School Board of Alachua County
Bylaws & Policies
 

7530.01 - STAFF USE OF CELLULAR TELEPHONES

The Board will provide cellular telephones to employees who by the nature of their job have a routine and continuing business need for the use of cellular telephones for official Board business. Cellular telephones are provided as a tool to conduct Board business and to enhance business efficiencies which serve a valid public purpose. Cellular telephones are not a personal benefit and shall not be a primary mode of communication, unless they are the most cost-effective means to conduct Board business (i.e., because cellular telephone accounts are billed on a time-used basis, Board-owned cellular telephones and services should not be used when a less costly alternative method of communication is safe, convenient, and readily available).

The Superintendent is expected to see that:

 A.the need for each Board-owned cellular telephone and cellular telephone service account is clearly justified for Board business purposes;
 B.alternative solutions for work production and communication have been considered;
 C.employees who are provided with cellular telephone service accounts understand the purpose and limitations of usage;
 D.cellular telephone service account invoices outlining the details of usage are received and reviewed for conformance with this policy;
 E.employees shall not use District cellular telephones for personal use, except in the event of an emergency;
 F.use of a cellular telephone service account is terminated when no longer justified by business requirements, the employee leaves the Board's employment, when the employee has by actions demonstrated a disregard for the limitation of this policy.

Service Accounts
 A.Cellular telephone service accounts are expected to be set at the minimum level that fulfills the business need for the position in question. The cellular telephone contract that is selected for an employee should be the one that provides a combination of services including number of minutes, coverage, and local call zone most nearly matching the employee's recurring business needs. If the cellular telephone contract is based on minutes used, a minimal plan shall be utilized. Additional features and upgrades shall only be purchased when necessary for the performance of job duties.
 B.The Superintendent shall take the steps necessary to secure the most economical and responsible service available. An annual review of the plans available shall be made to determine if the District's cellular telephone plan is the most economical and responsible available. Additionally, at least once annually, the Superintendent shall review the employee's actual usage (i.e., level of service) with the employee and, if warranted, select a different equipment usage account which more nearly matches the employee's recurring business needs.

Personal Calls

In order to protect the employee from incurring a tax liability for the personal use of Board-issued cellular telephones, such equipment is to be used for business reasons only, except in the event of an emergency.

Violation of this policy may constitute just cause for revocation of cellular telephone privileges or other disciplinary action up to and including termination.

Employee's Responsibility
 A.Each employee issued a cellular telephone shall acknowledge, in writing, receipt and understanding of this policy. The completed "Cellular Telephone Justification and Policy Acknowledgement" form shall be maintained on file at the employee's work site.
 B.Possessing a Board-owned cellular telephone is a privilege and all employees are expected to use them appropriately and responsibly. Employees are responsible for managing the cost effectiveness of cellular telephone use by utilizing landlines as available and appropriate. Employees should know that calls outside the immediate area might result in roaming charges, in addition to long distance and regular charges, and that the Board is charged for both outgoing and incoming cellular telephone calls. Under no circumstances shall an employee use a cellular telephone for any purpose in violation of applicable law, Board policies, collective bargaining agreement, or administrative procedure or directive.
 C.Employee safety is a priority of the Board, and responsible use of cellular telephones includes safe use. Using a cellular telephone while operating a vehicle is discouraged; however, in situations where job responsibilities include regular driving and accepting of business calls, hands-free equipment may be provided to facilitate the provisions of this policy. Employees should plan calls to allow placement of calls either prior to traveling or while on rest breaks. Safety must come before all other concerns.
 D.Cellular telephone calls are not secure. Therefore, employees should use discretion in relaying confidential information, particularly as it relates to students.
 E.Employees must safeguard any Board-owned cellular telephone in their possession. Reasonable precautions should be made to prevent equipment loss, damage, theft, and vandalism. Upon resignation or termination of employment, or at any time upon request, the employee may be asked to produce the equipment for return or inspection. Employees unable to present the equipment in good working condition within the time period requested (e.g., twenty-four (24) hours) may be required to reimburse the District for the cost of a replacement. Employees who separate from employment with outstanding debts for equipment loss or unauthorized charges will be considered to have left employment on unsatisfactory terms and may be subject to legal action for recovery of the loss. Employees shall not use District cellular telephones for personal use, except in the event of an emergency. An "emergency" is a situation that presents an imminent threat to the safety, health, or welfare of an individual.

Cellular telephone equipment and service invoices are public records and subject to disclosure under F.S. 119.

Violation of this policy may be cause for disciplinary action, including revocation of cellular phone privileges.

This policy is also applicable to internal account purchases.

Auditing and Billing
 A.The Board reserves the right to audit all Board-owned cellular telephones and their use, which will include but not be limited to, a review of the monthly billing by the employee. Board cellular telephones and cellular service account statements, invoices and payment documents are public records and, as such, may be subject to disclosure and review.
 B.Each Board-owned cellular telephone will receive a monthly detailed activity statement for all charges. The employee issued the cellular telephone must review the monthly statement for billing accuracy.

The Superintendent is authorized to develop administrative procedures to implement this policy.