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HomeMy Public PortalAbout2011-05-26_Mobile Communication Device Usage Policy_P-67MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P -67 MOBILE COMMUNICATION DEVICE USAGE POLICY 1. POLICY STATEMENT The purpose of the Mobile Communication Device Usage Policy is to clarify when mobile communications devices are to be used and clarify the limitations regarding using them for personal us e. The term mobile device refers to all handheld portable communications devices. This includes but is not limited to recognized cellular phones, smart phones, data connection devices and related emerging technologies. 2. PURPOSE a. Clarify how and when mobile communications devices are to be used. b. Identify who is responsible for issuing mobile communications devices, tracking municipal communications device usage and maintaining records for mobile communications devices that have been assigned to staff. 3. POLICY a. It is the policy of the Municipality of the District of Chester to issue mobile communications devices to those employees who require them throughout the normal course of their duties. The allocation of mobile communications devices is at the discretion of the Department Head and application for staff to use these devices will be made by the Department Head during the budgetary process except in the case of emergencies. The use of this equipment is to be used for official business of the Municipality; however, the Municipality also recognizes that in some instances personal use is unavoidable. Monthly bills will be reviewed and signed by the Department Head and any excessive overages will be addressed by the employee's supervisor. b. Additional services including text messaging will be authorized by the appropriate Department Head on an as needed basis. C. The Information Services Departmentwill maintain alistof positions requiringmobile communications devices and employees who are issued one. d. Onlythe CAO or Director of Information Services can approve the purchase, exchange or upgrade of cell phones if there is a cost to the Municipality. The Information Services Department will assist in the selection of devices. 4. USE OF MUNICIPAL OWNED MOBILE COMMUNICATION DEVICES a. Mobile communications devices are intended to be used for work related purposes only with the understanding that from time to time the employee may need to use it Notice of Intention to Adopt - By -Law Committee - Jan nary 28, 2011 (2011 -080) First Notice - Council - February 24, 2011 . (2011 -131) -- Second Notice - Council - May 26, 2011 (201.1 -328) Policy P -67 Cell Phone Policy (continued) Page 2 of 3 for personal reasons when no other option is available. Personal use should not be excessive for employee's overall cell phone usage and employees will be required to reimburse the Municipality for any costs associated with personal cell phone use that is considered excessive as determined by their Department Head. b. Lost, stolen or damaged mobile communications devices must be reported to the Director of Information Services immediately and it will be at the discretion of their Department Head to decide if the employee will be held responsible for the cost associated in a replacement. C. Municipal owned mobile communications devices are notto be used forweb browsing or sending pictures unless otherwise approved by their Department Head, d. When an employee terminates his /her employment with the Municipality, the Municipal owned mobile communications device must be turned in to his /her immediate supervisor. S. RESPONSIBILITIES a. Department Heads will: i, Ensure that mobile communications devices, etc. are used appropriately for official business. Misuse of cell phones will be investigated as they are identified and reported to the CAD. b. The Director of Information Services will: i. Maintain a record of all mobile communications devices along with their assigned users. C. The Administration Department will: i. Review monthly cell phone usage reports and notify the Department Heads of anymobile communications device usage that maybe in question (ie. Overuse). d. Employees will: L Reimburse the Municipality for any costs associated with personal use as outlined in this policy; ii. Become familiar with the Mobile Communications Devices Policy; and, iii. Report the loss or damage of any municipal mobile communications device to his /her Supervisor immediately. iv. Adhere to Provincial Laws regarding cell phone use while driving. Notice of Intention to Adopt - 8y -Law Committee - January 28, 2011 (2011 -080) First Notice -Council -February 24, 2011 (2011 -131) Second Notice - Council - May 26, 2011 (2011 -328) Policy P -67 Cell Phone Policy (continued) Page 3 of 3 Cellular Telephone Decision Tool - For Department Head Use Policy P -67 Cell Phone Policy This tool is for helping decision makers decide on the purchase of mobile communications devices for Municipal staff of the District of Chester 1. Mobile employee: a. Does the employee frequently work outside the office on the road? Having a mobile communications device is a vital business tool for the rapid exchange of information when employees need to be reached for immediate information relay so as to ]seep employees productive and efficient. b. Would the employee benefit from offsite access to electronic data? Some employees extensively utilize web applications and e -mail for working in the field for accessing electronic data, This could be a very time saving feature for staff to have direct access to data while on the road as opposed to delays in actions while employees return to the office to access information. Safety benefits: a. Does the employee have a potentially hazardous job? Employee while offsite working with potentially upset members of public, animals, power equipment or other tools that could cause injury or bodily harm could utilize a mobile communications device for personal and public safety. b. Does the employee work non regular hours? If the employee is required to work late or alone or in isolated conditions safety could be an issue. C. Is the employee and essential member for Emergency Operations Centre deployment and operation? During an Emergency Measures Operations Response, is the employee a vital team member who is essential in ensuring the deployment and operation run as smoothly as possible 3, On Call after Hours: a, Does the employee work non regular hours? Employees on call will need to be contacted quickly. For urgent situations, time is critical and a mobile communications device will help in contacting that employee quickly which results in better customer service. 4. Sufficient Budget: a. Is there currently sufficient budget to cover the cost of a mobile communications device and usage? If not, then postpone the purchase until budget can be approved or seek an over expenditure from the CAD and apply for increased budget for the following year. Notice of Intention to Adopt - 8y -Law Committee - January 28, 2011 (2011 -080) First Notice - Council - February 24, 2011 (2011 -131) Second Notice - Council - May 26, 2011 (2011 -328).