Equipment: Personal Use

Type: 
Policy
Category: 
Institutional Integrity
Governance Council: 
College Council
Contact Email: 
Responsible Executive Authority: 
College President
Purpose: 

This policy describes appropriate use of specific College equipment, including but not limited to cellphones, computers, and computing facilities. College equipment shall be used only for College business. Regardless of its location, College equipment shall be used in conformance with Oregon Revised Statutes 244 and the Oregon Government Standards and Practices Commission Advisory Opinion Number 98A-1003 (henceforth referred to as "the Opinion").

On occasion, and only if it does not interfere with College operations, College equipment may be used for activities in support of other public agencies, community functions and/or promotional events which result in enhancement of College goals or of the College's public image.

Narrative: 

General
Use of College Cellular Telephones
Personal Use of College Computing Facilities and Services
Explanatory Notes and Examples

General

College equipment shall be used only for college business.  Regardless of its location, college equipment shall be used in conformance with Oregon Revised Statutes 244 and the Oregon Government Standards and Practices Commission Advisory Opinion Number 98A-1003 (henceforth referred to as "the Opinion").

On occasion, and only if it does not interfere with college operations, college equipment may be used for activities in support of other public agencies, community functions and/or promotional events which result in enhancement of college goals or of the college's public image.

Use of College Cellular Telephones

College cellular telephones shall be used only for college business.

Criteria for issue of a college cellular telephone

  1. There must be demonstrable, documentable need for an employee to have a college cellular phone for college business reasons;
  2. Use of other phones (including pay phones) or pagers is impractical and/or cost ineffective for the need; and
  3. Issue of a college cellular  phone shall be approved by the employee's supervisor.

Criteria for use of college cellular telephones

  1. Personal calls on college cell phones (except as provided in the Opinion) are not permitted;
  2. Where permitted by exception, such personal calls shall be reimbursed to the college on the basis of direct billing cost;
  3. Except as detailed above, employees are not permitted to make personal calls and reimburse the college in arrears; and
  4. One line of a two-number, college cellular telephone may not be utilized for or dedicated to personal use.

Criteria for use of personal cellular telephones

  1. Personal cellular phones may be used for college business as required;
  2. Costs of such usage for calls, long distance fees and roaming charges may be reimbursed as provided for in Travel/Expense Reimbursement (employee shall provide a copy of phone billing with college calls marked);
  3. If a personal phone plan has monthly "free" minutes, college business may be claimed first for any charges above the monthly limit;
  4. Monthly charges shall not be pro-rated for college business; and
  5. One line of a two-number, personal cell phone may be dedicated to college-related calls and, with proper documentation, the employee may request reimbursement from the college for all calls on that line.

Personal Use of College Computing Facilities and Services

As a benefit for employees of the college, personal use by employees of the college's computing facilities, Internet connections and e-mail is acceptable as long as:

  1. It does not interfere with the employee's ability to perform job duties;
  2. It does not interfere with the ability of others to carry out their job duties;
  3. It does not interfere with student use of these facilities and services; and
  4. It does not violate the provisions of acceptable use as contained in the college's Computing and Networking Appropriate Use Policy.

Management and bargaining unit retirees may be allowed the same computing privileges as employees under the restrictions cited above.

Access for employees and retirees will be discontinued if it becomes economically unfeasible.

Explanatory Notes and Examples

In general, an employee may not use college equipment for personal gain.  The Opinion from the Government Standards and Practices Commission should be read carefully by all employees.  This document is particularly helpful in addressing the "gray areas" of computer, telephone and cell phone use.

Other uses of college-owned facilities and equipment offer various challenges of interpretation and judgment.  The following Questions and Answers are an attempt to address some specific examples:

Q:  May an instructor in Auto Technology bring her car in to college facilities and use college tools and equipment to repair it?
A:  If the instructor is improving skills needed in teaching by repairing her car, then she may use the facility.  She may use college tools and equipment as long as such use does not shorten the useful life of the equipment or tools.  Determining whether the instructor would be improving skills needed in teaching is primarily a judgment call of the department head or supervisor.

Q:   May this instructor use college-purchased oil, grease or other disposable supplies?
A:   No.

Q:   May the instructor use college oil if she reimburses the college for its cost?
A:   No.  The college usually pays a bulk cost for disposables.  The instructor would be receiving personal benefit not generally available to the public.

Q:   May the instructor (following the above rules) repair a neighbor's car and charge the neighbor for the repair?
A:   No.  The instructor may not receive personal financial gain.

Q: May a college employee borrow a piece of equipment (such as a computer, wheelbarrow or calculator) to use off campus for doing college work?
A: Yes.  However, the employee should receive permission from their supervisor.  Download the Off-Campus Equipment Use Agreement Form.

Q: May a college employee borrow a piece of equipment (such as a wheelbarrow or a calculator) for personal use?
A: No. Even though the useful life of the equipment is not shortened, employees cannot benefit from their employment at the college by having personal use of equipment, regardless of whether the equipment is used on or off campus (except as provided for in this or other policies. See Personal Use of College Computing Facilities, above).

Q: A manager wants to use the glass kiln on college premises to make a Christmas gift using his own disposable materials.  May he do so?
A: No. Unless the manager is using the kiln to improve his own job skills, he may not use the kiln to make personal gifts.

Q:   Can labor agreements grant the benefits discussed in the examples and other similar circumstances?
A:   Yes, use of college equipment may be part of negotiated labor agreements but will be considered economic benefits and bargained accordingly.

Date Adopted: 
Monday, November 1, 1999
Date Last Reviewed: 
Monday, August 1, 2005