D91 Cell Phone Procedure
Purpose
This procedure outlines the guidelines for the issuance, use, and oversight of district- provided cell phones and stipends. It ensures that district resources are allocated responsibly and that cell phone use supports operational efficiency, transparency, and compliance with public record laws.
Eligibility for District Cell Phones
District-issued cell phones are provided only to staff whose roles are deemed critical to daily district operations, including but not limited to:
Building Administrators
District Administrators
Maintenance and Facilities Personnel
Technology Department Staff
These roles require immediate and reliable communication to ensure the safety, security, and effective functioning of district operations.
Case-by-Case Assessment for Other Requests
Cell phone requests from staff members outside of the categories listed above will be reviewed and approved or denied on a case-by-case basis. The district will conduct an assessment of operational need, based on criteria such as:
Frequency of required communication outside of normal work hours
Responsibility for emergency response or coordination
Involvement in time-sensitive decisions or crisis management
Level of mobility required for the role
Options for Qualifying Staff
Staff who qualify for district cell phone support will have two options:
Staff opting for the stipend must sign an acknowledgment form outlining acceptable use, data privacy considerations, and public records compliance.
Personal Use of District-Issued Cell Phones
District-issued cell phones may be used for limited personal use, provided that:
The use does not interfere with professional responsibilities or district operations.
The use does not involve any illegal activity.
The device is not used to install or access TikTok, in compliance with the Governor of Idaho's mandate prohibiting the use of TikTok on state-owned devices.
Staff are expected to exercise sound judgment and professionalism when using district phones for personal matters.
Compliance with Public Records Law
All communications on district-provided cell phones are considered public records and are subject to:
Public Records Requests
Internal or External Investigations
Legal Subpoenas
Employees should be aware that even personal use on a district-issued device may be subject to disclosure if it intersects with public business. Employees who receive the monthly stipend and use their personal devices for business communication should understand that any business-related communications on their personal device may also be subject to public records law.
Mobile Device Management
All district-issued phones may be enrolled in the district’s mobile device management (MDM) system to ensure security and compliance with IT policies.
Loss or Damage
Staff must report loss, theft, or damage of district-issued phones immediately. Replacement costs may be the responsibility of the employee in cases of negligence.
Data Security
Staff must protect sensitive information and adhere to district data privacy and cybersecurity policies at all times.
Return of District Devices
If an employee leaves the district for any reason, including resignation, termination, or reassignment:
The district-issued cell phone must be returned to the Technology Department as soon as possible, and no later than the employee’s final working day.
Failure to return the device may result in the withholding of final paychecks or other appropriate administrative action.
Review and Revisions
This procedure will be reviewed annually by the District Administration and Technology Department and revised as needed to reflect legal, operational, or technological changes.