The Board of Education may 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. 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 Board of Education requires the staff members listed below to be accessible by telephone for Board business and exigencies when and if need arises. Cellular telephone technology enables individuals to be reached whenever a situation arises necessitating immediate contact and communication, regardless of the person’s location at that time. Therefore, a Board-owned cellular telephone may be issued to the Superintendent as well as the following staff members:

Since the staff members listed above are expected to be readily accessible day and night, seven (7) days a week during the course of their employment, the Board considers cellular telephones to be essential equipment for the performance of their duties, and believes that the provision of cellular telephones to those listed staff members serves a valid public purpose. Accordingly, the individual employment contracts of these staff members shall affirm that the staff member shall be provided with a cellular telephone, describe the permissible and impermissible uses of that cellular telephone, and describe the financial obligations, if any, of the staff member for the cellular telephone service and usage.

Board-owned cellular telephones may be used for the following to place calls in emergency situations and/or to place calls for the purpose of communicating with the administration, other staff members, or parents concerning classroom, school or District activities.

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. In other words, the smallest plan available to accommodate the particular business need shall be utilized.

The Board shall approve the Superintendent’s recommendation regarding the level of cellular telephone service appropriate for each staff member listed above. The Superintendent or his/her designee shall take the steps necessary to secure the most economical and responsible service available.

Thereafter, 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 or his/her designee 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. Any change in provider and/or necessary adjustments to individual staff members’ plans shall be recommended for Board approval.

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 assigned 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.

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 strongly discouraged. Employees should plan calls to allow placement of calls either prior to traveling or while on rest breaks.

Cellular telephone calls are not secure. Therefore, employees should use discretion in relaying confidential information, particularly as it relates to students.

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) might be expected to bear 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.

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 Treasurer. 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.

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.

The Board will seek reimbursement for any additional charges resulting from personal calls. Misuse of Board-owned cellular telephones may result in loss of the privilege (i.e., revocation) and possible disciplinary action against the employee.

If unforeseen circumstances develop where employees must use their Board-issued cellular telephone to make a personal call (i.e., to let family know that the employee will be home late, etc.) it is up to the Superintendent or his/her designee to determine whether the employee should reimburse the Board for the telephone call.

In those circumstances when a Board-owned cellular telephone is not assigned to an individual but rather is shared by more than one (1) employee, all employees who make or receive any personal calls on such telephones shall retain a record of such calls, including the date, cellular telephone number, and inbound/outbound telephone number. Such employees shall then be required to assist in reconciling cellular telephone bills in accordance with Board procedures.

Employees who by the nature of their job do not have a routine and continuing business need for cellular telephone equipment but have occasional or sporadic need to use cellular telephone equipment on Board business may be approved for reimbursement of personal equipment usage accounts in amounts no greater than $25 per month.

Personal calls during work hours can interfere with employee productivity and be distracting to others, regardless of whether on a cellular or regular telephone. Employees are expected to use discretion in using personal cellular telephones while at work. Employees are asked to make personal calls during breaks and lunch period and to see that friends and family members are aware of the Board’s policy.

Violation of this policy may constitute just cause for disciplinary action up to and including termination.

If deemed necessary, the Superintendent shall prepare the necessary administrative guidelines for the implementation of this policy.

Adopted 3/05
Revised 4/24/06