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Stipend for Personally Owned Cell/Smart Phone

Policy Approve By
Dr. Dean O. Stenehjem, Superintendent
Policy Date (original policy date)
Updated
Policy Prepared By
Janet Kurz, Executive Assistant
Policy Category
Administrative

I.  Purpose

Provide for the proper use of personally owned cell/smart phones when conducting state business, accessing state networks, and provisions allowing a compensation plan (stipend) if determined appropriate.

II.  Procedure:

Introduction:

This policy establishes the option for employees to use their own personal cell/smart phones to conduct agency business instead of agency-owned cell/smart phones and receive a stipend.

Statement:

It is the policy of the agency to use cell/smart phones when the job duties of the position necessitate its use as a justified business need.  The agency may provide a cell/smart phone, or pay an employee a stipend for using a personally-owned cell/smart phone, in accordance with the following rules.

Rules:

Cell/smart phone use is based on business needs. The WSSB Cell/Smart Phone Stipend Request form must be approved by the employee’s supervisor and Superintendent.

Stipend for Personal Cell/Smart Phone: 

An employee with a documented business need may either use an agency-owned cell/smart phone, or request approval to receive a stipend for their personal cell/smart phone on a WSSB Cell/Smart Phone Stipend Request form. Stipend information:

  1. The agency will pay one of the following stipend amounts to the employee, less payroll taxes:
    (a.) $10 per month for voice only service plan.
    (b.) $30 per month for data only service plan.
    (c.) $40 per month for voice and data service plan
  2. The employee’s cell/smart phone and service plan must support access to the agency’s electronic mail system via the secure Microsoft Exchange remote mail portal.
  3. The employee is responsible for costs and details of the cell/smart phone and service plan.
  4. The employee receives and pays invoices directly for the cell/smart phone and service plan.
  5. The agency is not responsible for the employee’s cell/smart phone or service plan.

Privacy and Employee-Owned Cell/Smart Phones:

Business related data transactions made via employee-owned cell/smart phones are subject to the existing public disclosure retention schedules as determined by content. In addition, should they be identified during a public disclosure request, an additional retention of six years may apply.

Employee-owned cell/smart phone information is private with the following exceptions:

  1. For audit purposes, the employee must be able to provide proof of a qualifying voice and/or data service plan.
  2. When notified of a litigation hold, the employee may be required to consent to the inspection and copying by WSSB data and electronically stored information on their cell/smart phone as determined by the scope of the litigation hold.

Responsibilities:

  1. Supervisors must:
    (a.) Review and approve (or deny) requests to pay a stipend to employees for personal cell/smart phone use.  Obtain Superintendent’s concurrence.
    (b.) Recommend approval or denial for paying a stipend for personal cell/smart phone use and request approval or denial from the appointing authority and the Superintendent.
    (c.) Provide oversight and instruction to the employee as to the proper use of cell/smart phone and evaluate need whenever job duties change.
    (d.) Evaluate whether or not there is still a business need for an employee to use a cell/smart phone annually.
  2. Employees must:
    (a.) Understand and comply with this policy and applicable state and federal laws regarding the use of cell/smart phones.
    (b.) Complete and sign required form prior to receiving a stipend for personal cell/smart phone use.
    (c.) Immediately notify Business Office when stipend for employee-owned cell/smart phone use is terminated.
  3. To provide protection of the school’s network and sensitive information without interfering with the instructional process and academic freedom, the use of portable computing and storage devices—i.e. a Smart Phone—must be limited to data that can be made public (in case they are lost or stolen). Private, sensitive data should never be stored on these devices—especially identifiable personal data like social security numbers, health information, student grades, intellectual property, employee and student identities, etc. This applies to any of these devices—even personally owned ones.

III.  Contact for More Information

  • Business Office:  Business Office staff processes cell/smart phone stipend request.
  • Information Technology (IT):  The IT department processes requests to the departments that oversee approval, support and setup assistance of cell/smart phones.

IV.  References

V.  Review and Update Requirements

All department managers are responsible for informing the Executive Assistant of changes needed for the maintenance of this document.