SHDR, STEC, STEL

Effective August 1, 2021, newly issued University cell phones and other mobile devices must comply with the following criteria and require prior control point approval. We encourage directors to review existing university paid cell phones on a regular basis with these guidelines in mind.

Per BFB-G-46: An employee who is to be provided electronic communications equipment or services must prior to receipt of such resources sign a usage agreement acknowledging that primary use of the resources will be for official University business and that any personal use of the resources will be incidental in nature.

Departmental Criteria

  • Travel – Employees who frequently travel or are out of the office and need to be in contact with staff, clients, managers, or other University business associates.
    –OR–
  • Work Location – Employees who typically work in the field or at job sites where access to electronic communications devices is not readily available.
    –OR–
  • Emergency Response – Employees who need to be contacted and/or to respond in the event of an emergency or are required to be available during non-business hours.
    –OR–
  • Other – Employees who are required by their department to be accessible at all times by electronic means. 

Individual Criteria

  • Employee should not already have a UCSB-owned laptop or other mobile device that would reasonably accommodate the requirement.
    –AND–
  • Employee should have a personal mobile device so that a UCSB-owned mobile device will not become a resource for personal use.
    –AND–
  • Incidental personal use of the device shall not interfere with the University’s operation of the device; interfere with the user’s employment or other obligations to the University; or burden the University with incremental costs.

Note:

An employee using a personal cell phone or other mobile device may request reimbursement for any business-related use of the device or service that results in noticeable incremental costs.

Hotspot Activation

Prior approval by the control point is required

Where hotspot activation is an extra-cost option for a mobile device, its inclusion must be approved through the same process. The hotspot option is to be used prudently for essential University business only when broadband internet access is not otherwise available from internet service providers at the employee’s worksite.

International Service

Prior approval by the control point and VCSA Office is required

University-owned mobile devices should not be used for personal travel, especially outside the US. 

Short-term global rate plans added to University-owned mobile devices while traveling on business outside the US should be requested only when the use of the device during such travel is absolutely necessary for essential business purposes. Use of a University-owned mobile device while traveling on business outside the US without the addition of an approved short-term global rate plan is not allowed.