Mobile Phones

P1.

Mobile Phone Handsets

P1.1.

Are the property of the Faculty unless the handset was exclusively paid for by the user;

P1.2.

Users are to respect McGill’s policy on the Responsible use of McGill Information Technology Resources;

P1.3.

A complete overview of the policy is available at: https://www.mcgill.ca/secretariat/files/secretariat/Responsible-Use-of-McGill-IT-Policy-on-the.pdf

P2.

Requests for Mobile Phones

P2.1.

Requests for handsets must be submitted, in writing, by the staff member’s direct supervisor to the Executive Director of the Faculty of Medicine and Health Sciences through Med IT at help.medit [at] mcgill.ca;

1. Approval for administrative staff members will be granted based on the user’s work activities and duties;
    
2. Approval for academic staff members will be granted if the Academic occupies the position of:
    

• Dean
• Vice-Dean
• Associate Dean, and must grant 50% of his/her time to a Faculty of Medicine and Health Sciences-related mandate as per his/her letter of offer
• Assistant Dean, and must grant 50% of his/her time to a Faculty of Medicine and Health Sciences-related mandate as per his/her letter of offer and with the Dean’s approval
• Chair of a basic science department or Director of a research centre or institute, and must grant 50% of his/her time to a Faculty of Medicine and Health Sciences-related mandate as per his/her letter of offer
• Chair of a clinical department, with the Vice-Dean Academic Affairs’ approval
   

P3.

Contacting Mobile Phone Users

P3.1

The Faculty must be reasonably able to reach the user through his/her mobile phone if approval has been granted for the use of a mobile phone; the voicemail (with notification option) on mobile phones must be activated.

P4.

Mobile Phone Plan

P4.1.

The service provider for McGill University is Telus and the base plan recognized by the Faculty of Medicine and Health Sciences is valued at $30 per month;

P4.2.

All plan members have the same data packages and can choose from a list of handsets. However, should users select a model other than what is currently recommended, they can do so at a personal cost. A complete list of phones with the upgraded costs can be obtained by contacting Med IT at help.medit [at] mcgill.ca;

P4.3.

Should the user incur personal costs in relation to the selection of an upgraded handset, the user will not be reimbursed.

P5.

Phone Accessories, Applications and Services

P5.1.

Phone Accessories, Applications and Services not included in the original package are to be paid for by the user;

P5.2.

Accessories such as Bluetooth headsets, dock stations, adapters, iTunes cards will not be reimbursed; one protective case per user per phone will be reimbursed up to a cost of $35 including taxes;

P5.3.

Personal applications (apps), RSS feeds, ringtones or subscriptions that are downloaded to the handset are to be paid for by the user;

1. Should the user be requested to purchase an application for work-related activities by their immediate supervisor, the user must pay with a personal credit card;
2. The user will be reimbursed by the Faculty through an expense report request;
3. PCards are not to be used for any downloads. Use of personal credit cards only;

P5.4.

Users may not change any services related to their account.

P6.

Damaged Handsets

P6.1.

Each user is responsible for ensuring their individual handset is well-maintained;

P6.2.

Damaged handsets are to be returned to Med IT where they will assess the damage;

P6.3.

When phones can be repaired, the user will be provided with a replacement phone until their phone is repaired;

P6.4.

If there is repetitive damage to the handset, the staff member may be asked to cover the costs related to the repairs or for the replacement of the handset.

P7.

Floater Handsets

P7.1.

In situations where users are requested to have a mobile device for a short period of time (1–5 working days) for work-related activities, their immediate supervisor may request a floater handset;

P7.2.

Requests must be submitted 48 hours prior to the necessary date to the Med IT helpdesk at help.medit [at] mcgill.ca.

Note: Floater handsets are available on a first requested, first served basis.

P8.

Overages

P8.1.

The user will be responsible for paying for any personal overages incurred while the handset is in their possession;

Overages may include but are not limited to: long distance charges (data and/or voice), roaming charges (data and/or voice), international roaming charges (data and/or voice) or text/picture messaging;

P8.2.

The user is responsible for reimbursing the Faculty for any personal overages over $5 with a cheque payable to McGill University;

P8.3.

If the user incurs overages that they deem to be work-related, they must explain the charges to Financial Affairs at financialaffairs.med [at] mcgill.ca before the next billing date;

If Financial Affairs does not receive justification for the overages, the user will be personally responsible for the overages.

P9.

Miscellaneous

P9.1.

The user must return the handset to Med IT should they resign, be terminated, go on short-term/long-term disability or parental/maternity leave, unless the handset was purchased by the user;

P9.2.

Users may be asked at any time to return the handset.

Med IT

Room 225,
McIntyre Medical Building,
3655 Sir William Osler,
Montreal, Quebec,
Helpdesk: 514.398.2001
Email: help.medit [at] mcgill.ca

Financial Affairs

Room 203,
3605 de la Montagne,
Montreal, Quebec,
Main Office: 514.398.4940
Email: financialaffairs.med [at] mcgill.ca