MOBILE PHONE POLICY

Rev 03 (14th February 2017) 1 of 7

TATIARA DISTRICT COUNCIL

TATIARA DISTRICT COUNCIL

MOBILE PHONE POLICY

MOBILE PHONE POLICY

Rev 03 (14th February 2017) 2 of 7

TATIARA DISTRICT COUNCIL

Table of Contents

Table of Contents ............................................................................................................... 2

Definitions ............................................................................................................................. 3

Type of Network .................................................................................................................. 3

Service Provider................................................................................................................... 3

Responsible Officer ............................................................................................................. 3

Distribution – Sign on/off .................................................................................................... 3

Mayor ................................................................................................................................... 3

Usage .................................................................................................................................... 3

(1) Usage – Commercial Use Only .............................................................................. 3

(2) Private Use ................................................................................................................ 4

Call Charges ........................................................................................................................ 4

Council will pay all Council business calls. ...................................................................... 4

Stolen Property Procedure- Notification Within 24 Hours .............................................. 4

Storage of Phones .............................................................................................................. 4

(1) Home ......................................................................................................................... 5

(2) Vehicle ...................................................................................................................... 5

(3) Office ......................................................................................................................... 5

Memory – Standard Phone Numbers ............................................................................... 5

Hands Free Operation ........................................................................................................ 5

Procedure for Upgrade ...................................................................................................... 5

Mobile Phones at Meetings and Training Courses ......................................................... 6

Security – PIN numbers ....................................................................................................... 6

Message Bank – Mandatory ............................................................................................. 6

Holiday/Leave Usage ......................................................................................................... 6

Computer Systems Usage Policy ...................................................................................... 6

Violations: ............................................................................................................................. 6

Review .................................................................................................................................. 7

RECORD OF AMENDMENTS ................................................................................................ 7

MOBILE PHONE POLICY

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TATIARA DISTRICT COUNCIL

Definitions

Car Kit or Hands Free - Accessory that allows the legal use of a mobile telephone whilst

operating a vehicle.

Statement - The monthly summary of all calls, text messages and associated charges for

each mobile telephone service.

Smart Phone - A mobile phone that is able to perform many of the functions of a computer,

typically having a relatively large screen and an operating system capable of running

general-purpose applications.

Type of Network

Council currently has a digital mobile phone network. These consist of predominantly

handheld phones with car kits fitted in vehicles.

Service Provider

All mobile phones are on a “Telstra” Corporate Plan.

Responsible Officer

In relation to the purchase, negotiation, replacement and other matters surrounding mobile

phones the responsible officers are in Council’s Management team. The Management Team

will decide whether the phone is a normal phone or a smart phone.

Where a service needs adjustment, checking or advice, these officers are to be notified or

consulted before proceeding.

In relation to the day to day care and use of phones, the individual users are the responsible

officers as may be applied in relation to further provisions of this policy.

Distribution – Sign on/off

All phones issued must firstly be authorised by Council’s Management team and secondly

the accepting officer will sign a receipt for the relevant equipment.

Mayor

The Mayor shall be issued with a smart phone for all Council business purposes and Council

will meet the cost of the purchase and maintenance and will pay for a $60 per month plan.

Costs over that amount to be reimbursed to Council by the Mayor.

Usage

All users must abide by the terms in the “Mobile Phones Policy”.

(1) Usage – Commercial Use Only

Council’s mobile phones are to be used for Council Business use only, unless otherwise

agreed and documented in a Council Employee’s “Employment Package” or

personnel file.

Council Mobile Phones are not to be used for individual “business” or private matters

related to income generating activities.

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TATIARA DISTRICT COUNCIL

(2) Private Use

From time to time a personal call may be made, if important, while you are on

Council business. This privilege should not be abused or the use of the mobile phone

may be restricted or removed.

Call Charges

Any private calls that are made that are either frequent, long distance, (STD or ISDN) or of

long duration may need to be reimbursed to Council by the user. Should an employee either

exceed their prepaid allocation or receive a monthly statement that is ‘out of the ordinary’,

the employee shall justify the increase of use to their Departmental Manager. In the event

that the misuse of a mobile telephone is found, the employee will be responsible for the

payment of the charges deemed excess by the relevant Manager.

Council will pay all Council business calls.

Council will reimburse employee’s mobile phone call costs when the employee uses their

mobile phone for Council business however the radio should be the preferred option unless

the call is personal or confidential.

Stolen Property Procedure- Notification Within 24 Hours

Should a mobile phone be lost or stolen, the responsible officer/user must report the matter to

the Manager Corporate & Community Services for replacement, insurance purposes and

notification to service providers, and to the Police if applicable.

Storage of Phones

Responsible officers/users must use and care for the phones in their possession in a

responsible manner. Breakages, damage or loss of equipment may lead to the need for

reimbursement to the Council of any associated costs incurred to the Council, in relation to

the repairs or replacement of the affected equipment.

Responsible officers/users are required to keep mobile phones clean, and in serviceable

condition to the best of their ability. Mobile phones should have a protective cover and

when not in use clip onto the employee’s belt or clothing where possible.

Keep batteries charged at all times and report all irregularities immediately as discussed

elsewhere in this policy.

There are a number of built in protection mechanisms that you may need to use in the

operation and day to day use of a mobile phone and they are as follows:-

Activate the “Keypad Lock” (Check your user manual)

For extended periods (i.e. several days etc) switch the phone off when not in use. If

the phone is subsequently stolen or lost, a PIN code must be used to unlock the

phone.

You may need to take the “Sim Card” out of the phone if someone else is to use the

phone, or if the phone is to be sent away for repairs. If in doubt, consult with the

Manager Corporate & Community Services.

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(1) Home

Secure the phone at home, as if it is your personal possession. Use the keypad lock if

needed, as you are responsible for the call charges billed to “your” mobile phone.

(2) Vehicle

Mobile phones are not to be left in vehicles while unattended. There is a tendency for

vehicles to be broken into for the sake of stealing a mobile phone. These costs while

not necessarily claimable under insurance, are none the less significant and may be

charged back to you.

(3) Office

While in the Office store the phone and associated equipment with due care. If

lending the phone to other officers, document this use as you may do if someone

borrows a vehicle from you.

Memory – Standard Phone Numbers

“Sim Cards” (or memory cards) are transferable between some models of mobile phones.

These cards essentially holds a mobile phone book, Council account information and allows

costs to be billed to the Council and should be protected at all times.

Council may implement a standard list of frequently called numbers that could be stored on

the mobile phone. This may be particularly important in emergency situations.

(1) Personalised

Please limit personalisation of mobile phone memories to a minimum and only store

numbers on them that may also be viewed or used by other users.

Hands Free Operation

The use of mobile phones whilst driving is forbidden unless hands frees function is activated. It

is an offence (driving without due care) to use mobile phones whilst operating a motor

vehicle and the incursion of expiations and fines will be solely at the employees cost. Any

vehicle damage incurred as a result of this practice, which is not recoverable through

insurance, may be recovered from employees.

It will not be an excuse that budget restrictions or non fitment of equipment lead to an

offence.

Procedure for Upgrade

Purchases can only be initiated through Council’s officers only after budget allocations and

Council’s Management Team’s approval has been given. Council’s Management Team

reserves the right to allocate or move mobiles throughout the organisation to the best

advantage of Council.

Phones will generally be upgraded in accordance with the provisions of this policy.

All requests for upgrade of service/functionality/installation/training including car kits, must

be submitted to the Manager Corporate & Community Services and be within budget limits

previously approved.

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TATIARA DISTRICT COUNCIL

Mobile Phones at Meetings and Training Courses

As a matter of courtesy to the convener all mobile phones are to be turned off or in an

emergency placed on vibrate or silent prior to the commencement of any meeting,

conference, and training course.

Security – PIN numbers

PIN numbers are applied to mobile phones. Please ensure this facility is used at all times to

minimise security risks as discussed elsewhere in this policy.

Do not generally share/disclose PIN numbers with other people or other officers.

PIN numbers stay with the “Sim Card” of the mobile phone, and they have generally been

allocated to the main user of a mobile phone.

Message Bank – Mandatory

Message Bank is installed on all mobile phones within our network and is to be used and

accessed without question.

All users are expected to answer all voice mail within 2 hours of phone activation as a matter

of courtesy.

Maintain your Message Bank carefully, as it can be a useful tool to assist you in your duties for

the Council (i.e. do not leave phones on during meetings, seminars or when representing

Council at other venues/locations).

Please consult with the Manager Corporate & Community Services if you feel the need to

change any of the parameters that may be applicable to your use of the mobile phone or

service.

Holiday/Leave Usage

Only senior staff have use of mobile phones whilst on leave with the exceptions needing

approval of the Management team.

In all other cases mobile phones are to be returned to the relevant Department for absences

exceeding two working days or more. These phones may be temporarily re-distributed over

this absence/leave.

Computer Systems Usage Policy

Those provided with a Smart phone must be aware of and comply with the conditions

outlined within Council’s Computer Systems Usage Policy

Violations:

Violations of the Mobile Telephone Usage Policy will be dealt with in accordance to the

nature and severity of the specific violation. An employee or Elected Member who violates

the Mobile Phone Usage Policy will be subject to disciplinary action under Council’s Code of

Conduct and Member’s Code of Conduct. Council reserves the right to revoke use of a

mobile telephone at any time.

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TATIARA DISTRICT COUNCIL

Review

This “Mobile Telephone Policy” will be reviewed at a minimum of every two years.

RECORD OF AMENDMENTS

DATE REVISION NO REASON FOR AMENDMENT

10th June 2003 Rev 00 New Policy to be adopted

11th September 2007 Rev 01 Policy reviewed and adopted

13th October 2009 Rev 02 Policy reviewed and adopted

14th February 2017 Rev 03 Policy reviewed, amended to better cater

for smart phones and adopted