HU Official Wireless Phone Policy
Policy Outline
I. Purpose
To provide guidance to departments and employees regarding eligibility for a Howard University-provided wireless phone and plan, and the appropriate use of the phone and plan.
II. Policy
Eligibility:
An employee must have an official university business need for a wireless phone and the issuance of the wireless phone to the employee must be approved by the employee’s department head. The employee must complete a Request for Wireless Telephone Services order form complete with justification. The employee’s signature on the form evidences that the employee has read and understands this policy. The department head’s signature on the form authorizes The Office of Telecommunications to establish the requested service. The department head should review eligibility and plans at least monthly.
There are several official university business reasons why an employee may need a wireless phone, such as: the employee travels frequently, the employee is frequently out of the office, or the employee is a member of key personnel who is needed in the event of an emergency.
Wireless Phone Plans:
The Office of Telecommunications Services can assist in providing information about the various plans. Based on the employee’s job function and consultation with department head, Telecommunications will determine which plan is appropriate. The plan should address the amount of airtime and other features needed to effectively perform assigned duties. Plans will not be inflated to simply make sure they are sufficient.
Personal Use:
Howard University-provided wireless telephone and wireless telephone airtime service are to be used for official business only. However, it is understood that incidental personal calls will sometimes be necessary.
When the wireless phone is used for a personal call and if the call results in additional cost to the University, the individual is responsible for the cost of that call. The wireless telephone user should make note of personal calls and reimburse Howard University after review of the monthly call detail. The user should submit payment to ETS - Telecommunications Services for Wireless Telephone payable to account number 350190 updated. Please include your wireless telephone 10 digit number.
Personal use should not exceed 10% of the total airtime. Wireless telephone users shall not “loan” or otherwise make available their wireless phone to non Howard University personnel. Phone users will be held liable for non-work related calls that cause the user to exceed their plan.
Audit Procedure:
The Office of Telecommunications will continually audit the usage and wireless plans monthly and make recommendations to departments, when necessary. In cases where usage exceeds reasonable expectations, the wireless unit will be deactivated without notice. In cases where abuse is found, the wireless telephone user and/or the department account will be charged for the associated overage. If personal usage causes the plan minutes to be exceeded university reimbursement is necessary and continued plan overage may necessitate the consideration of disciplinary action.
Lost or Stolen Wireless Telephone:
The end user is responsible for notifying the department head and The Office of Telecommunications Wireless Support Assistant.
The end user must file a Lost or Stolen Property Report with the Howard University Campus Police Department.
Wireless Support Assistant:
The Wireless Support Assistant in Telecommunications Services orders the wireless telephone equipment and notifies the ordering department when the equipment is available for pickup.
The Wireless Support Assistant is responsible for all repairs, replacement, and changes to wireless service.
Acceptable Wireless Usage:
Wireless telephone charges less than or equal to $74.99 per month is acceptable. Airtime usage minutes should not exceed 500 per month or the airtime usage minutes associated with your plan. Wireless telephones should not be used when less costly alternatives are readily available, safe and convenient.
Airtime usage by Directors, Deans, Department Heads and other University Officials whose patterns dictate more extensive airtime communications will be periodically reviewed, and adjustments will be made as necessary to accommodate the appropriate wireless usage pattern of these clients.
Zero Usage Devices:
Zero Usage devices will be disconnected after three consecutive months of zero usage on the device. It is the department responsibility to notify the Office of Telecommunications when a device is no longer needed and should be deactivated.
International Traveling:
To ensure uninterrupted travel abroad, it is MANDATORY to notify the Office of Telecommunications 5 Business days prior to the travel date at (202) 806-2955 option number 3. Please be advised that ROAMING charges may apply for some of your intended destinations. The international charge for wireless phone service in most countries will be higher than originating a domestic call.
Washington D.C. Hands Free driving Law:
The Washington D.C. hands free driving law went into effect on July 1st, 2004. Under the law motorists can still dial a cell-phone call manually, but must use a hands-free device to talk on their cell phone while driving. Washington D.C. Police will issue traffic citations to motorists who are seen with a cell phone to their ear while driving. Officials in D.C. advise against using a cell phone at any time while driving, however the law is clear that a hands free device is allowed should a person choose to drive and talk.
Howard University will not be held financially liable or criminal liable in any situation whereas the Howard University employee was determined to be in violation of the Hands Free Law. Like many of the other hands free driving laws across the United States, drivers are allowed to use their cell phone while driving to make emergency calls only. In the interest of the safety of our employees and other drivers, Howard University requires employees to comply with all applicable laws while driving.