6.24 Use of College Telecommunications

I.  Landline Guidelines

A.  The College provides access to telephones for business use.  Local lines may be used for limited personal use.  Personal use must not result in additional cost to the College or hinder an employee’s ability to complete assigned responsibilities.

B.  Users must not authorize collect calls to the College.

C.  Users must not make personal directory calls to 411 or 555-1212 from landline telephones.

D.  Supervisory approval is necessary to authorize long distance capabilities for an employee’s telephone.

E.  Long distance calls (telephone or fax) are intended for College business.  If it is necessary to make a personal long distance call, a personal calling card or credit card should be used.  Reimbursement is expected for all landline calls verified as personal long distance made at the expense of the College.  Repeated long distance use of College telephone lines may subject an employee to disciplinary action.

II. Cellular Telephone Guidelines

A.  Cellular telephones are provided for qualified full-time employees primarily for business purposes.  Requests for cellular telephone service should be made to the immediate supervisor and the unit vice president by completing the Cellular Telephone/Data Access Employee Agreement  The Executive Vice President must approve the purchase of cellular telephone service for qualified employees.  Qualified employees are those who

• Travel frequently on college business.
• Need to be available in an emergency or for decision-making purposes.
• Travel between work sites or are not physically present at a fixed workstation.
• Lack availability to landline telephones.
• Are considered key personnel.
• Are assigned work that is critical to the operations of the College and from whom an immediate response is required.

B.  The employee must complete a Cellular Telephone/Data Access Employee Agreement  documenting the justification for wireless telephone service.  This form must be on file before activation of service.  The cellular telephone administrator in procurement will establish a monthly fixed-rate plan with the service provider and purchase the equipment for the employee.  The fixed-rate plan will be determined at the time the contract is signed with the employee.  The employee will be responsible for all costs exceeding the fixed rate plan.  If any overage is for business purposes, the employee must provide written justification to his/her immediate supervisor for approval of the additional cost.  The employee must fully reimburse the College for any overage within 45 days from the invoice date or telephone service will be deactivated.

C. Any employee must immediately notify the cellular telephone provider and the CPCC cellular telephone administrator if the cellular telephone is lost or stolen.

D.  In the event an employee is on a leave of ten days or more, the College reserves the right to deactivate or cancel cellular telephone services.  Employees must notify the cellular  telephone administrator when their leave or employment status changes.  Leave status changes include military deployment, a leave of absence, Family Medical Leave (FMLA), and others.

E. Employees may use personally-owned cellular telephones to make business calls if needed.  Reimbursement for business calls is at an established fixed rate.

F.  Unassigned cellular telephones to support critical areas must be properly controlled and assigned to an individual within that area.  This individual will monitor and review the monthly statements for accuracy.

G.  Employees are discouraged from using handheld cellular telephones while operating a motor vehicle.

H.  Any misuse or fraudulent activity involving a College-issued telephone may result in disciplinary action.

 I.  The immediate supervisor should periodically review whether the employee assigned a cellular telephone continues to have a business need and remains eligible for cellular phone service.  The immediate supervisor must immediately notify the unit vice president and the cellular telephone administrator when the employee no longer qualifies for cellular telephone service.