OIST Graduate University
Policies, Rules & Procedures
Authority: Approved by the President

Chapter 18 Telecommunications Services and Devices
18.1 Policy
The OIST Graduate University (the University) aims to provide telecommunications
services (including mobile phone services) to the University researchers andemployees in a manner which is fair, simple, accountable and financially responsible.
The University allocates telecommunications devices where appropriate in order to;• Avoid excessive charges to the individual, generated where the University
business must be conducted via a telecommunications device.
• Prevent the conduct of the University business via a personaltelecommunications device where inappropriate.
• Ensure the individual has the capacity to act in emergency situations wheretasked with doing so.
This policy applies all telecommunications services and devices regardless of thecountry of purchase, telecommunications carrier, or if the device has an associatedongoing service contract.
All the University telecommunications devices, including mobile phones, are managed
by the University IT Division under centralized contracts. These centralized contracts
result in significant cost benefits for the University; for example, calls from one
University mobile phone to another incur no charges.
18.2 General Considerations
18.2.1 It is anticipated that all University users will have a personaltelecommunications device in addition to the University provided device.
18.2.2 University provided telecommunications devices are intended to be used
for business purposes only.
18.2.3 Limited personal use of telecommunication devices by President [Link:2.4.1], Auditors [Link: 2.4.4], Senior Level Executive [Link: 30.2.2.1.1] and Faculty
Member [Link: 30.2.2.1.2] (hereinafter “Executive Members”) is permitted.
18.2.3.1 Where the monthly charges for the device exceed the threshold [Link:18.3.3], Executive Members will be presented with 3 months of usage data, andasked to identify the personal usage component. This personal usage component
will be used to create a fixed percentage monthly charge for personal usage.
Ongoing monthly charges for the device will be monitored by IT Division, andwhere average monthly charges for the device increase or decrease markedly, the1ch18_Telecommunications-Services-and-Devices_en_20221201_clabove process will be repeated to calculate an updated fixed percentage monthly
charge for personal usage.
18.2.4 There are several classes of telecommunications devices, which vary in costto the University. Please see the list of standard University provided
telecommunication devices [Link].
18.2.4.1 The University standard devices are selected based on functionality.
Where a newer device does not present a benefit to the University business over a
standard device, the device will not be provided regardless of personal preference.
18.2.4.2 The class of device provided will be commensurate with the business
requirement. For example, lower cost devices such as flip-phones will be allocatedwhere a more advanced device is not required.
18.2.5 Ownership and control of University IT devices, including
telecommunications devices, is described in the PRP 17.2.1 [Link: 17.2.1].
18.2.6 In general, the University funding for overseas purchase of IT andtelecommunications services and devices is not permitted. Exceptions may beconsidered where specific University business is shown to require a local device
overseas, and where the usage will be solely for that purposes. In general, internet
chat and video conferencing services should be used for international
communications.
18.2.7 Rental telecommunications devices are available from the IT Division, andrental of these devices is preferred over allocation to an individual where therequirement is temporary in nature.
18.2.8 Sections and units can also apply for locally shared telecommunications
devices. These devices would be managed at the section or unit level, and allocatedfor specific functions, such as new employees, visiting researchers etc.
18.2.8.1 Sections and units are to elect a staff member who will be responsible forthe management and allocation of any locally shared telecommunications devices.
18.3 Rules
18.3.1 Eligibility for a University telecommunications device must satisfy theeligibility criteria [Link] including;•The need to conduct the University business via a telecommunications device
while outside the University premises;➢ Where the use of another medium is not feasible.
➢ Where the lack of said device would cause unavoidable and substantial costs to
be incurred by the individual.
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ch18_Telecommunications-Services-and-Devices_en_20221201_cl➢ Where the detriment to timeliness, or losses in productivity would have asubstantial impact on the University business.
 Senior Level Executives are in general deemed to meet these criteria.
•The need for emergency contact, where the use of a personal mobile phone ortelecommunications device is inappropriate;➢ Where the contact is of a legal or personally sensitive nature, i.e. medical orother confidential matters➢ Where the emergency situation would have an effect on the University as awhole.

18.3.2 Applications for the University telecommunications device must meet theeligibility criteria, and pass through an approval process [Link]. This approval
process requires;•A justification which meets the eligibility criteria and clearly details;➢ The class of device required➢ Why the device is required➢ The intended usage➢ Whether the device is for individual or locally shared use➢ The period for which the device is required• Approval process➢ Senior Level Executives shall receive approval from Chief Information Officer.
➢ Other employees shall receive approval from Vice Presidents /Faculty Member
or equivalent positions or above first, and seek final approval from ChiefInformation Officer.
18.3.3 Where monthly device costs exceed a threshold, confirmation that theusage was for business purposes will be required. Where the usage was personal innature, the user will be requested to cover these costs. This threshold is currently set
at 10,000 yen.
18.3.4 Inappropriate usage of telecommunication devices will be assessed by theChief Information Officer with possible outcomes to include;• Suspension or cancellation of the device• Request for the user to cover any additional charges
18.4 Responsibilities
18.4.1 Users, Sections and Units
18.4.1.1 Users, sections and units are to ensure that the usage of University
telecommunications devices abides by all policies, rules and procedures as detailed
in the PRP Chapter 17 Information Technology & Security [Link: 17] at all times.
18.4.1.2 Users, sections and units are to notify the IT Division when the usage
requirement as detailed in the approval process changes or ceases. In this case users,3
ch18_Telecommunications-Services-and-Devices_en_20221201_clsections and units may be required to relinquish the device, or to re-apply via theapproval process.
18.4.1.3 Users sections and units are to notify the IT Division as soon as possible
in the case of loss or damage to the University telecommunications device.
18.4.1.4 Users, sections and units are responsible for ensuring that any University
telecommunications device is used for appropriate work purposes at all times.
18.4.2 Vice Presidents /Faculty Member or equivalent positions or above
18.4.2.1 Vice Presidents /Faculty Member or equivalent positions or above areresponsible for ensuring that staff under their supervision are using University
telecommunication devices appropriately, and in compliance with the provisions inthis chapter.
18.4.3 IT Division18.4.3.1 IT Division is to contract for andtelecommunication devices including mobile phones.

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18.4.3.2 IT Division is to allocate, track and maintain the University
telecommunications devices.
18.4.3.3 IT Division is to alert users, sections and units when monthly costexceeds the accounting threshold, and send a cost breakdown to the user.
18.4.3.4 IT Division is to maintain relevant documentation and processes.
18.4.4 Chief Information Officer
18.4.4.1 Chief Information Officer shall ensure the IT processes and procedures
are in place such as to implement the policy as defined in this chapter.
18.4.4.2 Chief Information Officer is responsible for ensuring the fair provision ofservices and that University telecommunication devices are provided in the mostcost-effective way to meet the business communication requirements of authorizedusers.
18.4.4.3 Chief Information Officer is also responsible for assessing inappropriate
usage of telecommunication devices and determining action in the case ofsuspected inappropriate use of a device.
18.4.5 IT Strategy Committee (ITSC)
18.4.5.1 IT Strategy Committee shall recommend the University goals andpriorities, and planning actions to the President to achieve the goals regarding
Information Technology and Security. IT Strategy Committee shall deliberate andrecommend policies on communications devices in the University.
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ch18_Telecommunications-Services-and-Devices_en_20221201_cl18.4.6 Chief Information Officer
18.4.6.1 The Chief Information Officer advises the President on all high level IT
and computing services relevant to the OIST community and its security.
18.4.6.2 CIO has the ultimate responsibility for ensuring the appropriate
implementation of policies, rules and procedures in this chapter.
18.5 Procedures
18.5.1 Any member of the University applying for the University
telecommunications device should complete the application form [Link], thensubmit this form to IT Division.
18.6 Forms
18.6.1 The application form is available on the IT Division website [Link].
18.7 Contacts
18.7.1 Policy Owner:
Chief Information Officer
18.7.2 Other Contacts:
IT Division

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