer Self-Service Portal and termination will follow 30 days from the cancellation request date
Procedures for suspending accounts
Mobile communication devices provided and purchased by the Council remain at all times the property of the Council. Mobile communication devices provided by Doncaster Council but purchased by partners/schools, remain at all times the property of partners/schools.
Staff Leaving the Council/Moving to a New Post
It is the responsibility of the budget holder / manager to ensure the mobile communications device is returned to them before the employee leaves the council/moves to a new post
The budget holder / manager should then notify ICT and return the mobile communications device (and all associated equipment) to ICT (or in the case of partner organisations, please follow the specific arrangements in place within your own organisation). Budget holders / managers must not transfer the mobile communications device to another staff member. (If there is continued business justification for a mobile device for a new employee, the process outlined earlier in this policy for ordering of a Council Mobile Phone/Smart Phone must be followed).
The budget holder / manager of the ‘ordering service’ remains responsible for all charges until the equipment is transferred by ICT (or in the case of partner organisations, transferred in line with the specific arrangements in place within your organisation) to an alternative employee, or until the contract is terminated
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Misuse and Excessive Use
Monitor the usage through the Vodafone/EE Billing Portal. Actively question and challenge, to ensure usage is correct and appropriate taking the relevant disciplinary action where appropriate
Any costs incurred unnecessarily, should be considered for recovery
Refer to the steps outlined in Budget Controls and Budget Management
Budget Management
Mobile communication costs should be assessed & reflected in budgets
It is essential that budget holders assess the financial implications of adding a new device to the network. This should then be evaluated and reflected in budgets. The cost of the Mobile/Smart Phone handset (standard base model) and monthly charge for usage is confirmed on the Mobile Phone Request’ form, available via the ICT Customer Self-Service Portal. If you have any specific business requirements that are not met by the standard base model, the required model and cost will be confirmed by ICT.
Information available to budget holders to assist in managing costs and reviewing
usage
Guidance
The budget holder must check monthly budget reports from ERP. Budget holders are responsible for controlling the cost of mobile communications in their area of responsibility, additional information can be provided on request from ICT
Review
If a budget holder / manager considers that a registered owner is using their device excessively, or inappropriately, then as part of the overall investigation, the following points should be considered:
o Establish if the employee has been using a Council mobile device for
business calls, instead of an available Council land-line o If the calls are valid business calls, no further action is taken and the
employee is advised of this o If the calls are found to be excessive, this may result in the mobile device
being suspended or re-allocated by ICT (or in the case of partner organisations, through the specific arrangements in place within your own organisation) to another employee. Disciplinary procedures will be invoked.
