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Guidelines for Employee and Faculty Smartphones

Section Title


When should a University paid/reimbursed smartphone be provided?

Request Process

Smartphone Device Plans and Upgrades

Device Options

Smartphone User Agreement

Travel outside of Canada

Transfer of Ownership

Personal Devices

Billing

Decommissioning

 

When should a University paid/reimbursed smartphone be provided?

 University of Winnipeg smartphones (or reimbursement of a portion of a personal smartphone) should only be provided to an employee when the demands of that employees’ position requires the use of a smartphone. In general, this means the following:

Request Process

For new activations, upgrades, transfers or cancellations, contact the Service Desk at either servicedesk@uwinnipeg.ca or 204.786.9149 to open a ticket. A TSC technical analyst will contact you to discuss options and cost.

Once a decision has been made, you will be required to submit a ‘Smartphone Device Request Authorization Form [PDF]’ and a signed ‘Smartphone User Agreement Form [PDF]’, which needs the approval of your Supervisor/Executive Director/Dean.

A scanned copy of the completed forms should be sent via Email to uwmobile@uwinnipeg.ca.

Smartphone Device Plans and Upgrades

Our current Smartphone plans are 3-years in duration. Upgrades are available after the completion of the 3-year term. Upgrades may be permitted earlier if the smartphone is lost or deemed unusable.

Device Options

The University of Winnipeg offers 3 Smartphone brands. The base models are at a reasonable expense level and are deemed to be sufficient for most University of Winnipeg needs. If an employee wishes to acquire a smartphone above the base model listed below, a justification for such upgrade must be provided outlining the reasons the upgraded model is required to perform their University of Winnipeg job duties. The written justification will first have to be approved by the individual’s Supervisor/Manager/Director/Chair, then final approval must be acquired from the VP Finance and Administration before the upgraded device will be allowed.

Current smartphone brand/model selections are:

Smartphone User Agreement

The ‘Smartphone User Agreement Form [PDF]’ must be read and signed. This form includes but is not limited to usage, care of the device, contract cancellation, and travel outside of the country. The device is owned by the University of Winnipeg and must be returned to the university upon resignation, end of employment, termination of contract and upgrades. The use of this device should adhere to the terms of the ‘Acceptable Use of Information Technology Policy’.

Supervisor/Manager/Director/Chair responsibilities:

Employee/Faculty responsibilities:

Travel outside of Canada

Anyone traveling outside of Canada with a Smartphone, MUST request a travel plan prior to travel. TSC will provide you with travel plan options. The Supervisor/Manager/Director/Chair must provide approval on the ‘Travel Request and Authorization Form [PDF]’ for the costs prior to travel. The travel plan requests must be submitted to the Service Desk at either servicedesk@uwinnipeg.ca or 204.786.9149, five business days prior to travel departure.

Transfer of Ownership

At the sole discretion of the University, an employee may be allowed to purchase the University of Winnipeg device at fair market value and transfer the phone number into his/her own name when they depart the University. The device value would be determined by the University of Winnipeg Director of Purchasing Services and the device transfer would occur based on agreed upon terms between both parties in accordance with the Disposal of Surplus Assets Procedures.

Personal Devices

Departments may reimburse a user who qualifies for a university provided smartphone, up to $50.00 per month, for the use of their personal smartphone while conducting University of Winnipeg business. This is at the discretion of the Supervisor/Manager/Director/Chair, and the University of Winnipeg will not reimburse the user more than the actual charges incurred. The University of Winnipeg will not pay for the purchase, replacement or subsidize the cost of any device and is not responsible for any issues that may arise with the user’s device. Costs associated with travel would also be the user’s responsibility. The University of Winnipeg is not responsible for any damages, possible viruses, or extra charges (including roaming charges resulting from travel for University of Winnipeg business).

Further, the user acknowledges that they will have a secure passcode to lock their device in order to protect any University of Winnipeg information on the device. Users will need to fill out this form to make the request to use their personal device: Personal Device Reimbursement [PDF]

Devices used for University business and research are required to be safe-guarded using a secure passcode to ensure that information is protected, even if the devices and services are not paid for by the University.

Billing

Departments can view their bills electronically so that the Supervisor/Manager/Director/Chair can monitor usage and costs of the device in a timely manner. Pro-active review of usage reports included in the bills will help the department heads in identifying devices that are no longer in use and may need to be decommissioned.

Decommissioning

It is the responsibility of the Supervisor/Manager/Director/Chair to notify TSC to decommission and remove from billing the devices that are no longer in use. Devices and accessories are to be returned by the employees to their department and must be turned over to TSC. All security features need to be turned OFF, this includes the Passcode, Find My iPhone, etc. Departments should also verify their General Ledger’s (GL’s) to ensure that the requests have been completed.