HomeMy WebLinkAboutOCDSB 023 Mobile Communications Device Requisition and Approval FormOCDSB 023 (April 2019) 1
Mobile Communications Device Requisition and Approval Form
Request Date:__________________ Requestor Name:____________________________
Department/School:__________________________________ Position: ______________
Type of Device request:
Device Type Reason Qty
Sonim PTT radio New / Replacement / Additional
Apple iPhone New / Replacement / Additional
Samsung Smartphone New / Replacement / Additional
Please review the criteria to determine if the staff member is eligible for a data plan or
talk and text. Please sign under the appropriate plan.
Criteria for Eligibility for a Mobile Device with a data plan (Select from chart):
Criteria Select
A requirement to be available a majority of the time to respond in the event of
an emergency or for time sensitive issues both during and after normal
working hours
A requirement to be immediately accessible to respond to business related
needs both during and outside of regular working hours
A requirement to access a software application that is only available on a
particular device
A requirement to monitor and administer critical information systems during
non-business hours
A requirement to regularly work in conditions where access to a mobile
device is required for health and safety related reasons and is the only device
available
A requirement to maintain contact during the regular business day where
access to electronic communications devices (e.g. phone) is not readily
available
Member of Director’s Executive Council
Principal
Vice Principal
Manager
Facilities Area & Evening Supervisors, Crew Chief, Maintenance Supervisor
Communications Department Staff
B< Engineering Staff
OCDSB 023 (April 2019) 2
Approvals for a Mobile Device with a data plan (All must be completed)
Authority Print Name Signature
Supervisor
Principal /
Manager
Senior Staff
Or
Criteria for Eligibility for a mobile device without a Data Plan (Select from chart):
Criteria Select
A regular requirement to supervise students who are offsite as part of their
learning program; or
A requirement to regularly work in conditions where access to a mobile
device is required for health and safety related reasons (e.g. there is no
other way to summon emergency assistance) and that cannot be met
through occasional use of a school/department issued mobile device.
Approvals for a Mobile Device without a Data Plan(All must be completed)
Authority Print Name Signature
Supervisor
Principal /
Manager
Senior Staff
User Agreement:
General Principles
The District recognizes that mobile devices are a valuable business tool and that designated employees
are required to have mobile devices in order to carry out their responsibilities.
The District recognizes that mobile or Push to Talk (PTT) devices may be required for use by various staff
within a school/department, for example, as emergency communications devices to summon assistance.
Where mobile or PTT devices are assigned to a school/department, rather than individual employees, the
principal/manager will be responsible for establishing processes to monitor use of the mobile device
within the school/department.
The District will, in those circumstances where employees are required to have a mobile device, make the
appropriate device, and appropriate usage plan available to the employee either through the issuance
of a dedicated device, or by providing access to the device for the time required to perform the function
for which it is required.
OCDSB 023 (April 2019) 3
All mobile devices supported with District funds must be ordered through B<. District funds cannot be
used to purchase mobile devices or usage plans outside of the scope of this procedure, or to reimburse
employees for use of their personal phone, except with approval of Director’s Executive Council.
The use of cellular phones and data plans outside Canada is restricted to members of Director’s
Executive Council. If circumstances arise such that an employee is required to use cellular or data
outside of Canada, prior approval must be obtained from the appropriate Superintendent, and an
appropriate travel plan must be arranged through B<. In cases where use of the mobile device while
travelling is not for approved business, the employee must reimburse the District the full cost of the travel
plan, and any possible overuse charges.
If the user eligibility requirements change, or the employee leaves the employ of the District, the device
must be returned to B<. The number attached to the device remains the property of the District, and
may not be “ported” to a personal plan, except with approval of Director’s Executive Council.
All mobile devices will be upgraded as budget permits. Devices should normally last three years or more,
with proper care. In general, if the device is functioning properly and can support regular software
updates, it will not be replaced until that condition changes.
Employees may use their mobile device for personal use, but should exercise discretion with respect to
who has access to the device and to the number. Employees will be responsible for personal use that
results in exceeding the plan limits.
All employees issued a mobile device will be responsible for:
Taking all reasonable steps to protect the mobile device from loss, damage, or theft;
Adhering to the appropriate use guidelines and any restrictions associated with the District’s mobile
device contract;
Using the mobile device in accordance with the information provided in the District procedure;
Advising their supervisor in the event the requirements of their position change such that they no longer
require use of a mobile device;
At any time at the request of their supervisor, and upon termination of their employment, including by
retirement or resignation, return the mobile device in good working condition; and
Reimburse the District in the event the employee exceeds the usage of their plan, such as voice or data
minute overages, unless it can be demonstrated that the overage was associated with approved business
use.
Health and Safety
The District has a duty as the employer under the Occupational Health and Safety Act to take every
precaution reasonable in the circumstances to protect the health and safety of workers. Using cell phone
or other handheld mobile devices while driving is not only illegal in Ontario, but may also present a
significant health and safety risk to the employee and others.
Under no circumstances may a mobile device be used for any business or personal use, while driving a
motorized or non-motorized vehicle, unless using a hands free device (i.e., Bluetooth). Users are
expected to park the vehicle before attempting to receive or send a call/communication. This applies to
all vehicles being driven while on duty, whether District-owned or personal, all wireless devices, except
while in ‘hands free mode’ and use of all wireless devices owned by the District during off duty hours.
Health and safety violations will be considered a serious offence and violations may result in progressive
discipline, up to and including termination, as well as personal liability for any penalties or fines, as well as
any damages resulting from their misconduct.
OCDSB 023 (April 2019) 4
Employees will not be disciplined for failing to answer their cell phones or participating in conference calls
if they are unable to do so because they are driving and do not have access to a hands free device.
Security
Mobile devices can provide a point of access to the District’s network and as such security is of par ticular
importance. All mobile devices must be appropriately secured to prevent sensitive data from being
compromised, reduce the risk of spreading viruses, and mitigate the risk of inappropriate use of the
District’s technology infrastructure.
Mobile device users are expected to follow appropriate password and data back-up protocols to protect
their devices and access to sensitive and confidential information.
In the event a mobile device is lost or stolen, the employee must immediately notify his/her supervisor as
well as the Client Service Centre in B<. B< will immediately suspend service. In the event the loss
or theft occurs outside of regular business hours, the employee must contact the service provider directly
and immediately to request that service be suspended and notify his/her supervisor and the Client
Service Centre as soon as practicable
I acknowledge I have read and agree to the terms outlined in this User Agreement:
Name (please print): ___________________________
Signature:____________________________________
For Office Use:
Device Type Provided In-Service Date
IMEI # Serial #
Cell Number Carrier
Contract Length
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