Ohio Administrative Code › Title 3356 - Youngstown State University › Chapter 3356-4 - University Property and Use of Equipment › Section 3356-4-12 - Cellular equipment usage

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement. Youngstown state
			 university ("YSU") provides cellular capable equipment to employees who, by the
			 nature of their work, are approved to use cellular phones and other devices to
			 conduct university business. Technical support will only be provided for
			 designated university-issued cellular equipment.
(B) Purpose. This policy establishes
			 guidelines to satisfy the need for university-owned cellular capable equipment.
			 The provisions of this policy apply to all employees of YSU, including those
			 who acquire cellular equipment and services through grants or contracts. This
			 policy also allows the university to meet internal revenue services ("IRS")
			 regulations and its fiduciary responsibility to the taxpayers of the state of
			 Ohio.
(C) Procedures.
(1) The university shall leverage strategic
			 sourcing opportunities by maintaining a single carrier cellular solution in the
			 delivery of its university-issued cellular equipment and services.
			 University-issued cellular equipment shall be limited to standard offerings: a
			 standard voice phone, a standard smartphone, and a standard cellular mobile
			 data accessory (i.e., USB modem). The current standard offering in each
			 category shall be based on the availability of current commercial models and
			 all standard offerings will be provided technical support through YSU tech
			 desk.
(2) Cellular equipment not
			 conforming to the standard offerings, university-owned or otherwise, does not
			 qualify for technical support for device operation or connectivity to
			 university systems.
(3) Requests
			 for a cellular-capable device may be made any time during the fiscal year and
			 must be procured centrally through the university's office of information
			 technology services ("ITS"). Cellular capable devices acquired with university
			 funds may not be purchased with a departmental purchasing card or through any
			 other means.
(a) Requests for nonstandard
			 devices, as determined by ITS, should be accompanied by written justification
			 and the signature approval of the requestor's supervisor and appropriate
			 executive level officer. Any additional costs associated with
			 nonstandard devices will be borne by the requesting department.
(b) Additional accessories for
			 university-issued equipment should be procured locally through the originating
			 department.
(c) University-issued
			 cellular equipment and services may be used for incidental personal cellular
			 purposes as defined by IRS tax law and in accordance with rule
			 3356-4-09
			 of the Administrative Code. Employees must reimburse the university for any
			 liability incurred through the personal use of the issued cellular equipment.
			 Amounts, if any, to be reported on an employee's W-2 form for non-incidental
			 personal use will comply with IRS guidelines.
(d) University-issued cellular equipment and
			 services shall be billed to the assigned department through a monthly
			 chargeback process. The financial manager of the assigned budget must approve
			 the initial requests for university-issued cellular equipment and/or services
			 and for changes in equipment and/or services.
(e) Use of the cellular devices in any manner
			 contrary to local, state, or federal laws will constitute misuse and may result
			 in the loss of use of university cellular equipment and/or other actions
			 according to rule
			 3356-4-09
			 of the Administrative Code.
(f) Use
			 of the university-issued cellular equipment must comply with rule
			 3356-4-13
			 of the Administrative Code with regard to the transmission and storage of
			 sensitive information on the cellular equipment.
(g) Note that university-issued cellular
			 devices are owned by the university. Business-related activity on a
			 cellular-capable device is subject to public records and other applicable laws,
			 regulations, policies, and procedures. Employees should refrain from the use of
			 university-provided cellular equipment while driving.