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University Policy for Cellular Voice/Data/Pager Services

For certain employees, access to university provided cellular voice/data/pager services is vital to performance of job duties. University provided cellular service is subject to the guidelines listed below:

  • The issuance of a cellular instrument and billing account must be approved by the employee’s dean or executive director. Employees can choose from two devices: iPhone 7 or Galaxy S8. Any variance from the two devices will require written approval and justification from the employee’s dean or executive director. From there, the department’s telecommunications contact will submit the order through service manager. All tickets will be processed within 48 hours of request unless the Cellular Specialist is on vacation. Employees may not purchase their own equipment. All orders must be submitted by the department’s telecommunications contact.
    • How to Request
      • Accessory Orders
        • TELECOM REQUESTS>$ ICON>MOBILE>ACCESSORY ORDER
        • There is a $20.00 limit on cellular accessories unless the employee has written justification and approval from their dean or executive director.
        • ITT carries an inventory of basic accessories. If the requested accessory is in stock, the telecommunications contact will receive it within 3 days of the closed ticket.
        • If the employee requests a non-standard accessory, the telecommunications contact must provide the specific link for the desired accessory. The telecommunications contact will receive it within 1 week of the closed ticket, unless otherwise stated.
      • New Orders
        • TELECOM REQUESTS>$ ICON>MOBILE ORDER>NEW ORDER
        • New employee's may request that their current phone number be ported into the University’s account. The employee must have their supervisor’s written approval. The should also be made aware that the line will now belong to NSU and that they will need written supervisor approval to remove the line from the University’s account.
        • Employee will need to provide written supervisor authorizations for all equipment purchases over the standard GB amount.
        • The Cellular Specialist will notify the department contact of arrival within 1 week of the closed ticket unless otherwise stated.
      • Replacement Order
        • TELECOM REQUESTS>$ ICON>MOBILE ORDER>REPLACEMENT ORDER
        • Employees are eligible for an upgrade every three years. Should an employee break their NSU issued device before the three-year upgrade period, the employee may be held liable for purchase of the replacement.
        • If the employee is being ported to a new carrier, please specify that in the “additional notes” portion of the ticket.
        • Employee will need to provide written supervisor authorizations for all equipment purchases over the standard GB amount.
  • Telecommunications will order a warranty replacement for any non-Apple device, that is less than a year old and determine to be defective (water/physical damage does not apply). The department’s telecommunications contact must place a request in service manager. depending on the carrier, the department may incur a fee for the replacement. If the employee has an Apple device, Apple Care must be purchased at the time the device is ordered. Apple Care is only good for one year after the device is purchased. The employee is responsible for making an appointment at the nearest Apple store to have the device looked at. The employee may have to pay a fee if the phone is repaired or replaced. It is up the department if they wish to reimburse the employee.
    • How to Request
      • TELECOM REQUEST>$ ICON>MOBILE ORDERS>WARRANTY REPLACEMENT
    • The defective device will need to be returned when the user picks up the new device. Please make sure that all information is backed up before then.
    • If the equipment shows any sign of physical or water damage, the carrier may charge for the full price of the requested device. If this occurs, there is no way to dispute the charge.
    • The Cellular Specialist will notify the department contact of arrival within 1 week of the closed ticket unless otherwise stated.
  • If a device is lost or stolen, the department’s telecommunications contact will need to notify ITT in writing. The line will be temporarily suspended until a new device is issued. The employee is responsible for reporting this loss/theft to PSO. If the employee is not eligible for an upgrade at the time of the loss/theft, the cost for replacement equipment will be at full retail price.
  • The University does not allow cell phone use or texting while driving unless the employee utilized a hands-free device. Employees must comply with state/local laws governing cell phone use.
  • Monthly detailed reports will be made available to the department’s telecommunications contact upon request. They will also receive a No Usage Report each month. It is expected that these call details will be reviewed by the responsible departmental supervisory personnel. If an employee shows consistent no usage on their line for three months, their line will be cancelled.
  • Telecommunications will also monitor changes in cellular telephone technologies and make recommendations for improvements in the University's equipment on an as needed basis.
  • The university will provide one (1) cellular telephone unit per approved user. Please contact Telecom x22838.
  • Each department is responsible for notifying ITT of staff changes and cancellation of service. All devices must be returned to ITT for proper handling. Departments should not hold a device for another employee or give the device to another employee. Until notification of cancellation to ITT, each department will be responsible for the billing of service for employees who have left the University. Employees may not keep their university phone or phone number upon leaving their position.
  • Each department is responsible for notifying ITT in writing of employee international travel so that the appropriate international plan can be added. Contact ITT for details at ext. 22838. Upon return, each department must contact ITT to have the international plan removed or they will be responsible for the continued international charge. For those employees without International access, ITT has established an International Loaner Program.
  • Telecommunications will order a warranty replacement for a device that is less than a year old and determined to be defective. The Department Telecommunications Contact must contact ITT requesting a warranty replacement. In the request the telecom contact will need to state what the issue is, the user's name, the cell phone number of the device and account code. The cost for a warranty replacement is $75 dollars. The $75 dollars will be billed on the monthly service bill.
  • If a device is lost or stolen, the Department Telecommunications contact will need to contact ITT in writing. If the device is less than a year old, the cost for the equipment will be at full retail price and the line will be suspended until the new device arrives. If the device is more than a year old, the cost for the equipment will be at the NSU discount price and the line will be suspended until the new device is activated.
  • University provided cellular service is intended to be used for business purposes only. Its use is subject to NSU policies, including, but not limited to, the Acceptable Use of Computing Resources policy and NSU's Corporate Compliance Plan. Text messaging and cameras are allowable features.
  • The university does not allow cell phone use or texting while driving unless employee utilizes a hands-free device. In the event that an employee must use their cell phone or text, please find a safe place to pull over or park before making or answering calls. Employees must comply with state/local laws governing cell phone use.
  • Deans, department heads, and department telecommunications contacts receive a monthly billing detail for all university billed cellular usage (including voice/data services and pagers). It is expected that these call details will be reviewed by the responsible departmental supervisory personnel and that reimbursement will be secured by the department for any non-business calls appearing on that detail.
  • Departmental supervisory personnel are expected to review the number of cellular devices assigned to their employees on a regular basis and to discontinue non-necessary service wherever feasible.
  • Personal Purchases: Employees may take advantage of the University's contracted rates to establish personal accounts. Such personal accounts will be in the employee's name, all charges will be the responsibility of the employee, and all invoices will be sent directly to the employee's billing address.

Policy Effective: 5/23/12

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