Policy Manual


Cell Phone Use      

Type: Procedure                 Category: Administration                 Level: Community Care 

Parties: Care Development of Maine employees

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Supporting References: 

Parent Effective Date Approval Level Revision Dates Last Reviewed
.  7-1-2008  Management Team  3/08  7-1-2008
Related Document Code Related Document Name Type
8.ME.2 Cell Phone Use Policy Policy

Procedure:  .

This procedure outlines the assignment of agency cell phones to employees, utilization of agency cell phones for work, the use of personal cell phones while at work, including special issues related to camera phones, the personal use of business cell phones and the safe use of cell phones by employees while driving.

Agency Assigned Cell Phone Use:

  1. Community Care will assign an agency cell phone, as needed, to key employees, those employees that are on-call consistently given their job duties, and to staff working in the community when it is determined that it is a safety issue and as approved by their Program Director.While cell phones are a necessary convenience of our business activity, we require employees to follow specific guidelines regarding their use.

a.      Pagers would be typically assigned to these employees; however, an option aside from the pager is to be approved for an agency cell phone at the current negotiated contract price.Staff members who elect this option will contribute the equivalent of $15.00 per month through payroll deduction, calculated at the bi-weekly rate of $6.92. The parameters for this option are as follows:

                                                               i.      They are required to stay within the plan allocation of minutes.�� Program Directors assume the responsibility of ensuring managers/program coordinators address as appropriate cases where the plan minutes are exceeded, and ensure the cell phone option is removed from those who cannot remain within budgetary constraints.

                                                              ii.      Although the staff member is contributing $6.92 per pay period, the cell phone is to be used for work related calls only.

                                                            iii.      The Program Director and Executive Director will determine those eligible for the option of an Agency cell phone.In general, the determination will be for those roles that require a high degree of case management/clinical coordination and who are based out of their homes. At this time, the following positions are identified: case managers/case coordinators in all programs and clinicians working within ACT and CFSS.Once the phone is issued, payroll will be notified to start the $6.92 per pay period deduction.This is considered a post-tax deduction.

    1. Staff members who are in essential functions and who are expected to be able to be contacted at any time, will be offered the agency cell phone option, but will not be required to participate in the $6.92 per pay period contribution. At this time, and subject to change, those positions are Management Team members.Management Team will determine other supervisory or other staff that are in this category.
  1. Agency cell phones are used for business use only.The phone call should be brief and to the point, to just get the message across.Extended calls should be made from a landline.
  2. Personal use of the agency cell phone is prohibited except for emergencies which must be reported to the employee�s supervisor.(Personal use of an agency cell phone, per the IRS regulations, is considered a taxable reimbursement and the cost of personal phone calls must be paid by the employee).��� Abuse of the agency cell phone may result in disciplinary action up to and including termination.
  3. Employees in possession of company equipment such as cellular phones are expected to protect the equipment from loss, damage or theft. Upon resignation or termination of employment, or at any time upon request, the employee may be asked to produce the phone for return or inspection. Employees unable to present the phone in good working condition within the time period requested (for example, 24 hours) may be expected to bear the cost of a replacement.


All Cell Phone Use:

  1. Cell Phone Safety Issues - Employees whose job responsibilities include regular or occasional driving are expected to refrain from using their phone while driving. Safety must come before all other concerns. Regardless of the circumstances, including slow or stopped traffic, employees are strongly encouraged to pull off to the side of the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is unavoidable and pulling over is not an option, employees are expected to keep the call short, use hands-free options if available, refrain from discussion of complicated or emotional discussions and keep their eyes on the road. Special care should be taken in situations where there is traffic, inclement weather or the employee is driving in an unfamiliar area.Under no circumstances are employees allowed to place themselves at risk to fulfill business needs.
    1. Employees who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions.
    2. Safety violations regarding cell phone usage will be subject to the highest forms of discipline, including termination.
  2. Personal Cellular Phones at work - While at work employees are expected to exercise the same discretion in using personal cellular phones as is expected for the use of agency phones. Excessive personal calls during the workday, regardless of the phone used, can interfere with employee productivity and be distracting to others. A reasonable standard is to limit personal calls during work time to no more than one per day as needed. Employees are therefore asked to make any other personal calls on non-work time. Flexibility will be provided in circumstances demanding immediate attention.The agency will not be liable for the loss of personal cellular phones brought into work.
  3. Camera Phones - The agency prohibits employee use of cameras in the workplace, including camera phones, as a preventative step believed necessary to secure client and employee privacy and other business information.