| Girard City School District |
| Bylaws & Policies |
7530.01 - STAFF USE OF CELLULAR TELEPHONES
Cellular Equipment
School District cellular equipment is provided to employees who by the nature of their job have a need for use on official District business. The District expects appropriate and responsible use of cellular equipment.
The Superintendent and Treasurer are expected to ensure that: (1) the need for each item of Board-owned cellular equipment is clearly justified for Board business purposes; (2) employees provided with Board equipment usage accounts understand the purpose and limitations of use; (3) equipment usage account billings outlining details of usage are received and reviewed for conformance with this policy; (4) employees reimburse the Board for non-business use; and (5) use of a Board equipment usage account is terminated when no longer justified by business requirements or when the employee has by actions demonstrated a disregard for the limitations of this policy. The Board has sole discretion in determining numbers 1-5 above.
Procedures
| A. | Determination of Eligibility: The Board and its administrators shall determine the need for use of Board-owned cellular equipment. | |
| B. | Acquisition of cellular equipment: Cellular equipment is to be acquired in accordance with State laws and Board regulations governing purchases with public funds. | |
| C. | Acquisition and modification of equipment usage accounts: |
| 1. | Cellular equipment is to be acquired in accordance with State laws and Board regulations governing purchases with public funds. | ||
| 2. | The Superintendent and Treasurer will establish a list of approved equipment usage accounts. | ||
| 3. | The employee’s supervisor is to review the employee’s actual usage monthly. | ||
| 4. | The Treasurer will be notified of the name of each user and will make arrangements with the vendor to establish or modify accounts, if necessary, in conjunction with the Superintendent. |
Usage
| A. | The Board’s cellular equipment usage accounts are provided for official Board business. Employees are responsible for understanding and following all policies. | |
| B. | All Board cellular equipment and equipment usage account statements, invoices, and payment documents may be public records and as such may be subject to disclosure and review. | |
| C. | Cellular equipment is intended for special applications such as purposes of safety or to assist in the completion of assigned tasks. Equipment is not intended for personal use. | |
| D. | The following are unauthorized uses of Board-owned cellular equipment: |
| 1. | any call that can be reasonably made from a standard telephone; | ||
| 2. | any call made in relation to an employee’s personal business enterprise; | ||
| 3. | any call for the purpose of personal entertainment, including, but not limited to 900 numbers, movie links, etc.; | ||
| 4. | any call of unreasonable duration, as determined by the Board or its agents; | ||
| 5. | personal calls unrelated to the employee’s job, except in an emergency. |
| E. | Supervisors are responsible to confirm that employees comply with the intent of this policy. | |
| F. | Employees using Board-owned cellular equipment are expected to be courteous, safe, and responsible in their use of cellular equipment. | |
| G. | Employees are expected to refrain from using cellular telephones while operating vehicles. | |
| H. | Any conduct that violates this policy may result in disciplinary action up to and including dismissal. |
Billing, Payment, and Reimbursement
Payment of Board equipment and usage accounts:
| A. | The Treasurer will ensure that the vendor provides detailed monthly bills for each equipment usage account. | |
| B. | The Treasurer will process the account bills for payment and post the charge to the budget designated by management. | |
| C. | The Treasurer will provide a copy of the detailed account to the employee and his/her supervisor. Supervisors will: |
| 1. | review bills to verify conformance by the employee with this policy and validity of amounts being billed; | ||
| 2. | determine if monthly charge exceeds base amount (minutes allowed, roaming, and other charges); | ||
| 3. | notify the employee of and collect reimbursement pursuant to this policy. |
Reimbursement by Employee for Personal Use
| A. | If the monthly charge exceeds the base amount, the employee using the account will be required to reimburse the Board unless s/he can demonstrate that the excess amount is business related. | |
| B. | The Treasurer will determine the amount to be reimbursed and notify the employee in writing. | |
| C. | The employee will promptly (within one (1) week from the date of notification) deliver reimbursement to the Treasurer. | |
| D. | Amounts related to personal use of Board-owned cellular equipment shall be determined by multiplying the number of personal minutes by the cost per minute of the employee’s account. Reimbursement shall be made to the Treasurer. |
Exception
The Superintendent may grant an exception(s) to the reimbursement for personal use provisions of this policy if said use is medically related or is the result of an emergency AND/OR personal use of the kind stated above does not cause the employee to exceed the minutes assigned to his/her account.
Personal Use of Shared Cellular Telephones/Cellular Telephone Installed in Vehicles
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.
Adopted 3/20/06