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Home My WebLink AboutADM 080 Mobile Electronic Devices PolicyCity 470 PICKERING City Policy Policy Title: Mobile Electronic Devices Policy Policy Number: ADM 080 Reference: Bill 118, City Policy HUR 050 Date Originated: September 11, 2002 Date Revised: June 5, 2009 March 31, 2010 December 15, 2010 Approval: Chief A. inistr•• e Officer r 1 16 Point of Contact: Manager, Information Technology Policy Objective The Corporation of the City of Pickering is committed to the effective and efficient delivery of its public service. The City recognizes that in order to provide such services, its employees may be required to operate City equipment. The City is committed to the safe and legal use of all mobile electronic communication and computing equipment (MECCE), including, but not limited to cellular phones, Blackberry Smartphones, pagers, two-way radios, and laptops. The purpose of this Policy is to: 1. provide guidelines respecting the safe and legal use of MECCE; 2. limit the risk and exposure to risk of employees, the City and the public while using MECCE and conducting City business; 3. promote a professional approach to communication via all MECCE; and 4. manage risks in a cost-effective manner and eliminate liability or damage claims. Index 01 Definitions 02 Responsibilities 03 Personal Mobile Electronic Communication Devices 04 Personal Use of City -provided Mobile Electronic Communication Devices 05 Safety Issues for Mobile Electronic Communication Devices 06 Use of Communication Devices while Travelling with City Provided MECD 01 Definitions 01.01 Emergency — an unforeseen event, situation, or combination of circumstances usually involving danger to life and/or property that requires an immediate or urgent response from an employee who is on duty. 01.02 Vehicle — is defined as one that is owned by the City, as well as a personal vehicle operated by an employee while conducting City business. 01.03 Mobile Electronic Communication Devices (MECD) — includes, but is not limited to cell phones, Blackberry Smartphone, private direct connect and group call devices such as the TELUS Mike, pagers, two-way radios, and any other electronic device designed for communications. 01.04 Mobile Computing Devices — includes, but is not limited to laptops, iPads, parking -ticket processors, and other computer -type devices with a display screen. 01.05 Roaming - a general term that refers to the extending of connectivity service in a location that is different from the home location where the service was registered. Roaming ensures that the wireless device keeps connected to the network, without losing the connection. 01.06 Application (App) - The term application or app is a shorter form of application program. An application program is a program designed to perform a specific function directly for the employee or, in some cases, for another application program. 02 Responsibilities 02.01 Chief Administrative Officer to: a) approve any amendments to this Policy. 02.02 Directors/Division Heads/Managers/Supervisors to: a) actively support and administer this Policy; and b) . recommend amendments to this Policy for the consideration of the Chief Administrative Officer. 02.03 Employee to: Policy Title: Mobile Electronic Devices Policy Page 2 of 4 Policy Number: ADM 080 a) adhere to the requirements of this Policy. 03 Personal Mobile Electronic Communication Devices While at work, employees are expected to exercise the same discretion in using personal mobile electronic communication devices (MECD) as is expected for the use of City provided MECD. Please refer to HUR 050 "Employee Code of Conduct", Section 010 "City Property" and Section 011 "Personal Business." 04 Personal Use of City Provided Mobile Electronic Communication Devices 04.01 Where business needs require immediate access to an employee, the City may issue a MECD to an employee for work-related communications. 04.02 An employee is permitted to use the MECD for incidental personal usage. However, beyond such usage the employee is required to report it to the Accounting Section and to reimburse the cost of the communication. Failure to report and reimburse the City for such use may result in disciplinary action and/or tax liability for the employee. 04.03 An employee is permitted to download an app onto his or her Blackberry from the BlackBerry App World store providing it has a business-related function. If an app is required to be downloaded from an alternate location, prior approval from IT must be secured to ensure the site's validity. 04.04 An employee in possession of City equipment such as MECD is expected to protect the equipment from loss, damage, or theft. Upon resignation or termination of employment, orr at any time upon request, the employee will be asked to produce the MECD for return or inspection. An employee who is unable to present the MECD in good working condition within the time period requested (i.e. 24 hours) may be required to bear the cost of a replacement. 04.05 An employee who separates from employment with outstanding debts for equipment loss or unauthorized charges will be considered to have left employment on unsatisfactory terms and may be subject to legal action for recovery of the loss. 05 Safety Issues for Mobile Electronic Communication Devices 05.01 An employee who is operating a vehicle for City business while it is in motion shall not use hand-held MECD or mobile computing devices. Policy Title: Mobile Electronic Devices Policy Page 3 of 4 Policy Number: ADM 080 05.01 If the employee determines there is a need to use said devices, he or she must only do so after safely navigating the vehicle they are operating off the travelled part of the road so that traffic is not impeded, and the vehicle has become stationary, and remains stationary during the period of device use. 05.02 While the vehicle is in motion, and is located on the travelled part of the road, the display screen of a mobile computing device must not be visible to the operator of the vehicle. 05.03 An employee who is charged with a traffic violation resulting from the use of a MECD or mobile computing device while driving will be solely responsible for all liabilities that result from the use. If conduct occurs which violates this policy, the employee's actions will be subject to investigation and disciplinary action may result. 05.04 The exceptions to the policy are if the MECD is a hands-free model, if the MECD is required to make emergency contact with an emergency -service provider, or if the MECD or mobile computing device is being used by the operator of a fire services vehicle. 05.05 Policy ADM080 reflects the essence of the Province of Ontario's Bill 118, and in all instances the provisions of the Bill shall prevail. 06 Use of Communication Devices while Travelling with City Provided MECD 06.01 While roaming, considerable costs can be incurred while placing and receiving voice messages, and if using a Blackberry, additional costs will be realized if emails are transmitted or received, especially those with attachments that are opened. 06.02 Should an employee travel for an extended period of time, especially outside of Canada, and he or she is with the understanding that the MECD will be required to conduct City business, the employee is directed to contact Supply & Services to arrange for a one-month travel plan. Depending on the destination, travel plans are available to accommodate most voice and data roaming requirements. Policy Title: Mobile Electronic Devices Policy Page 4 of 4 Policy Number: ADM 080