Corporate Mobile Device

Policy Number: 
2501
Policy Responsibility: 
Vice-President, Finance & Administration
Approved: 
Board of Governors
Effective: 
May 23, 2013
Review: 
May 23, 2015

Policy Statement: 

JIBC will, at its discretion and in accordance with this policy, provide employees with Mobile Devices and telecom carrier services, at the JIBC’s expense, for the primary purpose of conducting JIBC business. All Mobile Devices that are paid for by JIBC are the property of the JIBC and the employee is responsible for ensuring the appropriate use of the Mobile Device, as well as the security and safe keeping of the Mobile Device as outlined in this policy.

Goals

This policy shall:

  • Support employees’ job duties
  • Limit corporate liability
  • Improve management of mobility costs
  • Enhance corporate data security and network security 

Scope: 

This Policy applies to all employees (including sessional employees) required by their School or Division to have a Mobile Device.  Mobile devices for contractors are excluded in this policy.

With the exception of the application of the BC Freedom of Information and Protection of Privacy Act (FOIPPA), this policy does not apply to non-JIBC owned devices used by employees for business purposes, including accessing JIBC email accounts.

Definitions: 

Mobile Device” shall mean any and all smartphones including Blackberry, Apple, Android or Windows devices, aircards, rocket sticks, cellular phones, pagers, tablets or similar communication devices that require a data or voice plan with the JIBC mobility vendor.  

Device Eligibility

JIBC employees that are authorized by their School or Division to have a Mobile Device will be supplied with either a conventional cell phone (PCS), smartphone (e.g. Blackberry, iPhone, Android, etc.) or tablet that are part of the negotiated JIBC mobility plan. If additional accessories are required such as a case, extra battery, car charger, etc., the related costs are the responsibility of the employee’s Division and should be purchased or reimbursed (expense claim) in accordance with JIBC Financial Management policies.

Mobile Device costs will be monitored on a monthly basis by Divisional management, including reviewing consumption levels and trend analysis reports at the individual account level. Usage reports will be communicated to the individual employee on a monthly basis.

Personal Use

Employees are responsible for knowing their mobility package costs as outlined in the JIBC Mobility Plan. Charges associated with using a company provided Mobile Device for personal communications, including text messages, email and voice calling, will count towards the monthly consumption limit. Therefore, personal use of a company provided Mobile Device should be minimized.  Any overages of the monthly plans resulting from personal use must be refunded to the JIBC.

Employee Responsibility

Mobile Devices owned by the JIBC and used to conduct business must be used appropriately, responsibly, and ethically. The following must be observed:

  • JIBC-owned Mobile Devices are the property of the JIBC and must be treated, used, and safeguarded as such. If an employee damages or loses a JIBC-issued Mobile Device, the employee must notify their manager immediately.
  • If an employee damages or loses a JIBC owned Mobile Device, their manager is responsible for notifying Technology Services immediately to have the device de-activated.
  • No employee is to use JIBC-owned devices for the purpose of illegal transactions, harassment, or obscene behavior, in contravention of existing JIBC policies.
  • Employees are prohibited from using a JIBC-owned Mobile Device while operating a motor vehicle unless utilizing a hands-free device.
  • Mobile Devices must not be loaned to, or used by, persons other than the employee to whom the device is allocated, unless pre-arranged with Technology Services.

Freedom of Information

The activity records for JIBC Mobile Devices, including but not limited to: individual calls, e-mails, text messages, and internet access is information that may have to be released to the public under the Freedom of Information and Protection of Privacy Act (FIPPA) of BC.

In addition, the BC Freedom of Information and Protection of Privacy Act extends to work/business related records and communication transmitted and/or accessed by and/or stored on any personal (non JIBC –owned) Mobile Device.

Last updated August 6, 2015