Mobile Phone Policy at Harvard University September 2014 Overview

Why are we pursuing this policy? 2  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 3 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) 4 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) 5 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) 6  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 and calendar onto his/her phone if the device meets University security requirements. Harvard data on a personal phone remains property of the University.

Phone Support Eligibility Criteria: New Staff 7 Staff eligible for phone support (Harvard-owned phone or BYOP with stipend) 1)24/7 access employees: day to day job responsibilities require routine response to urgent (immediate action required) University business at any time of the day or night – e.g., addressing student/lab safety issues, answering media requests, handling on-call server operations, etc. 2)Mobile employees: job requires routine field work and need to communicate real time with office to give or receive direction (e.g., property assistants, IT field techs) 3)Frequent travelers (defined as at least 30 travel nights per year) 4)Other business cases proposed and justified by direct supervisor and approved by Ad Dean (or EVP in the case of Central Administration); must meet at least ONE of the following criteria a.Role requires staff member to routinely respond to urgent (immediate action required) University business while staff member is away from the office; supervisor must explain business necessity b.Role requires staff member to be routinely available while in remote locations, supervisor must explain business necessity c.Other business case; supervisor must explain business necessity