Starting July 1st, 2024, UIS manages a centralized budget to provide mobile devices for employees who need access to phones while remote from on-campus offices. This replaces the old system of stipends to subsidize the cost of personal cell phones.
Contents
- Q: Who qualifies for a university-issued cell phone? Who can decline one?
- Q: What cellular services/features does a university-issued cell phone have?
- Q: Can university-issued cell phones replace desk phones?
- Q: Can a university-issued cell phone be shared between employees?
- Q: How can employees receive their university-issued cell phones?
- Q: Can employees choose the phone number or area code that they want?
- Q: Will employee cell phone numbers be visible in the employee directory?
- Q: Are employees expected to carry their university-issued phones and answer calls or texts after hours?
- Q: Can I put the SIM card from my university-issued phone in another unlocked phone or tablet?
- Q: What can employees still do on their personal phones?
- Q: What should employees avoid doing on their personal phones?
- Q: What should employees avoid doing on their university-issued cell phones?
- Q: Can employees handle PCI (payment card information) on their university-issued cell phones?
- Q: What should an employee do if they receive confidential text messages to a personal phone?
- Q: Can UIS control employees’ university-issued phones remotely? Can the university spy on or track employees using their phones?
- Q: Do employees have a choice of phones? Can a department pay for an upgrade to a user’s phone?
- Q: Does the phone come with any accessories?
- Q: Can employees get accessories for my university-owned phone such as AirPods, Apple Watches, cases, or video adapters?
- Q: What do employees do if their phone is lost, broken, stolen or malfunctioning?
- Q: What do employees do if their phone accessories (e.g. power brick, charging cable, or case) are lost, stolen or malfunctioning?
- Q: What happens when an employee with a university-issued cell phone leaves employment at the university?
- Q: What happens when an employee with a university-issued cell phone changes their department, position or job duties?
- Q: When an employee leaves, will their replacement get the same cell number?
- Q: What happens when employee phones get too old?
- Q: Can employees access HIPAA-protected data with their phones?
- Q: Can employees log into university-issued phones with a personal iCloud account?
- Q: Can employees use the Apple ID issued with the university-issued cell phone on other Apple devices?
- Q: Can employees get apps on their university-issued phones?
- Q: Can employees use VPN from their university-issued phones?
- Q: Do employees have to have a passcode on my phone? Can employees use Face ID?
- Q: Can employees call international numbers using their phones?
- Q: Can employees take and use their phones when traveling internationally?
- Q: Will employees receive Boxer Alerts emergency messages on their university-issued cell phones?
- Q: Can information be pulled from an ex-employee’s cell phone after they return it?
Q: Who qualifies for a university-issued cell phone? Who can decline one?
A: Each employee falls into one of three basic categories:
Cell Phone Required positions are those where job duties require an employee to have and carry a university cell phone. Positions qualify for this category when an employee’s job duties:
Cell Phone Offered positions are those that will be offered a cell phone, but can decline the use of one. Employees who decline to get a cell phone must agree to the restrictions on use of personal phones for university business. Positions qualify for this category when their job duties:
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Frequently take them out of the office.
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And they must use a cell phone to do their job duties while out of the office (such as end and receive work text messages, or receive work voicemails.)
Cell Phone Unneeded positions are not offered a university-issued phone. Positions in this category:
Note that, while work-from-home is a choice supported by many university positions, the choice to work from home does not by itself qualify an employee for a university-issued cell phone.
Ultimately, HR, deans, directors and department heads are responsible for determining who in their areas are in each category.
As new positions are created, whether or not that position is eligible for a university-issued cell phone is part of the process for creating that position, and if a phone will be offered then the costs (and transfer of budget to UIS) should be included in the position’s funding plan.
Q: What cellular services/features does a university-issued cell phone have?
A: University-issued phones have unlimited voice, texting and data in the US. They can also be used as a data hotspot. Data rates may be temporarily throttled after what our carrier defines as high use. The amount of data usage before throttling occurs is not published by the carrier. A pop-up on the phone will warn employees if their data rates are going to be throttled.
Q: Can university-issued cell phones replace desk phones?
A: University-issued cell phones are not meant as a replacement for desk phones, and are not integrated into the university’s voicemail, multiple-line-access, four digit extension calling, call forwarding, caller ID, employee directory and phone-tree systems. However, there may be cases where a desk phone that would seldom be used may not be needed if a university-issued phone provides all the connectivity and availability that the position requires.
Q: Can a university-issued cell phone be shared between employees?
A: The majority of phones being purchased and deployed by UIS are for use by individual employees. However, it is possible to share a phone between employees (e.g. as an “on duty” phone) and UIS has the capability to set up separate profiles on phones for multiple users. Phones used in this way may not be covered by UIS’ university cell phone budget and departments may have to pay for these phones. Contact UIS if you have a need for a shared phone.
Q: How can employees receive their university-issued cell phones?
A: Employees who work on the Forest Grove or Hillsboro campuses will be emailed when their phone is available and encouraged to visit the Technology Helpdesk offices on those campuses to receive their university-issued phones. For employees working at other locations, UIS can ship phones to them.
Upon receipt of their cell phone, employees will be sent (by email) a request to read and sign an acknowledgement of their responsibilities as recipients of a university-issued phone. Employees must sign this document or return the university-issued phone.
Q: Can employees choose the phone number or area code that they want?
A: No. Phone numbers and area codes are assigned by our carrier and we have no ability to choose or customize.
Q: Will employee cell phone numbers be visible in the employee directory?
A: Yes, we anticipate making university-issued cell phone numbers available in the same directory as desk phones.
Q: Are employees expected to carry their university-issued phones and answer calls or texts after hours?
A: Employees should speak to their supervisors about on-call expectations for their positions.
Q: Can I put the SIM card from my university-issued phone in another unlocked phone or tablet?
A: No. The SIM is meant for that device only and not for any other device. Do not remove the SIM unless directed to by a UIS staff member.
Q: What can employees still do on their personal phones?
A: Employees can access cloud based services, such as BoxerMail, Google Calendar, Box or Zoom on personally owned phones. This does not cause privacy challenges because data is generally stored in the cloud, on services the university controls and has access to, rather than on the device. Use of the Duo Mobile app for single-sign on logins is also acceptable.
Employees can make and receive work phone calls on their personally owned phones.
Employees can send and receive text messages for non-confidential work communications.
Q: What should employees avoid doing on their personal phones?
A: Employees should avoid downloading materials to the phone’s internal storage.
Employees should not communicate confidential information over text or voicemail. See the university’s Code of Conduct, Confidentiality of Records Agreement & Acknowledgment of Pacific University Policies and Procedures for more on what is considered confidential.
Employees should avoid giving their personal cell phone numbers to patients.
Q: What should employees avoid doing on their university-issued cell phones?
A: Avoid any personal (non-University business) communication, or accessing personal information via websites or apps. Avoid personal phone calls, text messages, voicemails or other personal data. In short, if it’s not university business, avoid doing it on the phone.
We also suggest not using any app that would put your personal health information on a university-issued cell phone. This includes the iHealth apps.
Q: Can employees handle PCI (payment card information) on their university-issued cell phones?
A: Yes. These phones can be used in conjunction with university-approved payment devices (e.g. card swipe devices that connect to the phone via bluetooth) or payment portals (such as Touchnet Marketplace).
Q: What should an employee do if they receive confidential text messages to a personal phone?
A: Delete the message and ask the individual not to send confidential information to your personal phone over text. If you have a university-issued phone, ask them to use that number instead. If the person continues to send confidential messages, let your supervisor know.
Q: Can UIS control employees’ university-issued phones remotely? Can the university spy on or track employees using their phones?
A: Yes, university-issued cell phones use the same client management system as do university-issued computers and tablets. UIS has the power to apply settings, force operating system upgrades, track devices and remotely lock or wipe devices. Note that the Privacy Policy, an appendix of the Appropriate Use Policy, limits UIS’ ability to access private information (including any documents, messages, voicemails or photos stored on a university-issued phone) without your approval, except under very specific circumstances.
Under no circumstances will UIS ever use the camera or microphone of a university-issued phone without the user’s express permission and knowledge. UIS may use tracking on a phone to assist Campus Public Safety in a situation that involves employee safety, or to locate a missing device.
Q: Do employees have a choice of phones? Can a department pay for an upgrade to a user’s phone?
A: No, in order to reduce the support costs (in staff time) UIS has standardized on one particular model of phone with the same stats. As of 2024, that model is the iPhone 13.
Q: Does the phone come with any accessories?
A: The phone comes only with a charging cable, power brick and magsafe-complaint protective case.
Q: Can employees get accessories for my university-owned phone such as AirPods, Apple Watches, cases, or video adapters?
A: Yes, if approved by your budget authority and for work purposes. Your department can purchase these. Contact UIS if you want to be certain that a proposed accessory purchase is compatible with your phone.
UIS does not provide full support to accessories for university-issued iPhones. Any support is provided at a partially supported (best effort) level.
Q: What do employees do if their phone is lost, broken, stolen or malfunctioning?
A: Submit a help ticket for a malfunctioning phone. For many issues, the Helpdesk can remotely wipe the phone and instruct you on setting it up again. For other issues, the Helpdesk may need to look at the phone to determine if there’s a hardware issue. If UIS determines that a phone needs repair or replacement, UIS will obtain a replacement using UIS funds (no cost to your department).
Employees are not able to bring their phones into an Apple store or T-Mobile location for service.
If a phone suffers accidental damage that makes it unusable, or if it is lost or stolen, UIS will pay for the first replacement phone per employee. Any subsequent damage to or loss of a phone will be charged to the employee’s department. If homeowner’s or other insurance will pay for the replacement of a phone, UIS will bill the employee or other appropriate party for the replacement.
As of 2024, phone replacements cost approximately $500.
Q: What do employees do if their phone accessories (e.g. power brick, charging cable, or case) are lost, stolen or malfunctioning?
A: Departments can purchase replacements for these accessories from any retailer. No UIS approval is needed. We do, however, suggest only buying Apple brand charging cables.
Q: What happens when an employee with a university-issued cell phone leaves employment at the university?
A: Upon end of employment, employees are required to return their university-issued phones to the Technology Helpdesk. The Helpdesk will send an acknowledgement to that employee’s supervisor or manager that a cell phone has been returned. The phone will be securely wiped before being reused or recycled.
Q: What happens when an employee with a university-issued cell phone changes their department, position or job duties?
A: The employee should inquire as to whether their new position or job duties are eligible (see above) for a university-issued phone. If not, the employee must return their university-issued phone to the Technology Helpdesk.
Q: When an employee leaves, will their replacement get the same cell number?
A: Typically no. UIS is generally unable to reserve particular numbers while positions are being re-hired for. The one exception is where continuity of communication with students or recruiting contacts has been deemed critical. Currently this includes Athletics and Admissions staff. Other exceptions to be determined by senior leadership. Where numbers are held, phone subscription charges may be charged back to departments to keep phone numbers for an extended period.
Q: What happens when employee phones get too old?
A: University-issued phones are replaced with newer models on roughly a 3-year cycle. Phone users will be contacted when a new phone is available for them. At this time there is no procedure to ask for an early replacement. Phone replacements can be delayed if an employee is unavailable, but cannot be declined.
Q: Can employees access HIPAA-protected data with their phones?
A: Yes. Any HIPAA-protected patient health information you are authorized to access from a university-issued computer is allowed from your university-issued phone. However, you should not store any documents or files containing PHI on your phone.
Q: Can employees log into university-issued phones with a personal iCloud account?
A: No, this is strongly discouraged in order to protect your privacy. A university-issued Apple ID will be created by UIS and your phone will be logged in to it. This Apple ID does come with iCloud storage and your phone will be able to do automatic cloud backups, but if that cloud storage fills up, UIS has no mechanism to add additional storage.
Q: Can employees use the Apple ID issued with the university-issued cell phone on other Apple devices?
A: Employees should not use this Apple ID to log on to personally-owned devices. However, employees may use this Apple ID to log onto other university-owned Apple devices, e.g. logging on to one’s university-issued Apple computer with this Apple ID so that they can see text messages on their computer. Please do not enable syncing from these additional devices to the iCloud account.
Q: Can employees get apps on their university-issued phones?
A: All university-issued phones come with the following apps: Gmail, Box, Zoom, Google Drive, Google Docs, Google Calendar, Paycom and Duo Mobile. For any other apps, submit a help ticket to UIS. Apps requested for university-issued phones must be for work purposes and must pass a brief security review. Both free and paid apps can be sent to an employee’s university-issued phone (a budget authority must give approval and an account code for any costs for the app).
Note: A small minority of apps have been set by their publishers as ineligible for our centralized app purchasing and management. These apps cannot be deployed to your university-issued phone.
Q: Can employees use VPN from their university-issued phones?
A: No, VPN is not currently supported for university-issued phones.
Q: Do employees have to have a passcode on my phone? Can employees use Face ID?
A: Yes, to protect the privacy of university information stored on or accessed by employee phones, university-issued cell phones will be required to have a strong (6 digit) passcode. Face ID can also be used as an alternative method of unlocking the phone.
Q: Can employees call international numbers using their phones?
A: Yes, but making international calls can accrue per-minute charges that may be charged back to an employee’s department. (Calls to Canada and Mexico are free.) Receiving international calls does not accrue any charges.
Q: Can employees take and use their phones when traveling internationally?
A: Calling, texting and data will work in Mexico and Canada with no additional fees.
Employees should contact UIS (preferably at least one month in advance) before traveling to any other countries with their university-issued phones. There are a variety of international calling, texting and data plans available that can be purchased on behalf of your department, or you may be advised to purchase a temporary-use SIM for your phone when traveling.
See T-Mobile’s International Calling and International Roaming Plans pages for more on rates and international plans.
Q: Will employees receive Boxer Alerts emergency messages on their university-issued cell phones?
A: Registering an employee’s university-issued cell phone to Boxer Alerts is part of the process that the Helpdesk works with the employee on when setting up a cell phone for the first time. As long as this step is completed, the employee will receive emergency alerts on the phone.
Q: Can information be pulled from an ex-employee’s cell phone after they return it?
A: We strongly discourage storing anything that is needed on an ongoing basis on a university-issued cell phone. Anything stored on an employee’s cell phone is protected by the data privacy policy (an appendix of the Appropriate Use Policy). Phones are typically held for 60 days before being wiped, and retrieving data from phones during that period would require an exception to the employee privacy policy be granted, via the procedure outlined in the privacy policy.
See Also
Device Care & Responsibilities Agreement for University Issued Cell Phones
Questions?
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