Conduct and Compliance Procedure – Mobile phone and telephone usage procedure

Preamble

The University provides mobile phones and converged devices to nominated staff to facilitate business communications. The University accepts that a very small proportion of calls may be for reasonable private use (for example contacting family members) and reserves the right to recover the costs that are deemed to be excessive. This includes costs associated with data transmission and internet usage.

This procedure provides the terms and conditions governing the appropriate use of University mobile phones and telephones. It applies to all University staff.

Definitions

Converged devices: includes those devices which incorporate mobile phone functionality, such as personal digital assistants (PDAs). 

IDD: International Direct Dial

Mobile phone: includes all converged devices when used in this procedure. 

STD: Standard Trunk Dialling

1. Mobile phone usage

The authorised head of unit or the appropriate financial delegate (the responsible officer) allocates corporate mobile phones to nominated staff for business purposes.

The responsible officer must ensure that:

• there is a genuine business need or other benefit to the University prior to allocating or purchasing a corporate mobile phone;
• staff who are allocated with mobile phones are aware of this procedures and other policy and procedures such as the Telecommunication Services Policy relating to the use of University equipment;
• a mobile phone is one approved by the University and sourced from the University’s endorsed supplier.  Please refer to the Mobile Phone Procurement for Monash University for further information; and
• a commercially designed holder is purchased in line with procurement requirements and installed in the vehicle of those staff members allocated with a mobile phone and who are required to drive a motor vehicle on University business; and
• the staff member provides a written authorisation for deduction in the event that the equipment is not returned in good order upon termination of employment.

The nominated staff member is responsible for the proper use, care and maintenance of corporate mobile phones and must:

• not use the mobile phone for any unlawful activity, personal financial gain, or for commercial purposes not authorised by or under the auspices of the University;
• keep private use to a minimum and restrict it to local and mobile-to-mobile calls only;
• fully reimburse the University for the cost of any private International Direct Dial (IDD) calls made within Australia, or made to Australia when travelling overseas;
• report any faults or damage to mobile phones and any theft or loss immediately to the responsible officer in order for a replacement to be ordered and the service provider notified;
• not use mobile phones whilst driving unless secured in a commercially designed holder fixed to the vehicle OR not touch any part of the phone whilst driving.  Refer to VicRoads safety rules and Monash University mobile phone procurement requirements for further information;
• pay any fine incurred when using a mobile phone whilst driving; and
• return the mobile phone in good working order on the cessation of their employment with the University or when transferring to a different budgetary unit within the University.

If the equipment is not returned in good order, the cost of necessary repair or replacement may be deducted from outstanding benefits or entitlements that the staff member has under their contract of employment.

2. University telephone

Staff must keep private use to a minimum and restrict private usage to local calls only when using a University telephone.

If intending to use a University telephone for IDD, STD calls, staff should seek approval from their manager before placing a call through to the switchboard operator.

Multi-coin operated telephones with IDD and STD facilities are located within the campuses.

Related documents

• Mobile Phone Procurement for Monash University
• Staff Telecommunication Services Policy
• Telephones web page
• VicRoads: Safety Rules: Using mobile phones and visual display units
• Policy on the prevention of bullying and occupational violence at Monash