UNSW Global Pty Limited / Mobile Devices Policy
Corporate Service IT /  Internal / External
Responsible Officer / Manager Information Technology
Authorisation / Chief Operating Officer
Effective Date / March 2011
Modifications
Superseded Documents / Mobile Devices Guidelines
Review Date / March 2012
Policy ID / IT-002-POL

1. Purpose

2. Scope

3. Approval and issue of mobile devices

2. Eligibility

3. Usage

4. International usage of mobile data plans

5. Moving on and off the UNSW Global account

6. Carrier

7. Billing and Payment

8. Security guidelines

9.Termination of Employment

10. Approved mobile devices platforms

11. Support and Training

12. Reporting Faults / Lost devices

13. Record Keeping

14. Risk Management- Safe Use of Mobile Devices

1. Purpose

The purpose of this policy is to inform UNSW Global staff of the rules governing the use of mobile devices at UNSW Global.

2. Scope

This policy governs the use of mobile device issued and owned by UNSW Global. Mobile devices include any device with a SIM (Subscriber Identity Module) installed.

The policy also applies to staff owned mobile devices which aresynchronised with the UNSW Global e-mail system.

3. Approval and issue of mobile devices

  • Acquisition of mobile devices needs the approval of UNSW GlobalChief Operating Officer (COO).
  • Business Unit Managers must complete the Mobile Devices Request Form and obtain approval from the COO in writing. (Business Unit Manager include Group Executives and Shared Services Managers).
  • Approved forms must be e-mailed to the IT Helpdesk for procurement.
  • Mobile devices purchased by UNSW Global remain the property of the company.
  • Only Global approved mobile devices are available for purchase. (check with the IT Helpdesk for approved devices)

2. Eligibility

UNSW Global Staff

The issue of mobile devices is based on the responsibilities of the position and the requirement of such a device for staff to complete their duties.

  • Staff are required to be on call after hours and/or when travelling.
  • Staff are away from their desks for a substantial amount of time.
  • Staff may need to be contactable on an ad-hoc basis.

Non-UNSW Global staff

Non UNSW Global staff are not entitled to company funded mobile devices.

Staff using Private Mobile Devices

Staff can access their e-mail from their privately owned mobile device via two methods:

  1. Web outlook - access e-mail via https:/mail.nsg.unsw.edu.au
  2. Synchronising mobile device directly with e-mail system

Web Outlook is the preferred access method.

If staff wishes to synchronise privately owned devices with the company e-mail system, the following criteria must be satisfied to have access to the service:

  • Written approval from business unit managers to access the service.
  • Staff member must have an e-mail account on the Global e-mail system.
  • Staff member must have a data plan paid for by him/her.
  • The mobile device must have an operating system supported by UNSW Global with key features including remote wipe across all data on the device.
  • The staff member must agree to allow the data on the device to be wiped if it is lost or the staff member leaves the company. (may need to wipe it remotely if the device is not physically available)
  • Security guidelines under section 8 apply in its entirety.

Notes:

  • The mobile device owner is responsible for the setup, configuration, and ongoing maintenance of the mobile device.
  • Only limited support is possible for privately owned mobile devices.

Staff using private mobile devices for company work

Staff can claim for costs incurred using privately owned mobile devices for company related work. However if staff are claiming more than 25% of the total bill as work related it is more cost effective to port the private number to the company account as UNSW Global is entitled to discounted call rates from the preferred provider.

3. Usage

Mobile devices are issued primarily for business use. Outgoing phone calls, e-mail, and web access should be limited to company related work.The University records usage and call details. Records may be accessed by authorised staff for audit and investigation purposes, and may be subpoenaed as evidence.

Personal usage for mobile phone calls is restricted to $20 per month. It is the responsibility of the staff member to reimburse the company if this limit is exceeded.

If data costs exceed the `Data Plan’ issued by the company, the excess must be paid by the staff member unless it can be proven it is work related. This must be authorised by the Business unit manager.

4. International usage

UNSW Global data plans for mobile phones are national plans. When Global Roaming is activated, the associated data plan is opened for international use. International use of these plans is an additional charge and is not included in the monthly download limit. International data charges are considerable. A megabyte of data can cost up to $20. UNSW Global does not recommend the use of mobile devices to access the Internet or e-mail outside of Australia.

When Global Roaming is activated incoming as well as outgoing phone calls incur costs. Outgoing SMS (text messages) cost a minimum of A$0.55 per message. There are no costs associated with incoming `text messages’.

Web browsing including checking e-mail / Costs $20 per MB
Receiving phone calls / Costs based on country and duration of call
Making phone calls / Costs based on country and duration of call
Sending Text messages / Min A$0.55 per message
Receiving Text messages / No cost

Refer to Optus website for more information on Global Roaming

5. Moving on and off the UNSW Global account

Staff who wish to transfer (port) an existing mobile number from a private account onto the UNSW Global account need to obtain the approval of the Business Unit Manager.

Staff who wish to take the mobile phone number when they leave the company need to obtain approval from the COO. This applies to company issued mobile numbers and mobile numbers that have been transferred from private accounts to UNSW Global account.

To transfer phone number from Global to private use - completeCHOWN (change of ownership for digital services) form. The phone number can only be transferred to a Optus personal account.

Under the following circumstances staff will not be allowed to take the mobile number with them:

  • Where the mobile number is an advertised contact number
  • Where it is not in the interest of UNSW Global to release the mobile number

To transfer a private phone number to Global – complete CAAA (Customer Authorisation Agent Appointment) form.

When staff make a decision to port their private number to the company account they must be aware that the company may decide to retain the number based on the above criteria if/when they leave the company. It is not given that the private phone number that is ported to the company account can automatically be allowed to be taken with them.

6. Carrier

Optus is the preferred carrier for UNSW and UNSW Global.

All mobile account and SIM card connections will be established with the current preferred carrier.

7. Billing and Payment

The purchase of mobile phones, accessories and ongoing call costs will be paid for with funds from the relevant Business Unit

Optus, the current telecommunications carrier sends invoices directly to the Business Unit for payment.

The Business Unit manager is responsible for verifying and authorising invoices for payment.

All mobile phones, SIM cards and accessories become the property of UNSW Global upon purchase and must be returned on termination of employment with the company.

8. Security guidelines

As some mobile devices have computer like functionality these are subjected to the same level of risks as computers. The size of these devices makes them even more vulnerable as these can be misplaced easily. The following security guidelines are enforced to minimise risks:

  • Mobile devices are secured with a 6 character password.
  • After 8 unsuccessful password attempts the device automatically wipes itself and needs to be reconfigured.
  • The device is set to lock after 20 minutes of inactivity.
  • If device is lost or stolen the content will be wiped remotely by Global IT. The content include all content such as photos, videos, files etc stored on the mobile device. The password to the Global computer network will also be reset. This is to reduce the risk of someone gaining access to the e-mail and other Global data resources using the network login and password stored on the mobile device.
  • Passwords, sensitive or proprietary information must not be stored on mobile devices.
  • IT Policy on `Acceptable Use of IT Resources’ applies to the use of smartphones as these have similar features as computers.
  • If serious vulnerabilities are found on the devices remote synchronising will be disabled and data on the device may need to be wiped.
  • Hacking or circumventing security on mobile devices is prohibited. (ie: no alternate operating systems, no jail-breaking or unlocking of iPhones). Privately owned devices which have been jail broken will not be allowed direct connectivity with the Global e-mail system.

9.Termination of Employment

When a user ceases employment with UNSW Global their mobile device must be returned to theIT department for reallocation or recycling.

If the device is not returned the user will be charged the cost of its replacement. The SIM will be cancelled and the device locked, rendering the device useless.

Outstanding personal calls must be paid for on termination of employment.

10. Approved mobile devices platforms

Only mobile devices with approved operating systems can be synchronised with UNSW Global e-mail system. Currently the following platforms (Operating Systems) are approved by UNSW Global.

  • Apple iPhone OS 3.0and above
  • Windows Mobile OS

11. Support and Training

Global IT will provide basic training on use of mobile devices. It is the responsibility of the staff member to familiarise themselves with the mobile device functionality.

Issues relating to use of mobile device functions and account disputes should be reported to the IT Helpdesk.

12. Reporting Faults / Lost devices

Immediately report any damage, loss or theft of mobile device to the UNSW Global IT Helpdesk.

Immediately contact Optus on 1300 130 756 if theft / loss occurs outside of business hours.

Replacing lost phones must be approved by the relevant Business Unit manager.

13. Record Keeping

A mobile device register is maintained by UNSW Global IT department. Information such as description of device, IMEI or Serial Number, Mobile Number, etc are recorded in the register.

14. Risk Management- Safe Use of Mobile Devices

This policy should be read in conjunction with the mobile phone manufacturer’s manual

It is illegal in NSW to use hand held mobile phones whilst driving, riding or stationary at traffic lights. Hands-free equipment should be used if available.

You many incur fines and loss of demerit points if caught using your mobile phone whilst driving. It is the personal responsibility of the user to pay these fines. Please refer to the following RTA website for further information

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Mobile Devices PolicyDate Effective: [Mar ‘11]

Version: [10 March 2011]