Conduct and Compliance Procedure - Provision of University IT Equipment and Communication Facilities to Staff

Preamble

Some University staff members are required to be contactable outside business hours or whilst traveling on University business. In addition, some staff may have a need to work from home for short periods of time. In such cases, it is appropriate for staff to be provided with University IT equipment and communications facilities to enable them to conduct University business away from the office/campus.

The purpose of this procedure is to establish guidelines for the provision of University IT equipment and communication facilities to staff.

1. Procedure Coverage

This procedure applies to all staff provided with University IT equipment and communication facilities. It is the responsibility of staff to understand their obligations under this procedure. Failure to comply with this procedure may result in disciplinary action in accordance with the provision of the relevant enterprise agreement and contract of employment.

The following additional policies/procedures should be referred to when considering the “Provision of University Equipment to Staff” procedure:-

Policy on Business Equipment and Communications Facilities Provided for Senior Executive Management Staff
Assets Policy & Procedures (staff login required)

This procedure covers the provision of University equipment and communication facilities including:

mobile telephones and pagers;
personal computers;
printers;
lap-top computers;
facsimile machines;
iPods;
palm-pilots;
cameras;
home telephone rental and calls; and
home internet access.

2. Provision of University IT and Communication Equipment

Staff need to be aware that there is no automatic entitlement to University equipment and resources being provided to them unless specifically stated in their contract of employment.

Heads of Costs Centres will only approve staff requests for the provision of University IT equipment and communication facilities where it is appropriate for the efficient discharge of a staff member’s responsibilities and where there is sufficient budget available to meet the costs of any such requests.

3. Approval for provision of items

Staff provided with the above listed items must have the arrangement approved by the relevant Head of Cost Centre to whom they report. When making a request for University IT equipment or communication facilities, staff are required to provide Heads with a written explanation as to why the items are required for use outside the workplace together with details of the length of time they are required. These requests must be approved by Heads prior to the purchase of the equipment or the provision of communication facilities.

4. Assessment by Head of Cost Centre

Before approving such requests, Heads are required to assess whether it is essential for the staff member to have the equipment/facilities in order to effectively discharge their University responsibilities. Heads will also need to consider whether there are sufficient funds available to meet such requests.

5. Record of provision of equipment by Cost Centre Head

A record of the provision of equipment will be kept by Cost Centre Heads which details:

a description of the item/s provided;
an explanation as to what the item/s is required for;
the length of time the item is required and the date by which it is to be returned;
signature of the staff member accepting responsibility for the security and appropriate use of the item; and
authorisation/approval by the Head of the Cost Centre.

6. Purchases remain the property of the University

Items of equipment purchased from University funds remain the property of the University and their use is subject to University policies. All equipment listed under this procedure must be considered as “attractive items” and as such, appropriately recorded in the department’s Attractive Items Register” and accounted for on a regular basis.

7. Use of equipment/communication facilities

Where staff are provided with equipment/communication facilities by the University they are expected to use these efficiently, carefully and honestly and not for personal financial gain, illegal, or political purposes.

8. Standard software installation

With respect to computer equipment, University standard software (including anti-virus software) must be installed.

9. Return of equipment to Cost Centre Head

Appropriate arrangements must be put in place to ensure that all equipment is returned to the Cost Centre Head on the departure of staff and returned equipment managed in accordance with the University’s Assets policy.

Staff will be required to provide whatever usage information the University may reasonably require to assist in the preparation of FBT or other statutory returns.

10. Cost reimbursement of telephone rental, call and Internet access

The University will not directly pay telephone rental and call costs on behalf of staff however, staff may make a claim for re-imbursement of business calls and a reasonable proportion of the line rental from the University. With respect to the provision of home Internet access, the University will reimburse staff for the reasonable costs associated with the staff members use of the Internet from home.

11. Revocation of arrangement

Heads of Cost Centres may revoke arrangements for the provision of IT equipment and communication facilities to a staff member, at any time.

Procedure Responsibility

Divisional Director, Human Resources
Heads of University Cost Centres