Policy Redesign Project

All policies and procedures are being reviewed as part of this project. This document is pending review, but remains in effect until the review is carried out.

Mobile Services Policy

Establishment: Vice-Chancellor, 5 December 2014
Last Amended:  
Nature of Amendment:  
Date Last Reviewed:  
Responsible Officer: Director, Information Technology Services

1.  Objectives

This policy establishes rules governing the purchase and use of mobile services and devices owned and/or managed by the University.

The objective of this Policy is to:

  • Enhance the use, provision and security of mobile services;
  • Reduce the University’s liability and manage telecommunications costs.

2.  Scope

This policy applies to all mobile services that are provisioned for a business purpose using University funds.

3.  Definitions

  • Mobile Service a service provided by a carrier that allows access to voice or data connectivity regardless of physical location (usually provisioned along with a smart device);
  • Mobile Service User an individual (usually a staff member) provided with a mobile service or smart device to perform their assigned job or role;
  • Carrier a nominated telephone company (also known as a telecommunications operator) which provides mobile telecommunications services such as voice and data communications;
  • Mobile Device any device connected to a mobile service. Incorporates smart devices, modems and non-smart devices;
  • Smart Device an electronic mobile device, generally connected to other devices or networks via different technologies that can allow users to make phone calls or access the internet (such as a smart phone or tablet);
  • SIM (subscriber identification module) is a small card that contains a mobile network subscriber's account information. This allows a mobile phone using the SIM card to connect to a mobile telecommunications network for the purposes of making phone calls or accessing data services;
  • International Roaming a service used to provide mobile services when travelling outside of Australia;
  • Mobile Device Accessories all supporting smart device accessories, including applications (‘Apps’), hands free speakers, docks, protective cases and power adapters;
  • Organisational Unit is a body established within the University, which has responsibility for teaching, research or administration associated with the functions of the University;
  • Heads of Faculty/School/Portfolio means the person responsible for a particular organisational unit or cost centre normally at Director level or above.

4.  Provision of Mobile Services

  • Users may only be provided with a University mobile service for a specific business need, such as working away from their desk or to allow them to be contactable after hours.

Information Technology Services (ITS) are responsible for:

  • Managing a preferred mobile services carrier contract on behalf of the University;
  • Providing mobile services using the preferred carrier;
  • Procuring mobile devices;
  • Providing monthly usage reports and cost allocation to cost centres;
  • Conducting reviews to ensure plans and services are still applicable and appropriate for User requirements;
  • Providing support for the proper use of  mobile devices and mobile services including basic phone calls, text-messaging, internet and email functions;
  • Terminating mobile services upon request;
  • Managing the security of Flinders University information in the event of stolen or loss mobile devices (as per the Secure Mobile Computing Policy).

Heads of Faculty/School/Portfolio are responsible for:

  • Approving the transfer of a personal mobile service account (e.g. mobile number) onto the University carrier account;
  • Ensuring the mobile services are aligned to the user’s position description, role and function;
  • Monitoring expenses on a monthly basis to ensure charges are within acceptable limits;
  • Recovering costs associated with excessive personal use;
  • Conducting annual reviews to ensure plans and services are still applicable;
  • All financial costs associated with mobile services associated with their cost centres.

5.  Acceptable Use of Mobile Services

Mobile Service Users are responsible for:

  • Accepting full responsibility for the proper use, care, maintenance and safe keeping of allocated smart devices and mobile services;
  • Reimbursing the University for all personal use deemed ‘excessive’;
  • Reporting all faults to ITS and direct supervisor as soon as possible to organise repair or replacement;
  • Reporting the loss or theft of a mobile device or service as soon as possible to ITS. If loss or theft occurs outside of core business hours staff are to contact the carrier directly and then report to ITS on the next available working day;
  • Contributing to the replacement cost of the phone where it has been shown that carelessness contributed to the damage of a smart device.

In the event a user reports a lost or stolen device (or misuse is detected), ITS may suspend the Mobile Service and/or implement a factory reset of a Smart Device to protect the University and this may result in loss of personal user data.

Heads of Faculty/School/Portfolio are responsible for:

  • Authorising a user to use a personal mobile service for University business for a limited time. The University will reimburse users for all costs that are directly incurred during the transaction of University business where previously authorised;
  • Approving use of University mobile services in cases where a mobile service user is travelling overseas and requires voice and /or data roaming facilities (roaming is to be de-activated after travel). All private usage costs incurred whilst overseas must be recovered.

6.  Termination of Mobile Service

  • Mobile service users are required to return any service (SIM Card) and mobile device owned by the University upon cessation of employment unless otherwise arranged;
  • Responsible Officers (or delegates) are responsible for:
    • Notifying ITS when an employee leaves the University and recover the mobile service (SIM Card) and any associated mobile devices from the Mobile Service User leaving, unless otherwise arranged;
    • Approving the transfer of a University mobile service to a user’s personal account upon the termination of their employment.

In the event of a lost or stolen device, a security breach, or unacceptable usage (as per the IT Acceptable Use Policy) being detected, ITS may suspend the Mobile Service and/or remotely wipe the smart device, returning it to default factory settings.

7.  Compliance and Enforcement

  • Supervisors/Managers are responsible for reporting any security incidents or breaches of this policy by staff under their supervision to the ITS Service Desk.
  • Users are responsible for reporting any security incidents and breaches of this policy to the ITS Service Desk.
  • Failure by Users to comply with any element of this policy may result in disciplinary action in accordance with the relevant disciplinary procedures. These are:

8.  Related Documents

This policy should be read in conjunction with other relevant University policies, including:

Information Security Policy

IT Acceptable Use Policy

IT Asset Management Policy

Secure Mobile Computing Policy