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Mobile Phone Policy at Harvard University. September 2014 Overview. Why are we pursuing this policy?. Practices between schools and units vary widely, creating inefficiencies and inequities
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Mobile Phone Policy at Harvard University September 2014 Overview
Why are we pursuing this policy? • Practices between schools and units vary widely, creating inefficiencies and inequities • Harvard units repeatedly request guidance on when it is appropriate to provide mobile phones or reimbursements to employees • With the recently relaxed tax regulations on mobile phones, Harvard is now in a position to implement a policy • While we recognize we are in a transition period with generations and expectations, BYOP programs are becoming the norm as new mobile generations enter the workforce with an expectation that they will use their phones at work • While HUIT has already saved the University ~$1M by pooling service plans, mobile phones still represent a historical annual $3.3M+ unmanaged discretionary expense in a cost-constrained environment • Most peer institutions have a mobile phone policy
Policy Overview The proposed policy has two main elements: • Taking the first step towards a BYOP program: research shows BYOP is becoming the norm. This policy will position Harvard’s mobile device policy to evolve as workplaces and employee expectations shift increasingly to full BYOP. • Creating University-wide staff-only eligibility criteria: a unified, reasoned approach to when it’s appropriate for Harvard to pay for a staff member’s mobile phone • Provide support for schools and units • Parity and transparency for staff members
FY15 PILOT PROGRAM: BYOP (1) NEW EMPLOYEES • Effective September 2014, all new employees will be subject to the new University-wide eligibility criteria for phone support*. • Eligible new employees can participate in the BYOP with $50 monthly stipend program. However, during the FY15 pilot program, Schools and Central Administration may offer an “opt-in” model, allowing eligible staff to choose either a Harvard phone or BYOP with $50 stipend. * See Eligibility Slide #7
FY15 PILOT PROGRAM: BYOP (2) CURRENT EMPLOYEES • All current employees who have a Harvard issued phone will have the choice to be grandfathered at this time to keep the Harvard phone or switch to BYOP with a $50 monthly stipend. • Those who have a Harvard phone will need to use the phone for the full service life (no early trade-ins);. During the FY15 pilot program, upgrades to Harvard-owned phones will only occur in cases where technical or maintenance issues require replacement through a determination by HUIT technicians. • Current employees on a reimbursable BYOP plan will continue to submit bills as they currently do until further notice. • Effective September, 2014, all current employees who are not receiving any kind of phone support but are requesting phone support must meet the new University-wide eligibility criteria.
FY15 PILOT PROGRAM: BYOP (3) • The pilot program will run through FY15. The policy will be evaluated during FY15 and changes to the program may be implemented for both new and existing employees in FY16. • NOTE: Anyone, regardless of being eligible for a stipend or not, can install Harvard email and calendar onto his/her phone if the device meets University security requirements. Harvard data on a personal phone remains property of the University.
