City of Rockville
Wireless Telecommunications Policy

Purpose:

City wireless telecommunications equipment is provided to employees who, by the nature of their jobs, have a routine and continuing business need for use on official City business.  The purpose of this policy is to establish the responsibilities and general rules for (1) the use of City of Rockville owned wireless telephones and pagers and (2) eligibility for a wireless telephone reimbursement.  

Conditions for Wireless Assignment:

Employees are responsible for understanding and following all wireless telecommunications policies and any additional restrictions imposed by their division.  Signed acceptance of responsibility will be housed with the Department of Personnel.   The use of City-owned telephones and pagers is for official use only, except for authorized personal and emergency use.  City owned wireless phones may not be used at any time in violation of state or federal laws, or City and Departmental policies, procedures, work rules, etc.  Bills resulting from City owned wireless telephones are subject to public information requests.  Users may be requested to justify any or all calls on a City-owned wireless telephone.

Nextel Radio Assignment:
Nextel Radios are to be used as a 2-way radio for communications between employees and for City-related business.  The radios’ cellular capability is for use when radio communication is not possible or economical and when City-related business is conducted away from a City facility (or with a non-City entity).  

Cellular Telephone Assignment:
Cellular Telephones are to be used when communication is necessary for City-related business after hours or away from a City facility.

Pager Assignment: 
Pagers are to be used as a means of communication when cellular, digital and radio communication is not expected to be possible.  

Initiating a Request for Wireless Telecommunications Service:

To initiate wireless telecommunications service, a “Request for Assignment of Wireless Service” form must be completed and authorized by the relevant Department Director during the budget cycle.  Any new service requests outside of the budget cycle require authorization from the Director of Information and Technology (IT) and the City Manager.  Requests must be submitted to the Information Systems Coordinator, IT.  Use of City-owned equipment and service will be terminated when no longer justified by business requirements or when the employee hasdemonstrated disregard for this policy.  Service termination and equipment revocation may occur at any time at the discretion of the City.

Service Request Terms and Conditions:

Equipment and Accountability:
The equipment is the property of the City of Rockville.  Equipment is the sole responsibility of the wireless user(s) registered with IT.  The equipment must be secured and its whereabouts known at all times to the user and/or the user’s supervisor.  IT must be notified in writing of any permanent transfer of responsibility.  Upon leaving a City position, all wireless telecommunication equipment must be returned to the user’s supervisor;  the return must be reported to IT.  Failure to return equipment may result in the cost of the equipment being charged against the final monies due to the employee or other collection action by the City.  Employees violating the Wireless Telecommunications Policy will be subject to progressive discipline.  Supervisors are responsible for ensuring responsible use of wireless telephones by their employees and reviewing the monthly billing statements of their employees.

Using Wireless Telephones while Driving:
Employees are discouraged strongly from using handheld wireless telephones while driving or operating motorized equipment except in emergency situations.  Instead, users are encouraged to use hands-free accessories or pull over to the side of the road and/or shut down machinery until the call is over.  

Loss, Theft or Damage Notification Procedure:
Users will notify IT immediately of any problems with their assigned wireless equipment, including loss, theft or damage.  A copy of the City Incident report must accompany a replacement request due to loss.  A copy of the police report must accompany a replacement request due to theft.  The user’s Department Director must sign the replacement request and provide an account to which the replacement will be charged.  Employees may be required to reimburse the City for the replacement cost of equipment.  

Billing Procedures:

As a cost effectiveness tool, IT coordinates service and payments and reviews bills for all City wireless telephone and pager service accounts.  Personal calls from City owned wireless telephones must be restricted to those incidental purposes outlined in this directive.  Registered users are responsible for any additional expenses.  Unauthorized personal calls will be billed to the employee registered with IT and must be paid to the Cashier’s Office within thirty (30) days of billing.  Employees or supervisors may request any account statements, invoices and payment documents.  Supervisors are responsible for reviewing the accounts and statements of their employees on a monthly basis.  

2-in-1 Wireless Telephones:

While the City may provide eligible employees with a wireless telephone and service account; Nextel users have the option of activating a second, private line on the same City-owned phone.  The private account and its service are the sole responsibilities of the user.  The second telephone line is a private line not subject to public scrutiny.

Incidental Reimbursements to Employees:

City employees who do not qualify for a monthly wireless telephone allowance but use their personal wireless telephone may be reimbursed for the number of minutes incurred for City-related business at the City’s rate, as set forth in the City’s Travel Expense/Advance Form.  

In order to qualify for reimbursement, an employee must submit to the Finance Department:
•	A travel reimbursement form with written authorization from the user’s Department Director for reimbursement from the user’s Departmental travel account, and 
•	The relevant monthly bill wireless telephone service invoice with City-related business highlighted.  

Definitions:

Official Use – Communications are necessary to the carrying out of City-related business.

Authorized Personal Use – Personal communication, not involving long distance or roaming charges, such as:
•	Both brief (less than 5 minutes) and infrequent calls.
•	Scheduling medical and other routine personal appointments.
•	Brief communication, including long distance service while in official travel status to office, family or friends as appropriate to convey information and communicate schedule changes. 

Unauthorized Use – Personal communication not sponsored by the City
•	Any call which reasonably could be made from a standard (landline) telephone or other electronic communication that is available at a lesser cost.
•	Any call made in relation to personal gain by employees or employees’ friends or relatives.
•	Any call for the purpose of personal entertainment.
•	Any call of unreasonable duration (in excess of 5 minutes or as deemed by the user’s supervisor), except in authorized extenuating circumstances.
•	Although minimal use of wireless telephones for calls of personal nature is permitted, extensive personal use or other personal use that brings into question the validity of the official use of the telephones may result in charging the employee for the monthly service of the wireless telephone and disciplinary action.

Eligible Personnel – Wireless telecommunications equipment may be assigned to employees or otherwise made available for use when a valid work-related purpose exists.  Personnel to whom wireless telecommunication equipment may be assigned include those persons whose duties require frequent mobility but must remain readily accessible due to the specific nature of their duties and those who must be available for emergency responses or consultation after normal office hours.  

Telecommunications Equipment – Wireless communication devices available commercially and to the general public without any licensure requirement; may include analog or digital wireless telephones, 2-way radios, pagers and accessories for such telephones and pagers.

City of Rockville
Wireless Telecommunications Policy
User Acknowledgment

I have read, understand and agree to comply with all the terms of this policy governing use of the City of Rockville’s wireless telecommunications equipment and services.  I further understand that this policy may be revised, expanded or otherwise modified at any time, and that it is my responsibility to ensure that I am familiar with the current Wireless Telecommunications Policy at all times.  I understand that if I abuse or am aware of abuse by others of this policy that I have a responsibility to report such abuse immediately to the Department of Information and Technology.  

I understand that a violation of this policy may result in disciplinary action, including possible termination, as well as civil and/or criminal liability.  I further understand and acknowledge that I am bound by the terms of the policy as it may be subsequently modified regardless of whether or not I have signed any such modifications.  

A copy of this acknowledgment will be placed in your permanent personnel file.  

Employee Signature ___________________________________________			Date ___________________________

Employee Name _______________________________________________