6250P Procedure - Cellular Phones
Employees may be assigned a district-owned cellular telephone (“district cell phone”) when it is demonstrated that their professional communication needs cannot be met with other available alternatives, such as paging devices, radios, or standard telephone equipment.
Procedure for Obtaining a District Cell Phone
Supervisors who determine that one of their employees requires a district cell phone to perform their job duties efficiently will follow the procedure below:
1. The supervisor and employee will complete the district’s cell phone request form. Both the employee and the supervisor will sign the form.
2. The supervisor will submit the completed form to his/her Cabinet-level supervisor.
3. The Cabinet-level supervisor will indicate his/her approval or denial of the request and return the signed request form to the supervisor.
a. If the request is approved, the supervisor will submit a technology work order to the Information Technology Department. The Information Technology Department will contact the requesting employee to discuss phone options and facilitate receipt of the district cell phone.
b. If the request is denied, the supervisor will communicate this to the requesting employee.
Cell Phone Use Options
Employees assigned a district cell phone will have the following options:
Option 1: Business use only.
- District cell phone use is limited to official district business only.
- No personal phone calls or texts are permitted.
- Employees who make personal calls or texts on their district cell phone will be moved to Option #2 after consultation with the IT Department.
Option 2: Business and personal use.
- District cell phone use is not limited to official business only. Personal calls and texts are permitted without restriction.
- A monthly fee will be automatically deducted from the employee’s monthly payroll.
Applicability of Public Records Act
- All personal and official business calls, texts, downloads, data, history, pictures, etc. made on a district cell phone are considered public record and are subject to public record requests made in accordance with RCW 42.56.
- All official business calls, texts, downloads, data, history, pictures, etc. made on a personal cell phone are also subject to public record requests made in accordance with RCW 42.56.
Employees who use district-owned cell phones must:
- Use district cell phones in a responsible, informed, and safe manner and observe all applicable laws or regulations.
- Never use a district cell phone while operating a district or personal vehicle; however, the use of Bluetooth or other types of wireless communication are permitted.
- Secure the cell phone at all times.
- Report lost district cell phones to the Information Technology Department immediately.
- Return the cell phone to the Information Technology Department upon separation of employment from the district.
The Information Technology Department will review cell phone plans periodically to determine if the district is using the most cost-effective plans available.
For those employees who chose Option 2 above:
- The monthly withdrawal fee to be deducted from the employee’s pay will be clearly stated on the cell phone request form.
- The IT Department will notify the cell phone user one month prior to a change in the monthly withdrawal fee.
Responsibility for Damaged or Lost Cell Phones
- The district will pay the replacement or repair costs for an employee’s damaged district cell phone for the 1st occurrence within one school year.
- The employee will be responsible for paying replacement or repair costs for the 2nd and subsequent occurrences of damage to a district cell phone within one school year.
Mobile Message Archiving
Employees assigned a district cell phone will be required to opt in to the district’s message archiving agreement. Once activated, this service will capture all text and picture messages sent or received by the district cell phone assigned to the employee. The district will have access to all archived messages.
Superintendent’s District Cell Phone
The superintendent’s district cell phone, 24 hour access and usage including phone, data, and text, are covered separately through an employment contract directly with the Board of Directors.