Mobile Phone Policy at ITU

If you, as an employee at ITU, have an office space at Emil Holms Kanal, you can choose to get a mobile phone or use your private mobile phone as a work phone.

If you choose to get a mobile phone from ITU, you must first decide whether you only want to use the phone for work or whether you want to use the phone privately as well.

The definition of a work mobile phone that can be used privately, is either:

• An ITU mobile phone with an ITU SIM card or
• Only an ITU SIM card (in your own mobile phone)

If you choose to get a work mobile phone that can be used in private, it is an employee benefit subject to taxation. The value of free telephony is DKK 2,900 annually (2020-level), which ITU will report to SKAT. The taxable amount will appear on your paycheck calculated as 1/12 per month. For further information visit SKAT’s website.

If you choose to use your private mobile phone as your work phone, without an ITU SIM card, you must be aware that you will not be compensated financially for any expenses related to work telephony.

You must make sure that HR has you phone number, so that it is available at intra/mit.itu. In addition, your phone number must also appear in your mail signature.

The choice of telephone scheme is made in connection with your employment. Hereafter the choice of telephone scheme can be changed once a year, effective from 1 January. Requests for any changes in telephone schemes must be sent by mail to salary@itu.dk no later than December 5.

Work mobile phone for private use

When you choose to use your work mobile phone privately, it means that you are free to use the phone outside working hours, within the limits of the subscription. The subscription includes unlimited minutes, unlimited text messages and MMS messages in Denmark, EU, and the Nordic countries – 10 GB data per month in Denmark and 2 GB in EU. Should you exceed the limits of your subscription, e.g. in connection with conferences/courses, ITU will in exceptional cases cover the amount, but it must be agreed with your personnel manager/Head of Department.

The subscription may not be used to pay for services such as bus tickets, chargeable phone numbers or donations. If such services are made via the work mobile phone, this must be done by registering a private credit card.

Data Roaming must be switched off when travelling abroad and must only be turned on in exceptional cases. Data may not be used for streaming movies, music, or downloading heavy files. Make sure to use Wi-Fi, hotspot, or similar services instead.

ITU is not responsible for securing backup of local data like photos e.g. If it becomes necessary to ‘wipe’ – that is, deleting all data – in connection with repair work/loss, then it is your personal responsibility to have ensured the backup of local data on your phone.

Leave from ITU

If you are absent from ITU due to maternity/paternity leave or other kinds of leave with or without pay for a maximum period of three months, you can choose to:

• Keep your phone during the leave and ITU will report this as B-income to SKAT. You need to add this to your preliminary assessment of income, so that the taxation of free telephony occurs on a regular basis.
• Hand over your phone to the IT Department during the leave, and you will not be subject to taxation. 

Is your unpaid leave longer than 3 months, you must turn in your mobile phone to the IT Department.

You must notify salary@itu.dk about your choice, and they will make sure to report any changes to SKAT. 

Work mobile phone for work only

If you only want to use your mobile phone for work, the mobile phone may not be used for private calls, text messages or data. However, it is allowed to make necessary private calls e.g. to your private residence, the kindergarten, the doctor etc. Furthermore, you are not allowed to bring your mobile phone with you outside of the ITU-campus (Rued Langaards Vej and Emil Holms Kanal), regardless of whether it is a work-related purpose.

If ITU becomes aware that you have violated the guidelines above, you will immediately be subject to taxation in accordance with the existing guidelines.
It is not allowed to use the mobile phone for donations, chargeable phone numbers and so on. Violation of the guidelines will result in a refund claim from ITU and may have consequences for your employment at ITU.

Student Workers and consultants

Student Workers and consultants can get a mobile phone, if the personnel manager/Head of Department considers it to be necessary for the execution of their job. The mobile phone must in these cases only be used as a work phone and may not be used for private calls, text messages or data. However, it is allowed to make necessary private calls e.g. to their private residence, the kindergarten, the doctor etc.

You are also not allowed to bring your mobile phone with you outside of the ITU-campus (Rued Langaards Vej and Emil Holms Kanal), regardless of whether it is a work-related purpose.

If ITU becomes aware that you have violated the guidelines above, it may affect your employment/affiliation at ITU.

Good mobile phone practice at ITU

As a general rule, you need to consider your surroundings when using your mobile phone at ITU. Therefore, consider your choice of ring tone while you are in the office. Loud ringtones can be an annoyance to your colleagues and can create a stressful work environment. If you are moving around campus or if you are in a public space during a phone call, be careful not to discuss any subjects of confidential or sensitive nature.

During working hours, your mobile phone must be turned on and charged, so that it is possible to get in touch with you. The only exception is if you are attending a meeting. Then your mobile phone should be on mute and incoming calls should be redirected to your voicemail.

If you leave your mobile phone in the office, make sure it is turned off or on mute.

You have been provided with a locker. We urge you to place your computer and/or your phone under lock when leaving the office for an extended period such as vacation, conference etc., unless you are taxed and bring it with you.

Voicemail

Regardless of your choice of mobile phone scheme, your mobile phone is a work phone where external partners can get in contact with you.

For that reason, you must record a message on your voicemail, stating that they have reached the IT University as well as your first name and last name.

If you have international contacts, you should also record the message in English.

Text messages sent from your mobile phone

In special cases where you need to use text messages as a communication tool for work, you must be aware that text messages are considered a document according to the guidelines in ‘the Public Records Act’, and thus can be subject to the rules about gaining access to documents.

If you have any text messages that need to be journalized, you must make a note in the casefile in F2, stating the content of the conversation and who the sender/recipient of the text message is.

Securing your mobile phone

Your mobile phone contains confidential information that may be stolen. Therefore, you need to use it wisely and make sure to secure it against any misuse. Never leave you mobile phone unsupervised in public spaces.

Your personal pin code must consist of 6 numbers and may not be handed over to anyone. Do not use unsecure pin codes like 111111, 123456 and 456789. Also, do not use pin codes with combinations that can be easily related to you, like your birthday.

Information security

To secure ITU data and network, you must comply with the following:

• Avoid using unknown USB plugs or power cords in your mobile phone.
• If possible, avoid free Wi-Fi/hotspots with weak or transparent passwords, but if there are no other options, make sure to delete the connection after use.

If you lose your phone

It is expected that you keep your mobile phone in a secure and safe manner at all times. If you lose your mobile phone, immediately notify the IT Department by mail at IT@itu.dk.

You are not personally liable for the lost mobile phone or for any misuse unless there has been any wrongful conduct on your part. You have the option of borrowing a mobile phone, until you get your own back or until ITU has set up another mobile phone for you.

Resignation

If you resign from your position at ITU, your mobile phone must be handed in to the IT-Department on your last day of work. Outside the IT-Departments opening hours, the mobile phone must be handed in at the Information desk instead, with a note stating your name and department.