Policy Details Page
Regulation 6250.3R
Management Support
Cellular telephones (cell phones), radios, pagers and/or other wireless communication devices
must be approved by the building principal and/or appropriate administrator. Service and
equipment shall be obtained through the Purchasing Department using the currently
contracted/approved vendors. The user shall meet with the Purchasing Department to select the
most appropriate and cost effective communication plans. Individual procurement cards may not
be used for these purchases.
After the wireless voice communication equipment and service has been selected, the building
principal and/or appropriate administrator shall create an on-line purchase requisition authorizing
the transaction. The Purchasing Department shall maintain a standardized list of equipment and
devices, and periodically update the list and prices. All invoices for wireless communications
equipment and service shall be sent to the Accounts Payable Department for payment.
When wireless communications services are no longer needed, the building principal and/or
appropriate administrator shall send all equipment to the Purchasing Department, and shall notify
them of the need to discontinue service.
Criteria for Cell Phone Use
A. An “EQUIPMENT/MATERIALS CHECK OUT” form and the “CELLULAR
TELEPHONE USE EQUIPMENT” form shall be completed by individuals who
have a district cell phone.
B. Cell phones are not to be used when less costly alternatives are readily available.
C. Discretion shall be used in discussing confidential or sensitive information on cell
phones, since cell phone transmissions are not secure.
D. Cell phones are to be protected from airtime and equipment theft by taking
precautions to restrict access to the phones.
E. District-owned cell phones are to be used to conduct district business, including
incoming and outgoing calls. If an employee’s job requirements unexpectedly
necessitate he/she to stay late or an emergency situation occurs, telephone calls to
home to provide notice shall be allowed at district expense.
F. All cell phone calls made on the district’s “business-line” must be verified and
signed by the individual and his/her building principal and/or appropriate
administrator.
G. The district recognizes that occasions may arise in which personal calls need to be
made. However cell phones shall not be used primarily for personal calls.
Personal calls are defined as any call that is made or received for which there is
no district business purpose. Both incoming and outgoing calls are billed for
airtime; therefore, all personal calls, both incoming and outgoing, must be paid
for by the employee. The district must be promptly reimbursed each month within
10 days of the billing for all personal calls. Failure to do so may result in the
employee’s loss of cell phone use or garnishee of salary. Checks are to be made
payable to Tacoma School District.
H. When personal calls are made on the district’s “business-line” and a zero ($0.00)
charge is indicated on the statement (for the up-front free minutes), the cost to the
individual for reimbursement to the district shall be charged at a rate established
by the district’s Finance Department.
I. The Purchasing Department shall maintain a complete listing of all district cell
phones and who is assigned to their use.
J. A secondary “business line” may not be added to circumvent “personal-line”
billing procedures.
K. The building principal and/or appropriate administrator shall provide written
notification to the Purchasing Department when a cell phone is transferred to
another individual or location.
L. The building principal and/or appropriate administrator shall provide written
notification to the Purchasing Department when a phone is no longer needed or
discontinued.
M. District-owned cell phones, which are no longer needed, shall be surplused in
accordance with district procedures.
N. District cell phone users shall be required to attend training presented by vendors.
Users shall read the district policies and regulations regarding their use.
Employee-Owned Cellular Telephones
A. The district shall reimburse employees for documented district business use of
personal cell phone calls. Reimbursements are paid directly to the employee by
the district.
B. The employee shall submit the appropriate district form with a copy of the cell
phone invoice with all Tacoma School District calls highlighted. The claim form
shall include the appropriate Budget Responsibility Center (BRC) information,
and shall be signed by the employee and the building principal and/or appropriate
administrator.
State Contract Exclusion
The district uses the state of Washington and/or governmental contracts for cellular airtime rates,
equipment and services. Contracts are applicable only to district-purchased and/or owned cellular
equipment and prohibits its use on privately owned cellular equipment.
Personal Lines
Adding a personal line to a district-owned phone is permitted under the following guidelines:
A. The individual user shall request and receive written permission from the building
principal and/or appropriate administrator to add a “personal-line” to a district cell
phone.
B. “Personal-line” cell phone service for employee’s personal use may not be
purchased through the Tacoma School District’s contracts.
C. The “personal-line” cell phone service payment is the responsibility of the
individual and shall be paid outside of the district’s contractual billing
arrangements.
D. Invoicing for “personal-line” cell phone service shall be addressed to the
individuals residence, not to any district facility address.
E. The district is not liable for unpaid “personal-line” charges. Due to the number of
wireless communication vendors, individuals shall confirm in writing with the
vendor, with a copy to the building principal and/or appropriate administrator,
that the district shall not be liable for unpaid personal line charges.
Radios
The district’s radio network is intended to be used for district-related business. The radio
network includes hand held and mobile units in district vehicles.
Discretion shall be used in discussing confidential or sensitive information on radios, because
radios transmissions are not secure. Radios need to be protected from airtime and equipment
theft by taking precautions to restrict access to the radios.
All purchases of district Motorola radios (network radios) shall be made through the Risk
Management office. When additional network radios are required, each site shall provide the
Risk Management office with the appropriate budget information. Risk Management shall order
the equipment in coordination with the Purchasing Department and provide for programming and
training. The Risk Management office shall maintain a complete list of all Motorola radios.
Each site shall be responsible for the maintenance of the network radios. In addition, each site
shall be responsible for the purchase of local walkie-talkie type radios used on-site.
Cross References: Board Policy 5010 Employee Conduct Rules
5251 Conflicts of Interest
6973 Acceptable Use Policy for Digital Resources
Regulation 6250.1R Use of District-Owned Equipment and Materials
Adoption Date: 3/19/2002