Mobile Phones
1. Where required, a mobile phone will be provided by Otago Polytechnic. Kaimahi that are required to receive an organisationally provided mobile phone should satisfy some or all the following criteria:
- Required to be contactable at all hours.
- Role requires kaimahi to be mobile across campus and must be contactable during business hours.
- Require a mobile phone for health and wellbeing reasons.
- A Formal Leader where kaimahi rely on contacting them in a timely manner.
2. Where a mobile phone is provided Otago Polytechnic will not pay for any home phone or internet services.
3. The relevant business unit i.e. college/department/school or service area will fund all costs associated with the use of the mobile phone including the purchase of the mobile phone handset, monthly plan including call, text, and data costs where these costs are related to work activity. These costs are updated and published regularly in the Otago Polytechnic service knowledgebase- search ‘mobile’.
Note that the monthly plan does not include out-of-plan services i.e. Pxt messaging, roaming, Txt to Park, donations etc... via SMS and kaimahi is responsible for all costs. (refer to Clause 9.3). Refer to OP Mobile Phones and Plans, click on “One NZ Plan Specifications”
4. Password/pin security must be enabled on the mobile phone to secure the device and data stored on the mobile phone. The user is responsible for the care and safekeeping of the mobile phone and for all calls and activities made from it.
5. Mobile phones must be set up to use the Otago Polytechnic Mobile Phones and Plans Eduroam wireless network when within range rather than the cellular data.
6. All mobile phone purchases and voice/data contracts must be made through the preferred supplier. Exceptions must be agreed upon by the Executive Director or delegate.
7. Mobile phone numbers will be published in Otago Polytechnic directories unless there are specific security/privacy reasons why they should not be. Exceptions will be approved by kaimahi Formal Leader.
8. Before making an international call kaimahi should consider if this is the most effective method of communication or whether other internet-based calling/video systems or similar should be used such as Microsoft Teams (Teams).
9. It is recognised that from time to time, kaimahi will need to make private local and national calls to landlines and other mobile phones. It is expected these calls will be as brief as practicable and kaimahi should use their discretion.
9.1 Subject to the calls being of a reasonable number and duration calls are permitted with no charge being passed on to kaimahi.
9.2 If the issue arises as to reasonableness, reasonable use will be determined on a case-by-case basis by kaimahi Formal Leader having regard to kaimahi circumstances.
9.3 Out-of-plan costs on kaimahi mobile phone account will be summarised by Business Services and sent to kaimahi on a monthly statement, for personal payment at the Academic Registry.
10. The decision on the default type of mobile phone and specification for the organisation will be made by the Executive Director or delegate based on the mobile hardware refresh cycles and fit-for-purpose technology requirements.
10.1 The organisationally chosen default-supported mobile hardware will become the benchmark cost for kaimahi mobile phones/, this will also set the maximum amount payable by Otago Polytechnic for mobile phones. The current benchmark hardware will be updated and published regularly in Otago Polytechnic Mobile Phones and Plans service knowledgebase - search ‘mobile’.
10.2 Kaimahi can contribute personal funds to make up the cost difference between the benchmark cost and the total value should they choose to buy a higher-cost mobile phone. If this occurs the mobile phone remains the property of Otago Polytechnic until it is either retired or kaimahi ceases employment at which time the Mobile Phone Depreciation Table applies (refer to Guidelines below). By contributing to the total cost of a mobile phone kaimahi is agreeing to these conditions.
10.3 Kaimahi can purchase their mobile phone outright if it is compatible with Otago Polytechnic’s mobile networks. Eligibility for connection to contract still applies as per Clause 1, along with all other aspects of this policy excluding Section 10.
Note also where mobile phone is independently owned all support (i.e., One NZ support), repair and replacement is at kaimahi cost.
Usage
11. No kaimahi is to use an Otago Polytechnic mobile phone for the purpose of illegal transactions, harassment, or obscene behaviour, in accordance with Te Pūkenga other Otago Polytechnic policies and procedures. This includes mobile txt donation services.
12. Where kaimahi are on overseas travel they may, with their Formal Leader’s approval, use an Otago Polytechnic mobile phone being careful to utilise the best rates for roaming. All kaimahi travelling overseas for Otago Polytechnic business must visit the Otago Polytechnic mobile carrier’s website Roaming for Business travel - One NZ to ascertain mobile costs and requirements prior to travelling.
13. Mobile phones in vehicles Otago Polytechnic has a zero tolerance for texting, telephone calls, and email whilst driving. Refer to the Driving and Vehicle Safety policy.
14. Email to Short Message Service (SMS): Otago Polytechnic provides an organisational approach to the sending and receiving of SMS messages. This system is for business use only and must not be used for personal messaging under any circumstances.
15. All Otago Polytechnic kaimahi using a mobile phone agree to operate within the limits set in the monthly plan allocations. This can change from time to time, refer to our One NZ plan specifications.
Damage
16. If an Otago Polytechnic-owned mobile phone is damaged, lost, or stolen, it must be reported immediately to Information Support Services (ISS). Kaimahi Formal Leader will determine if the repair/replacement costs will be met by the mobile phone kaimahi or by the Otago Polytechnic business unit.
17. ISS can arrange for the repair or replacement of kaimahi Otago Polytechnic mobile phones and have low-cost contracts in place to reduce retail prices for repairs.
18. In the case where kaimahi has contributed to the overall cost of the mobile phone, refer to sub-clause 10.2, kaimahi is required to cover fully any repair or replacement costs to ensure they remain contactable with a fully functional mobile phone.
Computer Voice and Video
Microsoft Teams (Teams), Sessional Initiation Protocol (SIP) Phones, Unified Communications: Teams is the preferred platform for calls. This along with the term SIP, are all interchangeable for the purposes of this policy.
19. All Otago Polytechnic kaimahi are allocated a Team’s account on commencement of employment irrespective of what campus they work at or are remote working. In addition to this all kaimahi are provided with a standard wired headset to use with their computer.
20. Teams allow free national calling, and free calling to One NZ mobiles. Costs will be incurred and charged for international, and mobile calls to non-One-NZ mobiles. You can however “call” internationally free through the creation of a meeting rather than dialling a number.
21. Kaimahi may make personal calls using Teams provided they do not incur a cost to Otago Polytechnic, and that the length of the call does not impede work time.
22. Teams as well as providing voice calling capability also provide video conferencing facilities and should be used as a preference to travel or make national or international phone calls to non-One NZ mobiles, where applicable.
23. Teams is the only supported unified conferencing solution offered by Otago Polytechnic. This detail can be found in the Otago Polytechnic knowledge article
