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Policy on the use of mobile telephony equipment

  1. This policy governs the use of all mobile telephony equipment, including mobile handsets, SIM cards, SmartPhones and Personal Digital Assistants (PDAs), and mobile broadband equipment supplied by LSE.

General principles 

  1. Such devices may only be issued to members of staff directly employed by LSE. Other types of user, including students, temporary staff, visitors, associates and third-party contractors are not eligible to receive a School-sponsored mobile device. 
  2. Prices quoted in this document are correct at the time of writing, do not include VAT, and may vary. Up to date pricing information can be obtained from IT Services Mobile Phones FAQ.

 Contract and procurement 

  1. The School's mobile network operator is Orange. LSE has entered into a contract with Orange to provide mobile handsets, SmartPhones and PDA devices, wireless airtime, text messaging and mobile data connectivity services (such as mobile broadband using USB dongles).  
  2. The School has negotiated a contract with Orange that provides a zero cost line rental, and low call rates. Calls to UK landlines and LSE Orange mobiles are typically 2.3p per minute. Calls to other mobile operators are charged at 13.5p per minute. Voicemail retrieval is free. Standard SMS text messages are charged at 3p to Orange mobiles and 4p each to all other networks (picture messages are more and should not be sent unless absolutely necessary). Up to date tariff information can be obtained from IT Services Mobile Phones FAQ. 
  3. The School's current contract with Orange runs until Nov 2014. At the end of the contract period, handsets that have been on contract for less than 24 months may be liable to an additional charge (based on the proportion of contract term remaining). It is therefore not in the School's financial interests to issue new handsets or enter into new contracts towards the end of the contract term. Requests for new mobile devices and/or upgrades will only be considered in exceptional cases after 30 April 2014
  4. Mobile handsets are procured on behalf of named individuals by IT Services. The member of staff's department/parent division is responsible for paying any cost associated with the device and all the charges (voice, data or otherwise) incurred by that user for the duration of the contract. Requests for equipment and airtime connections will only be accepted with a valid internal cost code and on completion of a Mobile Equipment Declaration Form (.xlsx). This will clearly show the minimum total cost of ownership that a department/division will be committed to over the life of the contract.

Please note: It is only possible to calculate the minimum cost as calls  made/data used will affect the final total cost of ownership.

Usage 

  1. Mobile equipment issued by the School should only be used for work-related communications. Please note: Mobile devices are supplied to staff for work-related use only. Occasional and low-cost personal use will be tolerated when related to work activity (for example, when working away from the office or outside of normal working hours to confirm safe arrival or notify delay etc.)
  2. Members of staff who are allocated a mobile device will be held responsible for the handset and all calls made and other charges incurred. It is therefore essential that devices must be kept secure at all times and use by anyone other than the named individual is prohibited. 
  3. Devices should not be re-allocated to others without first notifying IT Services Telecoms Team and obtaining permission from the department/division responsible for paying for the device/airtime contract. 
  4. The handset/SIM PIN code or other security locking system should always be used. Handsets will always be used with a PIN code enabled. Sensitive information (e.g. personal data, passwords, or any other data that could bring the School into disrepute should it fall into the wrong hands) should not be stored unsecured on a mobile device. Staff should consider the impact of retrieving their email on mobile devices. Further guidance on securing mobile devices can be found in our Information Security section.  
  5. Staff are responsible for ensuring that usage does not contravene either the Orange terms and conditions of use or the School's Conditions of use of IT facilities. Copies of these are available separately, upon request, from IT Services. In particular, individuals are reminded that data stored on mobile devices is bound by the same legislation (Data Protection Act 1998, Freedom of Information Act 2000, Regulation of Investigatory Powers Act 2000) as data stored on other LSE systems and computers.  
  6. Handsets that are lost or stolen must be reported immediately to the IT Services Telecoms Team (telecoms@lse.ac.uk or 020 7107 5039) so that the handset can be deactivated. It is strongly recommended that users keep a separate note of their handset's IMEI number, which will need to be provided to the operator in order to deactivate the handset. This number can be obtained by following the instructions that came with the handset or by contacting IT Services. Please note:  In most cases, users can input the following key sequence into their phone in order to display the handset's IMEI number: *#06#
  7. Handsets remain the property of the School at all times and must be surrendered when a member of staff leaves the LSE or on demand by the head of department or division. 
  8. Under normal circumstances, handsets supplied would be expected to last the duration of the contract. Upgrades may be available during the contract term but would incur additional cost (the handset upgrade price is significantly higher than the new connection cost) and a case should be made to the relevant department/division to support an upgrade. In all cases, the 'old' handset must be returned with the SIM card to IT Services as the new handset will not be issued without it. 
  9. No other contracts for mobile telephony goods and services must be entered into without having received the express and prior permission from the School's Purchasing Manager. 
  10. Under normal circumstances, the School will not reimburse expenses claims for mobile telephony handsets. 

Types of handset and indicative charges 

  1. Handsets are provided according to need. Users requirements for a mobile telephone typically fall into two broad categories: 
  • Basic mobile voice user – a standard specification voice and text enabled mobile phone will be provided.  The device is connected to the standard airtime contract.  
  • Mobile voice user who requires mobile email use – this would be for users who make voice calls but also require access to e-mail, the ability to access the Internet, and/or need to the synchronise their mobile device with their Outlook calendar, for example. Please note: The School supports Microsoft's ActiveSync technology which allows email sent to the user's LSE Exchange email account, calendar and contact information to be synchronised with the mobile device. In many cases Email can be delivered straight to the mobile device using "Push" technology. Users in this category would typically be connected to the "Voice with Orange World 500" tariff at £4.25 per month. This would allow for up to 500Mb of data (UK only) usage per month. Devices would typically cost between £100-400 and departments/divisions will be liable for the cost of the handset. 

IT Services will periodically recommend devices to that meet these two categories on its FAQ's|

  1. Apple iPhone – the School's contract with Orange does support Apple's iPhone. However, the purchase price of the device is significantly higher than other mobile handsets (e.g. £485 for a 32 GB iPhone 4; the iPhone tariff is £8.00 per month) so the department/division will need to be convinced that the additional cost is justified. The Mobile Equipment Declaration will clearly show the minimum total cost of ownership commitment. 
  2. Mobile broadband – IT Services can supply mobile broadband typically via a USB dongle that can be plugged into a laptop computer or other device, again sourced from Orange. The cost of this is £12.50 per month and includes 3Gb of data usage. Additional charges apply for use over this limit. IT Services are able to provide advice on the most suitable USB dongle/card for your laptop computer. 
  3. Full details of all available handsets and pricing can be obtained from the IT Services Telecoms Team

International Use (Roaming) 

  1. The use of mobile devices on networks other than Orange's UK network may incur substantial additional cost and should be avoided wherever possible. For example, calls made from the USA back to the UK are charged at 48p per minute. Calls made from China are charged at £1.08 per minute. Please note that calls from the UK to a LSE mobile "roaming" in another country also incur cost for the mobile user (ranging from 10p per minute to 68p per minute depending on where in the world the phone is located).  
  2. LSE mobile devices will (whenever possible) be supplied with international and data roaming capability disabled. Members of staff requiring these services will need to provide evidence of need and appropriate authority from their parent department/division for this service to be activated. 
  3. The use of SmartPhones and PDAs with data roaming capability should be used abroad with extreme caution. This especially applies to the use of the Apple iPhone. As it is possible to incur substantial cost for international data roaming, such use should only be considered when it is absolutely necessary. It may be possible to find alternative ways of obtaining access to your email, e.g. by using a local wireless (WiFi) network rather than the mobile telephone network. 

Mobile email 

  1. IT Services provide a number of solutions for accessing LSE email on mobile devices.
  2. The School's supported and preferred way of accessing email on mobile devices is by using Microsoft's "ActiveSync" technology. This allows email to be "pushed" directly to the mobile device without the user needed to specifically request new email. The technology also supports the synchronisation of contacts and calendar items with those held in the user's LSE Exchange account.  
  3. IT Services does not currently support RIM-Blackberry devices even though they are available on the Orange equipment list. This is because additional server technology is required to support seamless and secure email transfer.  

"On Net" 

  1. Orange provide a facility called "On Net" whereby mobile handsets belonging to the same organisation and that have registered can make/receive calls between each other at a reduced rate (currently 2.3p per minute). Use of this feature is encouraged.   

Porting of numbers 

  1. Although it is technically possible to "port" telephone numbers from one mobile contract to another, including those that span different mobile operator, this will only be done in exceptional circumstances. Where a number has been ported to an LSE-sponsored contract/device, it will become and remain the property of LSE. Porting of numbers to individuals for personal use will not be entertained. 

Usage Monitoring 

  1. From time to time, Orange and LSE may monitor usage patterns to ensure that users are on the best possible tariffs and that the School is obtaining best value from its contract. 
  2. Departments/divisions/budget holders will receive a summary bill each month direct from Orange. Ebilling will detail calls/texts made, and data downloaded. It is the responsibility of departments/divisions/budget holders to monitor the usage of mobile devices and regular checks of phone bills should be carried out. 
  3. Departments are responsible for the payment of Orange bills in a timely fashion. There is a risk that devices will be deactivated should bills remain unpaid. Reactivation may incur additional cost. 
  4. In addition, LSE IT Services/Finance will periodically check telephone bills for excessive or "out of character" usage. This will include an analysis of call breakdown and, where required, data usage. 

Use of personally owned mobile devices 

  1. Users may choose to use their own personally owned device for work-related activity. Before so doing, they may wish to consider the following points:
  •  Typically, the School will only reimburse calls made on personal mobile devices in exceptional circumstances and in all cases, appropriate evidence of use must be provided;
  • use would still be governed by the School's Conditions of use of IT facilities and the School may reasonably request access to LSE owned data held on any personally owned device;
  • users should check that their own personal contractual agreement permits such use;
  • that any LSE-owned or derived data is appropriately secured.

 

Adrian Ellison

Assistant Director, IT Services

Originally authored: 03/11/2006

Version: 1

Last updated: 15/12/2011 (incorporating comments from ITS-Telecoms, ITS-EMG and ICTMG).

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