Mobile Device Eligibility Policy

Policy

To effectuate the completion of job responsibilities, the College understands that its employees may have the need for mobile communications. This policy is to establish consistent criteria for determining which employees are eligible for a college-provided mobile device or mobile device stipend. Eligibility is dependent upon the nature of the work and not job titles or classifications. This policy does not govern student communication channels (texting, messaging platform, etc.) which are addressed separately through Student Services.  If the below criteria have been met, a college provided mobile device or a monthly stipend may be provided for work-related and business purposes:

• College-wide operational responsibilities that may include significant time away from a fixed work location and real-time reachability during working hours is necessary (e.g., multi-campus travel, off-site work, facilities, community outreach, College wide administrative and operations responsibilities).
• Require regular or recurring availability or response outside normal business hours to maintain operations, systems, safety, or facilities.
• Designated emergency response team member(s), incident response role, or administrative and operational duties requiring availability 7/24, twelve (12) months a year.

Volunteers and student employees are not eligible for either a college provided mobile device or mobile device stipend. Depending upon business operational needs, an OCC contract worker may be provided a mobile communication device.

 

Definitions

OCC Mobile Communications Device – College owned and provided device(s) which may include a cell phone, or any other wireless/handheld/mobile device(s) which require a service contract for operation.

Regularly Used for Business Purposes – Mobile communications device regularly used for business calls, business/email/web access and college work.

Stipend – Monetary allowance for personal cell phone service relating to business call, business/email access and college work.

• Stipend amounts will be $30 per paycheck and may require the employee to be accessible outside of normal work hours.

NOTE: Stipends are taxable to the employee.

 

Procedures for Departmental Approval

Approval and Forms

The Vice Chancellor for departments in their chain of command may approve the issuance of an OCC mobile communication device or stipend, pursuant to the guidelines listed in this policy. 

Supervisors start the request by submitting a cell phone ticket in TeamDynamix. For stipends, direct the employee to complete the Cell Phone Stipend Request Form, which routes to the appropriate Vice Chancellor and the CIO for approval. 

The Chancellor, Vice Chancellors, Associate Provost, non-academic Deans, Deans, Police Chief, and Executive Directors, by virtue of their positions and job responsibilities, are deemed to be automatically authorized for either an OCC mobile communication Device or stipend.

NOTE: These departmental approvals may not address every situation; a Vice Chancellor may approve exceptions based on legitimate business needs and the term of this policy.

Annual Review

Vice Chancellors must review issuance of OCC mobile communication devices and/or stipends to confirm ongoing college-related business needs annually.

Employee Responsibilities

• OCC’s Technology Use Regulations (TAUR), apply when using any personal or college provided device to conduct official college business.
• Approved employees must provide their phone numbers to be added to the College’s internal directory.
• The issuance of an approved stipend or mobile communication device does not create an “on-call” status under applicable collective bargaining agreements. Questions should be directed to the appropriate Vice Chancellor or Human Resources.
• A mobile communication device may be retrieved by the supervisor or stipends may be paused during a medical or personal leave of absence period longer than 30 days.
• Any loss, theft or accidental exposure of college or student data must be reported to the CIO immediately and without exception.
• Stipend recipients are responsible for any loss, theft, damage or replacement of their personal devices.
• Eligibility for an OCC mobile communication device or stipend ends when the employee no longer meets the criteria set forth in Section I herein. Supervisor must notify IT and Payroll within five (5) days that an employee is no longer eligible for a mobile communication device or stipend.
• Employees are required to keep cellular billing records for each fiscal year and provide them if requested for administrative review or IRS audit.

 

FOIA, Third-Party Requests, Subpoenas

FOIA applies to work-related messages on any device including college issued mobile communication devices, stipend issued phones and/or personal phones/devices used for college business. Further, messages on the above referenced devices may also be subject to internal audit, subpoena or federal/state government inquiry.

 

Disclaimer

OCC reserves the right to make exceptions, to modify or eliminate this policy and its content. This document supersedes all previous policies, procedures or practices relative to this subject.

Change Log

• 06/22/2026 — New Policy: Approved by Executive Council

 

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