Kalamazoo College’s Mobile Device Policy

Purpose
This policy outlines the College’s approach to providing mobile device support for employees. Mobile devices are commonplace among all segments of the population and incidental use of a personal device for College business is considered routine. As part of our ongoing effort to review and update College policies, we are introducing a new mobile device policy that balances work-related needs with personal convenience. This policy clarifies the positions for which mobile devices are provided by the College, the allowance structure for personal mobile devices used in certain positions, and the process for transitioning current employees to this updated policy.

Within the context of this document the term “mobile device” refers to any equipment that provides two-way voice, data, and/or messaging services (e.g. SMS/MMS text) through a mobile telecommunications network. This includes (but is not limited to) cellular telephones, smartphones, mobile hotspots, and any other device capable of both sending and receiving transmissions via a mobile telecommunications network. 

College-Provided Mobile Device Authorization

Kalamazoo College recognizes the need for certain positions to use a mobile device to fulfill the critical job duties required. The Vice President for Business and Finance approves the positions that will be provided a mobile device, in consultation with the division vice president. Mobile devices may be provided to College employees in the positions that meet at least one of the following criteria:

  • Are required to be “on-call” during off hours for a significant portion of the time (e.g. certain Campus Safety, certain Student Development, certain Center for International Programs, and certain Information Services positions)
  • Are required to travel for the College and use multiple modes of technology-based tools to regularly communicate with prospective students in their roles as Admission Counselors
  • Are required to receive work assignments and remain in regular contact with their department and vendors/suppliers while performing their duties throughout campus (e.g. certain Facilities Management positions)

Under IRS guidance, the College is not required to tax individuals for personal usage of College-provided mobile devices, provided that the mobile device is for “non-compensatory business reasons”. It is the responsibility of the staff member, the division Vice President and the Vice President for Business and Finance to determine whether this requirement is being met. The College reserves the right to amend this policy should the IRS modify its guidance. Employees in positions with job requirements that necessitate a mobile device will be notified by the Business Office or the Vice President for Business and Finance.

The College-provided mobile device must be used primarily for College-related work. Limited personal use is allowed, but employees are expected to adhere to the College’s guidelines for safety and security of mobile devices.

The College provides certain types of mobile devices that can be supported by Information Services. Contact the Business Office to understand the approved types of mobile device.  Only mobile devices and phone numbers owned by the College will be added to the College’s mobile device plan.

Additional services should not be added to a College-provided mobile device. Each smart phone already includes a travel pass for international usage. See Business Office for additional information on travel pass.

Personal Mobile Device with Monthly Allowance

For employees whose positions do not meet the criteria for a College-provided mobile device but where the job duties have been determined by the Vice President for Business and Finance in consultation with the division vice president to require substantial use of a mobile device to perform the job duties, the College will provide a monthly mobile device allowance.

An employee in a position that has been approved for a mobile device monthly allowance is responsible for choosing and contracting with a carrier of their choice. The College provides a predetermined dollar amount each month on a reimbursement basis (via the employee’s paycheck) to be used to maintain the mobile device and associated services even if the actual monthly costs incurred by the employee exceed that amount. Note that the allowance does not constitute an increase in base pay and will not be included in percentage calculations for increase to base pay or determining non-statutory benefits. Upon employment termination or a change to an ineligible position, the mobile device allowance ceases. The costs associated with the allowance will be charged to the employee’s department budget.

  • Allowance Amount: The monthly allowance will be set at a flat rate and reviewed annually. Employees are responsible for purchasing and maintaining their personal mobile device as the allowance is not for the cost of the device. As of March 1, 2026, the monthly allowance is $20.

  • Usage: While personal mobile devices are primarily for personal use, employees should ensure the devices are available for College-related communication when required. Employees must also adhere to the College’s guidelines on safety and security of mobile devices when using personal phones for work.

All contractual agreements must be made between the individual employee and the mobile telecommunications provider. Kalamazoo College’s name and/or address cannot be used in any manner. Neither a College credit card nor any other college payment method may be used to pay for or secure a mobile device or associated services.

An employee receiving a mobile device allowance retains the rights to their mobile number both during and after their employment. Any changes to an employee’s mobile number should be shared with their supervisor to contact them.

Employees receiving a monthly allowance for their personal mobile device are responsible for ensuring their phone is compatible with the work requirements and is maintained in a functional state. This includes ensuring that the phone can receive work-related communications and is properly secured to prevent unauthorized access to College information. Employees are also responsible for:

  • Regular Software Updates: Keeping their mobile device updated with the latest operating system and security patches.
  • Battery Health: Ensuring the mobile device maintains a reasonable level of battery life and functionality, so it remains available for work-related needs.
  • Data Backup: Regularly backing up important data stored on the mobile device.

The employee is responsible for purchasing and maintaining all equipment and accessories associated with their mobile device and its service. Any replacement for loss or damage is the sole responsibility of the employee even if the loss/damage arose from work-related activities. Outside of the normal monthly allowance, College funds may not be used to reimburse or otherwise fund employee equipment purchases or repairs. The employee is solely responsible for all fees associated with maintaining their service and equipment, including overage charges and early termination fees.

The College may request verification of service in the form of the previous month’s bill, with failure to provide such documentation within 30 days resulting in discontinuing the monthly allowance. While receiving a monthly allowance, failure to report to the Business Office the cancellation of mobile device service or a lack of functioning equipment is considered fraud with disciplinary action up to and including termination possible.

Transitioning Existing College-Provided Mobile Devices for Ineligible Positions

As part of the transition, employees who are currently using a College-provided mobile device or who are in a position that is eligible for a College-provided mobile device or for a monthly allowance will receive an email that explains the necessary steps to take by February 28, 2026. The Business Office will work with each affected employee for a smooth transition.

  • Personal Line Transition: Employees who currently have a College-provided mobile device that will not be eligible for a College-provided mobile device will work with the Business Office to turn in said device, transfer the mobile device number to a personal line, if desired, or purchase the mobile device at an approved price, if desired. Employees will be responsible for managing the transition to their selected service provider.

  • Monthly Allowance: If an employee has been identified to receive a monthly allowance, those amounts will begin to be included in your March 2026 paycheck.
  • Reimbursement for Device: If an employee has been using a College-provided mobile device, they will not be reimbursed for any device-related costs.

Process for Requesting College-Provided Mobile Device or Mobile Device Allowance:

An employee in a position that has been approved for a College-provided mobile device should contact their division vice president with the request. The division vice president then discusses the request with the Vice President for Business and Finance for approval. Upon receipt of the approval for a College-provided mobile device, the Business Office will coordinate with the employee for the eligible mobile device. Upon receipt of approval for a mobile device allowance, Business Office coordinates with the employee for the mobile device allowance.

Safety and Security of Mobile Devices

To ensure the security and integrity of the College’s information, employees using personal mobile devices for work are required to:

  • Ensure that mobile devices are enabled to synchronize data such as emails, calendars, contacts and tasks with the College server. Designated models of iOS (iPhones) and Android devices are supported. Help Desk Support provided is for the devices themselves and for certain built-in functionality and services, including connectivity to designated College resources such as Outlook email and calendar and Teams. Help Desk Support is not provided for other user installed applications.
  • Maintain the most recent operating system
  • Enable device encryption and utilize a password (with certain password restrictions), PIN, or biometric authentication
  • Install security software or apps as recommended by the College’s IS department
  • Report lost or stolen mobile devices immediately to the IS department to prevent unauthorized access to College data

Use of a mobile device in a manner contrary to College policy or any local/state/federal laws may result in immediate termination of any/all mobile device allowances and/or privileges, and/or disciplinary action, up to and including termination.

Damage, Loss, or Abuse of Mobile Device

A College-provided mobile device is College property and it is the responsibility of the employee to maintain it in working order. If such a mobile device becomes damaged, it shall be brought to the Business Office who will arrange for replacement or repair. All business-related costs incurred for replacement or repair will be the responsibility of the employee’s department; however, employees may be required to pay for repair or replacement costs related to abuse or neglect at the discretion of the Business Office.

Violations of this policy may result in the revocation of the mobile device and disciplinary action. The College reserves the right to limit or terminate these privileges.

Employee Leave of Absence and Separation of Employment

The division vice president, or their designee, is responsible for ensuring that all College-provided mobile devices are returned to the Business Office from employees who are no longer employed with the College, from employees who are no longer considered eligible to receive a mobile device, or from employees who are on leave from the College.

Vehicle Use

Regardless of the jurisdiction or vehicle, Kalamazoo College strongly discourages the use of mobile devices while operating a motor vehicle. Keep your phone out of reach while driving. If you need to use your phone for navigation or to receive important calls, a hands-free device or enabling a voice assistant is required. Manual use of a mobile device while driving is prohibited, as described in the Transportation Policy.

Michigan Cell Phone Law 2023: Michigan cell phone law prohibits all drivers from using a hand-held cell phone to text, talk on the phone, watch videos, and go on social media while they are driving. There is an exception for phones that are used in “hands-free” mode. Violators face fines, community service, points on their license, and suspension/termination of College-related driving privileges.

Modifications and Exceptions

The College reserves the right to modify this policy at any time based on business needs, operational changes, or shifts in technology. Exceptions to this policy may be granted in specific cases as approved by the employee’s division vice president and the Vice President for Business and Finance.

Effective Date: March 1, 2026
 For questions or clarification regarding this policy, please contact the Business Office.