Mobile phone support

Using Microsoft Teams is available to all staff for making phone calls. Everyone can download the suite of Office 365 collaboration apps onto their personal mobile, and contact UNSW colleagues via MS Teams.

All information about how to use Office 365 applications, which apps are available to all staff and instructions on how to download these onto your UNSW-issued and personal devices can be found on this MyIT website.

Eligibility for a UNSW-funded mobile device and/or service is based on the responsibilities of your position and the necessity of the device to perform duties, including but not limited to:

• being required to remain available for on-call responsibilities outside standard working hours or during work-related travel
• engaging in work activities that require prolonged periods away from desk, necessitating mobile device support.
• needing to be contactable on an ad-hoc basis.
• using mobile devices in teaching and learning environments.

All mobile devices, SIM cards, and accessories purchased by UNSW remain the property of UNSW and Staff are expected to use mobile devices in accordance with UNSW’s Information Governance and Cyber Security policies.

UNSW-funded mobile devices must be requested and purchased through UNSW IT by submitting an exemption request, which requires two levels of approval:

1. Line Manager

2. Faculty Executive Director (FED) or Director of Operations (DoD)

Exemptions may be granted for staff whose roles fall into one of the following four categories:

1. Business/Work Requirements

Where a mobile phone is essential to perform duties on behalf of UNSW. Staff must first assess whether Microsoft Teams is a viable alternative before applying.

2. Incident Management

For staff involved in managing key hazards and risks on or off campus, where mobile access is critical to mitigate risks affecting staff, students, or the broader UNSW community. This does not typically include staff managing risks during standard work hours on campus.

3. Emergency Roles

For staff who are the first point of contact for emergency services in their local area, where UNSW Security is not the primary responder.

4. Research

For the purchase of mobile devices using operating funds solely for research purposes. Devices must not be assigned to individuals for general or personal use. Staff may also purchase devices and services using external grants without formal exemption, provided the purchase complies with grant conditions.

• Once you have your exemption approved, you can contact CompNow (UNSW's approved vendor) directly. CompNow will recommend an appropriate iPhone or Android device.
• All devices will be enrolled in UNSW’s JAMF Mobile Device Management (MDM) system to ensure enhanced data protection in the event of loss or theft.
• UNSW-funded mobile devices, voice, email and data access are provided to staff for officially approved business with limited personal use.
• ITU Mobility oversees provisioning, support, and security compliance for UNSW-funded devices that have been approved via the exemption process.
• Staff are expected to use mobile devices in accordance with UNSW’s Information Governance and Cyber Security policies.
• Staff who are using UNSW-funded mobile device, should not keep personal photos/ contacts outside of UNSW on the phone.
• Purchase of UNSW-funded mobile devices and SIM activation must be submitted to UNSW IT via the exemption request and all SIM activation for UNSW-funded mobiles must be submitted to ITU Mobility.
• Staff should not need to use the UNSW-funded mobile device and service during vacation periods unless there is a legitimate business requirement, staff should seek the line manager’s advice prior to leave. Where necessary, line manager can arrange for a backfill to the role to use the mobile device and its service accordingly.
• In the case of lost or stolen UNSW- funded mobile devices, staff must notify UNSW IT Service Centre on (02) 9385 1333 immediately for service to be blocked within 2 hours or as soon as practicable. UNSW mobility team to reach out to the service provider (Optus /Telstra) to block SIM and initiate wipe of UNSW- funded mobile device within 2 hours of reported. 
• Staff must be aware that UNSW may decide to retain the UNSW- paid number if/when they change roles or depart UNSW.

Prior to travelling

International roaming is disabled by default on UNSW-funded mobile services. You must seek approval from your line manager before requesting roaming to be enabled.

Once approved, please email ITU Mobility at least one week prior to departure, attaching your line manager's approval to ensure global roaming is activated in time. Failure to do so may result in additional charges, including excess data usage, which may be considered as your personal responsibility.

Any staff member travelling internationally is encouraged to purchase a local SIM, e-SIM, or prepaid data SIM for the intended destination. Prior approval from your manager needs to be sought to apply for reimbursement (via Concur) post travel.

If you are using a UNSW-funded mobile phone overseas (with approved romaing), you must exercise caution when connecting to hotspots or public Wi-Fi networks, due to potential security risks. To minimise risks to security please:

• use local mobile data (or roaming where approved) and avoid using public Wi-Fi unless the UNSW VPN app is active
• disable Bluetooth and location-sharing when not needed.

Ending employment:

All UNSW-funded mobile devices, SIM cards and accessories must be returned to your line manager upon termination of employment or expiration of the contract with UNSW. If a device is not returned,you may be charged the cost of its replacement, the SIM card will be cancelled and the device will be locked, rendering the device unusable.

Line Managers or the responsible business unit (office) must email ITU Mobility for service termination. Any outstanding charges, including excessive phone bills, must be settiled by the business unit.

If you wish to retain the mobile number you must first obtain approval from your line manager and then email ITU Mobility for the change of ownership application. Your manager must ensure this process has been completed and that their business unit's office no longer pays any ongoing bills. Please ensure you have reset factory settings prior to leaving UNSW:

• Reset Apple iPhone.
  
• Reset Samsung/Google Pixel devices.

Role changes:

If you change roles, you must return your UNSW-funded mobile device and SIM to your line manager. 

If the new role requires a device, the outgoing and incoming line managers may update billing details to allow continued use. To do this, the line manager should submit  a request to ITU Mobility.

A mobile device and service may be transferred from one staff to another if approved by both staff's line managers. The original office needs to contact ITU Mobility to arrange the transfer.