Communication Device Policy

Policy for Williams College Provided Communication Devices

(Cell Phones & Smart Phones)

Williams College provides communication devices to certain employees to insure the highest degree of service, safety and efficiency to and on behalf of the College.  The Vice President for Finance and Operations may approve a communication device for an employee upon the recommendation of their supervision and President’s Staff representative.  Each employee will need to provide documentation so that the need for the device can be assessed and documented.

Devices are provided for business use and must be used primarily for business purposes.  A supervisor requesting a communication device for an employee should document that the individual needs the device for his/her job. Examples would include employees on call or those that are expected  to respond after hours on a regular basis or in emergencies. The employee must agree and certify that the device will be used primarily for business use. Employees will be expected to provide the contact number to their supervisor for use in case of an emergency. The device is the property of the College.  Employees should take steps to safeguard the information on the device as they would any other piece of College or personal property.

It is important that we steward the College’s resources and ensure that there is the appropriate level of technical support for employees using these devices. To effectively manage this program, the College has entered into global agreements with certain providers that are available to employees.   Additionally, the College has a menu of devices for employees to choose from that are supported by OIT. If an employee has been approved to receive a device, he/she should contact the Manager for Procurement and Auxiliary Services, Bob Harris, to discuss the provider and device options that are available.  For certain devices there may be a cost to the employee.

The College pays the communications provider directly.  Employees receive a monthly statement outlining the charges on their individual bill.  Those charges must be reviewed by the employee each month and any personal items which result in additional charges must be repaid to the College immediately. (For example picture texts, roaming charges on personal calls.)

In the event that an employee chooses not to join the College plan and incurs charges for business use , the employee can request a direct reimbursement of actual costs.  For example, if business use causes an employee to exceed their plan limit the employee can request reimbursement for the cost of the overage (assuming their plan limit is reasonable).