Mobile Phone

Laurentian University has an established Corporate Plan which provides excellent features at a discounted cost. All faculty and staff who have a mobile device provided to them by the university are required to use this plan. Details can be found here: 

It is prohibited for a university department or employee to create unique accounts.  All accounts must be created via the ITS Service Desk.

Corporate mobile devices are typically provided to full-time faculty and staff that perform one or more of the various functions:

• Support mission-critical systems
• Have travel responsibilities
• Require on-campus mobility
• Manage operational staff

Laurentian University University is not responsible for the phone or any of the costs that are incurred with an individual/personal plan.

Effective at the time of publication of the Mobility Policy, Laurentian University will no longer pay for or provide subsidy to NEW personal plans for full-time continuing faculty and staff. Please speak to your administrator, manager or director about getting on the Corporate Plan.

As indicated in the policy, Laurentian University will provide subsidies to personal plans for part-time and term employees only.

Directive

Smart Phones are provided to improve employee productivity and customer service. It must be established that the employee has a business need for the device as defined and approved by their supervisor (i.e. works regularly in the field, responsible for critical services).

Request Process – Ordering a Smartphone

New and replacement devices: Submit a Service Desk ticket and related Smart phone request form and approval form for the request. These requests need to be approved by the appropriate manager.   A scanned copy of the completed forms should be sent via Email to 

Device Options

Ontario Tech offers a standard device (reviewed at least annually) deemed to be sufficient for most employee needs. If an employee wishes to acquire a Smart Phone above the base model on the approved list the employee must pay for the difference in cost between the standard phone and their upgraded model. 

Travel Outside of Canada

Any employee who travels on the University’s business must clear the use of the University-owned Smart Phone with their manager prior to the trip. Employees should work with ITS to determine the most cost-effective solution to minimize roaming charges. Failure to do so could make the user responsible for all costs.

Employees that travel internationally for personal reasons and want to utilize a roaming package could get their manager’s approval, arrange with ITS for the appropriate roaming package and reimburse their department for the expense of the roaming. Employees that want to arrange a roaming package should submit an IT Service Desk ticket. 

Personal Devices

It is strongly recommended for security purposes that a university device is used.  In rare instances a unit can reimburse for the use of their personal cellphone/smartphone for Ontario Tech University business up to $37 per month (subject to change). The staff member agrees that:

• Ontario Tech will not reimburse the user more than the actual charges incurred. 
• Ontario Tech will not pay for the purchase, replacement or subsidize the cost of any device and is not responsible for any issues that may arise with the user’s device. 
• Costs associated with travel would also be the user’s responsibility (including roaming charges resulting from travel for Ontario Tech University business). 
• Ontario Tech University is not responsible for any damages, possible viruses, or extra charges
• Employees must have a secure passcode to lock their device to protect any Ontario Tech University information on the device.  

Employees are required to fill out the Personal Device Reimbursement Form requesting to use their personal devices and requesting reimbursement. The form is to be approved by your Manager. Completed forms should be submitted via email to: 

The University can terminate this agreement with the user at any time and is subject to change.

Decommissioning

It is the responsibility of the manager to notify IT to decommission and remove from billing, the devices that are no longer in use. Devices and accessories are to be returned by the employees to their department and must be turned over to IT via the Service Desk. All security features need to be turned OFF, this includes the Passcode, Find My iPhone, etc.

Responsibility and Care of Device

The device that has been provided to you is an expensive productivity tool.  By taking possession of the corporate device you agree to exercise care and responsibility for the device. You are responsible for the acceptable use of the device, and the physical care of the device, including the use of an approved case for the mobile device. Please speak to your department head to procure an approved case for your mobile device.

Long Distance and International Texting

Faculty and Staff who will incur substantial long distance charges on a regular basis must contact ITS Service Desk in advance to discuss cost saving add-ons to their device to ensure the costs associated are reasonable and managed. Costs incurred without an appropriate add-on package may be charged back to the individual. Please refer to the Corporate Plan details found here as well as frequently asked questions (FAQ) that relate to long distance and international texting.