EGAC: Telephone Services

Guidelines for Cell Phones

• Employees should protect data, including confidential information, accordingly and should not install or use devices for personal reasons.
• All cell phone users must implement a pin or password to secure District cell phones.
• The District currently uses various mobile data management software to secure access to District cell phones.
• District mobile devices have access to District approved apps through the Company Portal for iPhones and the managed Google Play Store for Android phones. The District may restrict or enable the use of a device, including the ability to download, install, and use specific applications, through its device management system.
• The District manages devices, including approved applications. Downloading and installing unapproved applications may put District data at risk. Employees should only download and install applications necessary for District business. Employees should not use personal accounts or IDs to sign into applications or operating systems used for District purposes. Employees must create a separate account or ID from their personal account to install or update applications, software, or firmware on their District-owned cell phone.
• The District monitors and utilizes GPS location tracking at its discretion.
• The District provides cell phones with the expectation that the employee will care for and physically secure the device to minimize the risk of damage, loss, or theft. Employees may be liable for replacing lost or damaged District-owned cellular devices or related equipment.
• When operating a District-owned vehicle, employees must comply with local and state laws related to cellular devices while driving. Employees should refrain from texting and only use the phone in a "hands-free" mode
• Employees working with students or other employees who have medical conditions that may be affected by cellular phones must act in a manner that will not affect the other person's medical condition
• Employees must exercise caution when using their cellular device
  • Near combustible fuels (or similar products) or supply sources
  • Operating a motor vehicle
  • Near public safety equipment
  • In any location where use is stated or posted as being unadvisable or unlawful or in any place deemed inappropriate or unsafe
  • To discuss personal identifiable or private information such as student information
• Employees with District-owned devices that will be traveling outside of the contiguous 48 states on District-related business or whose responsibilities make it critical that they are available must inform the Chief Financial Officer or designee if they require an international calling plan at least seven days before their departure
• Data usage on District-owned cell phones should follow the Board Policy EDE (Computer Online Services Acceptable Use and Internet Safety for Students and Staff)
• The District prohibits illegally or inappropriately using cellular devices on District property or at District-related events.
• The District prohibits recording any activities on District property or at District-related events without the user's consent. The law requires consent for posting pictures or videos on social media, and this content should not contain any personally identifiable data such as location or addresses. Only a parent or guardian can consent for a student under 18.
• The District reserves the right to request the return of a District-issued device at any time without reason or prior notice.
• Employees must return all District-owned cellular devices at the end of their employment by the District. The District can request reimbursement for unreturned equipment based on the trade-in value of the equipment.

Guidelines for Wired Telephones

• Wired telephones in classrooms and offices are primarily for the safety and security of the students and District staff. Therefore, the District prohibits disconnecting, disabling, or removing wired telephones or related equipment without first notifying the principal and the Department of Information Technology.
• All active classrooms are required to have wired telephones. The principal is responsible for determining the operational status of each classroom.
• District staff must inform their principal of damage or misuse of wired telephones.

Guidelines for Cell and Wired Cell Phones

• Employees cannot operate a personal business from any District-owned telephone or cellular equipment.
• Employees should refrain from the following when using District-owned devices:
  • Making personal calls that they could reasonably make from a personal device or other communication methods
  • Making any call made about an employee's private business enterprise
  • Making any calls or using cellular data or texts for personal entertainment to the detriment of the District or the District employee's work performance (e.g., 900 numbers, short codes, streaming music, videos, or using social media, etc.)
• The following calls are prohibited when not explicitly related to District business
  • Collect calls to District Telephone or cellular services
  • Calls billed to District Telephone or cellular service
  • Pay per call numbers
• The District periodically audits telephone services bills for accuracy and compliance purposes. Personal calls, texts, or data usage that result in charges outside of standard monthly billing charges are the responsibility of employee making calls or incurring the expenses. These charges may include international calls, pay for access, information charges, or entertainment charges.

Violations of the telephone guidelines may result in disciplinary action up to and including termination of employment.