Mobile Phone Guidelines

The ITS Service Desk initiates all mobile phone transactions using the established government contract with Verizon Wireless. Price and equipment availability are determined by the carrier and subject to change without notice. Contracted plans may require multi-year commitments. Early termination fees, if applicable, will be charged to the department.

Responsible use

University-provided mobile phones may only be used by the authorized recipient. Authorized recipients must return their phones when leaving the University or when a change in responsibilities removes them from eligibility. All data must be completely removed from the phone before it can be reassigned or when the authorized recipient leaves the University.

All costs associated with the mobile phone will be borne by the department that requests the device and supporting services. These costs include, but are not limited to purchase, equipment replacement, service activation, monthly service and feature charges, usage, equipment and accessories charges, insurance, taxes, early termination fees (as applicable), and surcharges.

Mobile phones will be administered through the University’s mobile device management program. The authorized recipients may not tamper with or circumvent these administrative settings.

Security

Hot spots

To ensure compliance with Cal Poly Information Security device standards, use of any "hotspot" services require that the university-owned smartphone be physically tethered to the mobile device (e.g. laptop). It is the responsibility of the user to consult with ITS prior to implementing tethered "hotspot" services for university-related business, to ensure a secure and appropriate configuration to protect university data and resources. Any exception to this tethering solution will be reviewed on a case-by-case basis accompanied by a business reason provided by the department. ITS Management will consider and provide approval if/as appropriate. The ITS Service Desk does NOT provide support for alternative solutions.

Also, see:

• IT Security Standard: Computing Devices

• Mobile Devices - Stay Safe Online

• Responsible Use Policy for Information Technologies (RUP) 
  
  

Faculty and staff may not transfer existing personal mobile services (non-Cal Poly ) to our Cal Poly Verizon Wireless government account. Service requests require a new contract with the vendor and so a new wireless number is generated.

State employees may transition their assigned Cal Poly mobile number to their personal mobile phone via the Transfer Mobile Service from a State to Personal Phone process.

1. The Telephone Coordinator should submit a New Mobile Phone or Service Change request via the Support Center.

2. The ITS Service Desk will notify the telephone coordinator and employee via email when the mobile phone number is available for assumption of liability.

3. Then the employee will call Verizon Wireless at 800-922-0204 to finalize their new account.
   
   

Mobile phones purchased on the Cal Poly government account with State funds are university property. If mobile phone service is canceled, or an employee is transferred to another university department or leaves university, the mobile phone must be returned to the department that purchased the device. Or the department where the employee transfers may request to change the billing chartfield so the mobile service is billed to the new responsible department instead.

If an employee is leaving Cal Poly but assuming liability for their mobile phone number via Transfer Mobile Service from a State to Personal Phone , a new phone must be purchased, and the old phone returned to the department via the telephone coordinator. The department may keep the device to re-purpose to another department employee, retain it as a "back-up" phone, or surplus the property. (Old mobile phones are surplused via the Facilities Help Desk at 6-5555, so please call for the drop off location in Building 70.)  All sensitive data must be removed from the device by the user or tech support team before it is reused.

University mobile numbers that are canceled with Verizon Wireless are no longer the property of Cal Poly and are returned to the carrier's pool of numbers. Therefore, mobile numbers are not available for reactivation per Verizon’s policy.

The Cal Poly account is a government account, therefore, our mobile providers cannot provide call blocking services to stop unwanted or solicitation calls. But calls may be individually blocked through the recent calls menu on the mobile phone. And text messages can be blocked by texting STOP to each unsolicited message.

As an alternative for unwanted calls, users can add their mobile number to the National DO NOT CALL Registry. The process includes registration of your mobile number using your Cal Poly email address, and responding to an email verification of the request. Most telephone marketers should not call your number once it has been on the registry for 31 days. If they do, you may file a complaint on this same website. You can also register your home or personal mobile phone for free and your registration will not expire. Phone numbers placed on the National Do Not Call Registry will remain on it permanently due to the Do-Not-Call Improvement Act of 2007.

With department approval, international rate plans can be added to mobile devices (global capable feature phones and smartphones) BEFORE leaving the United States. Employees traveling internationally who need mobile connectivity for their job duties have these options: 

1. Global rental: For travel less than 21 days (about 3 weeks) , the telephone coordinator should contact Verizon's Global Travel Program at 800-711-8300 to arrange for a rental phone to be obtained and paid for with their department credit card. Process requires 5 days for Verizon to complete the transaction and the user to receive the device. Transaction does not require a Mobile Phone Request as it is handled by the department.

2. Temporary use global mobile phone purchase: User can purchase an international phone upon arrival in the country, available at the airport. Costs for the mobile phone and all calls may be included in the Travel Expense Claim when the employee returns. Transaction does not require a Mobile Phone Request as it is handled by the department.

3. Rate plan change: If travel is outside the United States (including Mexico and Canada) with a Cal Poly Mobile Phone, the Telephone Coordinator should submit a New Mobile Phone or Service Change via the Support Center so the rate plan can be changed. Government Nationwide International Voice, Email & Data plans with unlimited data, per minute voice allowances and messages per month are available for a full Verizon Wireless bill cycle plus any additional days, if needed. Plan dates must include one day before departure and one day after return to the United States. Requires 5-day lead time for the ITS Service Desk to process.

Director or Department Head and Department Telephone Coordinator

1. Initiate mobile phone service requests.

2. Inform staff members regarding campus guidelines for mobile phone use.

3. Review mobile bills each month and validate the legitimacy of calls made to and from the mobile phone.

4. Review the mobile bill each month with the mobile phone user to identify personal calls, and what, if any, amount is owed to the university.

5. In conjunction with the ITS Service Desk, periodically review mobile bills to determine if there is a more cost-effective mobile service plan based on individual usage.

6. Coordinate the repair of mobile phone equipment with the ITS Service Desk.

7. Coordinate replacement of lost or stolen mobile phone or equipment with the ITS Service Desk.

Mobile Phone User

1. Ensure that the mobile phone is used in a fiscally responsible manner.

2. Ensure that the mobile phone is properly secured.

3. Contact the Telephone Coordinator and the ITS Service Desk as soon as possible when a mobile phone is stolen or lost. Cal Poly University Police Department must also be notified so a police report regarding the incident is filed in a timely manner.

4. Review mobile bill and complete the reimbursement for personal calls monthly. Submit a personal check to cover the cost of personal calls to the University Cashiers Office for deposit to the department’s account number.

5. Transferring personal data, such as pictures or contacts, is out of our service scope and must be completed by the employee. Apple Support is available to assist at 800-275-2273.

6. Upload university data from a mobile device to a Cal Poly OneDrive account. Instructions for saving files to OneDrive on an iOS device can be found on Microsoft’s Support page.

ITS Service Desk

1. Serve as campus contact for all department funded mobile phone transactions.

2. From time to time, review mobile usage to recommend cost effective mobile plans. This information will be forwarded to the department Telephone Coordinator for consideration.