It is the responsibility of Georgia Tech and each of its budgetary units to implement procedures to issue and use mobile communication devices and services in the most cost-effective manner. Heads of budgetary units (Vice Presidents, Deans, School Chairs, Unit Heads) or their designee are authorized to approve the acquisition of mobile communication devices and services. Mobile Communication Devices (MCDs) for this policy include, but are not limited to, mobile phones (smartphones or not), tablets with mobile data, and hotspots or other devices with mobile service. By contrast, cordless telephones, VoIP Phones, tablets without data plans, Internet of Things (IOT) devices, computers or laptops with Wi-Fi or wired connections, and other devices are not covered by this policy.

Guidelines for Acquisition and Use 
An Institute-issued MCD may be a suitable resource to conduct Institute business when it enhances performance or when it is proven that an employee cannot perform their duties without an MCD. The individual units are responsible for:

• Determining the business case for the use of MCDs and services.
• The justification and approval for each MCD and service issued or approved.
• Monthly review of MCD bills and usage by a unit manager or delegate.
• Wiping and sanitizing MCD prior to repair, reissue, or disposal.
• Ensuring all MCDs are inventoried in a Georgia Tech approved central inventory system.
• Ensuring all devices are enrolled in an authorized Mobile Device Management (MDM) solution.
• Maintaining current inventory of MCDs in the central Configuration Management Database (CMDB).

Criteria for Determining Need 
A unit may acquire an MCD for an employee when communication needs cannot be met with other available devices such as standard telephone equipment or soft client. Examples of conditions under which a unit may obtain an MCD and service include:

• The employee’s position requires them to maintain information or communicate with others to perform their job functions.
• The organization provides additional protection to the employee when they work in potentially hazardous conditions.
• The employee cannot adequately meet communication requirements using other available alternatives, such as a standard telephone line or soft client.
• On-call personnel must be available to respond to critical system failures or service disruptions.
• The organization uses this as the most appropriate means to respond to campus emergencies or to achieve business efficiencies.

The unit head (or designee) of employees using Institute owned MCDs is responsible for determining the business needs and selecting an appropriate mobile service package that meets these needs.

Personal Usage 
MCDs assigned to faculty or staff members are for official Institute business. While incidental personal use may occur, this use should not result in additional charges to the Institute. If personal use results in additional charges to the Institute the faculty or staff member must notify their unit head or supervisor and reimburse the Institute for charges incurred in the use of the device. Reimbursement to Georgia Tech for personal use of any MCD should be deposited with the Bursar's Office by the unit, along with a copy of the annotated bill noting the personal communications and cost.

Ordering and Payment Administration
The following ordering and payment processing options shall be used for all MCDs issued. MCD’s should be procured by the unit through existing Georgia Tech approved mobile contracts. In special circumstances, Procurement may utilize other
agreements obtained from any carrier that best meets the Institute's needs.

• Institute-Owned MCDs and Service
  For positions meeting the requisite criteria, the Mobile Phone Service Request form should be completed by the employee, approved by the direct manager, and have prior financial approval. Once approved, units should acquire MCDs and services via their unit PCard or Supplier Invoice Request (SIR), after completing any necessary forms provided by the service vendor representative to establish legitimate Georgia Tech service account(s). Only designated Georgia Tech Procurement officials may enter into contracts on behalf of Georgia Tech, and any actual contracts should be forwarded to Procurement for review and signature. Any contracts signed by an unauthorized employee are personal
  obligations of the employee.
• GT Employees (faculty and staff) are not eligible for reimbursement of a personal MCD. For additional guidance, please refer to the following policies:
  • Georgia Tech Policy 5.2.1.5 – Reimbursement for Purchases Made Using
    Personal Funds
  • Department of Administrative Services - Statewide Telework Policy

Data Protection

Individuals and their MCDs must comply with data protection requirements, endpoint security standards, and adhere to all applicable Institute policies. Where stricter legal, regulatory, or contractual obligations take precedence based on the categorization of the data involved. See Related Information below.