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HomeMy WebLinkAbout2016 Policycm cr HOME OF PELICAN ISLAND Document ID Title Print Date Cell Phone Policy September 27, 2016 Revision Prepared By Date Prep September 27, 2016 Barbara Brooke -Reese September 27, 2016 Electronic Records & Information Manager Effective Date Reviewed By Date Reviewed September 27, 2016 Kenneth Killgore, Administrative Services Manager Cynthia Watson, Asst. Administrative Services/HR Mgr Signature : Joe iffin Approved By Date Approved . Joe Griffin, City Manager Cellular telephones and Smart phones enable fast communications, remote wireless network connectivity and allow for more productive mobile employees. Such devices add significant operating expenses and create additional security concerns for the organization. This organization maintains and enforces a Cell Phone Policy to help maintain security while also managing costs. Scope: The organization's Cell Phone Policy exists to control costs, secure organization data, and protect mobile devices from loss and/or theft. Everyone with a city -provided phone is subject to the terms of the organization's Cell Phone Policy. Purpose — Acceotable Use: The organization will provide cellular telephones (complete with features and monthly voice and data service — Android Phone) for all employees at the discretion of Executive Management. Managers may request City -provided cellular telephones (without features — Standard Phone) and monthly voice and text service or cellular telephones with features and monthly voice and data service for employees. In either case the manager must identify the business justification for the purchase, and service requirements by using the "Cellular Telephone Authorization Form" that is available from Administrative Services. After the form has been signed by the Department Head it needs to be forwarded to the City Manager for final approval. After the request has been fully authorized, the form will be forwarded to the MIS Division for ordering and finally forwarded to the Administrative Services Department for filing. Approval may only be granted when the use of a cellular telephone best meets a particular communication need and not merely for user convenience. The MIS Division is only responsible for identifying compatible platforms, purchasing equipment, and supporting City provided cellular telephones along with any City -provided applications. The MIS Division is not responsible for determining employee eligibility or allocating funds to pay for cellular telephones, accessories and/or service fees; the requesting manager must allocate funds from his/her department's/division's operating budget to cover costs arising from the cellular telephone kin aY HOME OF PELICAN ISLAND request. City -provided cellular telephones should only to be used for fulfilling business responsibilities. No City -provided cellular telephone or devices are to be used for personal reasons; employees are should not incur any fees or charges as a result of personal or unauthorized use of City -provided cellular telephone and subsequently billing those fees and charges to the organization. If cellular telephone, accessory and/or service fees or charges result from personal or unauthorized use of City -provided equipment, the employee is responsible for making payment for those fees and charges and any related billing costs. Employees are prohibited from installing unapproved and unauthorized software on City -provided cellular telephones. Employees shall refrain from downloading additional software and services, including distinctive ring tones, games, and other messaging services to City -provided cellular telephones. No employee may connect, dock, or otherwise synchronize any unapproved cellular telephone, or other device whether owned personally by the employee, or provided by the organization with any organization computer, laptop, server, City of Sebastian's Cell Phone Policy - Dated 9/27/2016 system, or network without the prior written consent of the MIS Division manager. Modified devices may be wiped, and set to the default configuration at the discretion of MIS. Employees that are assigned City -provided cellular telephones are responsible for the security of those devices. Employees are required to lock their cellular telephones and to have automatic locking enabled on the device. The City does not participate in any replacement insurance programs. Employees are responsible for replacing lost or stolen cellular telephones. Employee may be responsible for repair fees for damaged equipment at the discretion of Executive Management. The form named "Cellular Telephone Replacement Request Form" is available from Administrative Services, and shall be used to request a replacement cellular telephone for any reason. All City -provided cellular telephones and accessories remain the property of the organization, and must be returned at end of employment. All City -provided cellular telephones are subject to recall by management at any time. In the event of a disaster or emergency affecting the City cellular telephones may be recalled and redistributed to predefined areas. Please be aware that any electronic communication created or received by the city issued cell phone may be subject to public records laws. This includes any emails, text messages, or other communication created in connection with official business. No sensitive, proprietary, or confidential information is to be stored on cellular telephones at any time. In the event a City -provided cellular telephone is lost, stolen, or misplaced the MIS Division shall be notified immediately (regardless of time of day) so that appropriate steps can be taken to either remotely secure, or remotely trigger the timely deletion of all data contained on the cellular telephone. Cell Phone Allowance Cellular Telephone allowance is defined as an allowance provided by the City in return for an employee using his/her own personal cellular telephone. The City is not involved in either providing an Lf SEBASTL HOME Of PELICAN ISLAND a phone, or contracting for service. The City pays a monthly allowance to the employee for reimbursement of City business on his/her personal phone. An employee cannot have a City provided phone, and an allowance. If the employee opts for this option no access to City email system or internal services will be provided to the personal device. Please be aware that any electronic communication created, or received by the employee's cell phone may be subject to public records laws. This includes any emails, text messages, or other communication created in connection with official business. The allowance will be $15.00 per month, and treated as non-taxable income. In order to be eligible to receive a cellular telephone monthly allowance the attached "Cellular Telephone Allowance Request Form" must be initiated by the employee, and then submitted to the Department Head and City Manager for approval. Once the Administrative Services Department receives the approval form; the monthly allowance will be processed automatically through the first payroll of each month. It is the Department Head's responsibility to notify the Administrative Services Department if the monthly allowance should be discontinued. Violations and Penalties Any violation of the Cell Phone Policy must be immediately reported to the MIS Division. Violating the Cell Phone Policy, or any of its tenets could result in disciplinary action leading up to, and including termination of employment, and civil and/or criminal prosecution under local, state, and federal laws. Acknowledgment of Cell Phone Policy This form is used to acknowledge receipt of, and compliance with the Cell Phone Policy. Procedure Complete the following steps: 1. Read the Cell Phone Policy. 2. Sign and date in the spaces provided below. 3. Return a copy of this signed document to either MIS, or Administrative Services. SEBAM HOME OF PELICAN ISLAND Signature Your signature attests that you agree to the following terms: (i) I have received and read a coov of the Cell Phone Policv. and understand and aaree to the same; (ii) I understand and agree that I will not use any City -provided cellular telephone or for any activities other than those necessary for fulfilling the organization's business activities; (iii) I understand and agree that I will not incur any costs or charges resulting from personal use of city -provided cellular telephones without reimbursing the organization for those costs; (iv) I understand and agree that no cellular telephones are to be connected to City -provided computers, laptops, servers, systems or networks without the prior written authorization of the MIS Division manager; (v) I understand and agree that no sensitive, proprietary or confidential data is to be stored on cellular telephones at any time; (vi) I understand and agree that the security and replacement of any City -provided cellular telephone assigned to me becomes my responsibility and that City -provided cellular telephones and accessories remain the property of the organization; (vii) I understand and agree that any violation of the Cell Phone & Policy could result in termination of my employment, and civil and criminal penalties. Employee Signature Employee Title Department/Location Cell Phone Number: (772) Make: MEID: Employee Name Date I Use Only Below -------------------------------- Type of Phone: Regular Smart Other: Model: 111):F SERWOAMShTtWAN HOME OF PELICAN ISLAND Cell Phone Policy (Employee File) Signature Your signature attests that you agree to the following terms: (i) I have received and read a copy of the Cell Phone Policy, and understand and agree to the same; (ii) I understand and agree that I will not use any City -provided cellular telephone or for any activities other than those necessary for fulfilling the organization's business activities; (iii) I understand and agree that I will not incur any costs or charges resulting from personal use of city -provided cellular telephones without reimbursing the organization for those costs; (iv) I understand and agree that no cellular telephones are to be connected to City -provided computers, laptops, servers, systems or networks without the prior written authorization of the MIS Division manager; (v) I understand and agree that no sensitive, proprietary or confidential data is to be stored on cellular telephones at any time; (vi) I understand and agree that the security and replacement of any City -provided cellular telephone assigned to me becomes my responsibility and that City -provided cellular telephones and accessories remain the property of the organization; (vii) I understand and agree that any violation of the Cell Phone & Policy could result in termination of my employment, and civil and criminal penalties. Employee Signature Employee Title Department/Location Cell Phone Number: (772) Make: MEID: Employee Name Date Use Only Below------------- --- Type of Phone: Regular Smart I Other: Model: