Policy: Mobile Communication Devices (including photographic devices)

Policy: Mobile Communication Devices (including photographic devices) Exec Director lead Author/ lead Feedback on implementation to Karen Tomlinson ...
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Policy: Mobile Communication Devices (including photographic devices)

Exec Director lead Author/ lead Feedback on implementation to

Karen Tomlinson Charlie Turner/Kim Parker Telecommunication Operations Manager and Risk Manager

Date of draft Consultation period Date of ratification Ratified by Date for review

April 2008 January 2008 to September 2008 11 December 2008 Executive Director Group June 2010

Target audience

All staff using mobile phones/devices (including personal) including staff seconded to the Trust, temporary staff and students.

Policy version and advice on availability and storage Version One Available on Policy website. Archive stored by Risk Management Department

____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 1 of 20 September 2008

Contents: Section 1 2 3 4 5 6

7 8 9 10 11 12 13

Introduction Definitions Purpose of this policy Duties Scope of this policy Specific details – the process of developing or revising a policy 6.1 Procurement Strategy 6.2 Criteria for authorisation to purchase a mobile telephone 6.3 General statement 6.4 Security arrangements and replacements 6.5 Safety 6.6 Driving 6.7 Breaches of policy 6.8 Personal mobile telephones/devices

Page 3 3 3 3 5 5 5 6 6 7 8 8 9 9

Dissemination, storage and archiving Training and other resource implications for this policy Audit, monitoring and review Implementation plan Links to other policies, standards and legislation Contact details References

9 9 10 10 10 10 10

Appendix A1 – Guidelines on photographic devices (in-patient settings) Appendix A2 – Allocation of Mobile Phone Appendix A3 – Withdrawal/re-allocation of mobile phone Appendix B – Equality impact assessment form Appendix C – Human rights act assessment checklist Appendix D – Development and consultation process

11 16 17 18 19 20

____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 2 of 20 September 2008

1. Introduction This policy and guidelines sets out the key principles regarding the use of work and personal mobile phones, and also mobile phones with photographic and/or video capability. This applies equally to the use of any technological equipment that has the potential to infringe upon the rights of others, i.e. tape recorders, laptops, palm top devices, video recorders, camcorders or other similar devices. (This list is not inclusive and allows for the discretion of the staff member who may need guidance)

2. Definitions •

“Mobile telephone” is defined as a telephone not physically connected to a landline, but not cordless telephone, which is an extension of a telephone physically connected to a landline.



“Private usage” means telephone calls made (or accepted reverse charge calls), which are not wholly, exclusively and necessarily used to allow an employee to carry out their duties.



“Personal mobile phone/device” means any mobile device owned and bills paid for by a individual.

3. Purpose of this Policy The objective of the mobile telephone policy is: • To outline the key elements of the Trust’s mobile telephone management arrangements and to detail the responsibilities of managers and staff. This policy should be read in conjunction with the attached guidelines and the following Trust policies. • Risk Management Policy and Strategy • Lone Worker Policy • Security Policy • Disciplinary Policy • Transport Policy • Guidelines on the use of Personal mobile phones and mobile phones with photographic capability in in-patient settings (Appendix A1) • Remote Working & Mobile Devices Policy 4. Duties Management responsibilities The management responsibilities are: • Implementation of the Trust’s policy will be the responsibility of Directors/Heads of Service with advice and support from the Telecommunications Operations Manager. • Directors or Budget Holders will be responsible for authorisation of the purchase/rental and issue of mobile telephones to all staff via the Telecommunications Manager (Form at Appendix A2) ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 3 of 20 September 2008

• shared usage where appropriate is to be adopted and encouraged. There should be a system and log for identifying users is required by the Department/Team. • Directors or Budget Holders must notify the Telecommunications Manager of any transfers or withdrawals of mobile telephones particularly when a member of staff leaves the Trust, goes on Maternity Leave or is on long-term sick leave (Form at Appendix A3). The Line Manager is responsible for ensuring that all Trust property, including mobile telephones, is returned prior to someone leaving. • Budget Management – Line managers will receive ‘statements’ of call usage to allow monitoring of appropriate usage.

Users responsibilities • All users are instructed to read the operating manual for the mobile telephone before use. If the operating manual is not available contact the Telecommunications Operations Manager for advice. • All mobile phones are provided with an international bar in place. To have the bar removed, authorisation from the Service Director must be passed to the Telecommunications Operations Manager giving dates for the duration the bar is to be lifted. • Mobile telephones issued by the Trust need only be switched on when the member of staff is on duty or on call. • Where a mobile telephone/device allows access to the intranet, such as a PDA or WAP telephone, any use of that facility is governed by the Trust internet and e-mail policy outlined in the IM&T Security Code of Practice. • The user should not ordinarily give their mobile telephone number to patients or carers. Any patient or carer who may require advice or assistance should be encouraged to channel their request through the existing landline telephone systems e.g. administrative support, Community Team base. Staff should also use the phone settings to withhold the telephone number. • Mobile phones should be switched off during meetings, lectures, seminars, training courses etc. other than in very exceptional circumstances where it is necessary to take an urgent call. In these circumstances it is courteous to alert colleagues to the fact than an urgent call is expected. • The mobile phone should be switched to silent/discreet mode when the user is with a patient/carer. The use of a mobile phone within NHS premises should be checked before use due to possible interference with electronic medical equipment. • Staff must not make or receive calls while driving. • Many departments/buildings have local rules regarding the use of mobile phones and these must always be respected. ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 4 of 20 September 2008

• Users must ensure that all mobile telephones/devices security devices, if fitted, are enabled. This may be in the form of a PIN (personal identification number) code or password. • The user should take all reasonable steps to prevent damage or loss to their mobile telephone. This includes not leaving it in view in unattended vehicles and storing it securely when not in use. The user may be responsible for any loss or damage if reasonable precautions are not taken. • The user should be aware that calls from mobile telephones are expensive (including the use of text messaging) and therefore, discussion should be clear, succinct and to the point. The user should always use a landline where available in preference to their mobile phone. • Change of details – a fax or email should be sent to the Telecommunications Department to advise of any change of personal details, eg name, job role, home address (if using Line Two), etc. • Any device having the capacity to store personal information are covered by the Remote Working & Mobile Devices Policy. Any mobile device containing personal information about patients or staff must be encrypted to standards approved by Connecting for Health. 5. Scope of this Policy This policy, procedure and guidelines are applicable to all employees, Non-Executives and agency staff working for the Trust. This policy covers mobile phones/devices purchased by the Trust and also the use of personal mobile phones/devices whilst working for the Trust. 6. Specific details – the process of developing or revising a policy 6.1

Procurement strategy Sheffield Health & Social Care Trust will: • process all mobile telephone orders upon receipt of an appropriate completed and authorised requisition from the Director/Budget Holder via the Telecommunications Operations Manager; • not purchase mobile telephones with a camera facility; • not provide, or encourage the use of hands free kits (in line with the Trust Transport policy and Section 6.6 of this policy ‘Driving’) • purchase all the Trust’s mobile telephones using the current contract network provider; • determine the most suitable tariff for connection on information from the requisitioner; • monitor the use of mobile telephones using the network providers monthly call statement and amend any tariffs, as necessary, to the most appropriate for the level of call spend;

____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 5 of 20 September 2008

• report any signs of misuse to the Telecommunications Operations Manager with regards to the unusually high levels of call spend or extended call duration. (Note: signs of misuse should normally be picked up by Line Managers via their mobile telephone use statements (issued by Telecommunications Department) or by one of the Telecoms operations staff who would then raise it with the appropriate Line Manager for investigation (which might be done jointly). 6.2

Criteria for authorisation to purchase a mobile telephone

The purchase and issue of mobile telephones is only to be authorised by a Director or Budget Holder. The following criteria will apply: • For staff who do not have a regular base or who are away from the office on a regular basis and who need to be easily contactable during their normal working day due to the nature of their role. • staff for whom it is necessary to make calls off-site • staff who are regularly on-call or on standby and need to be easily contactable outside of normal working hours. • senior staff who need to be contacted to ensure business continuity. • staff identified through the risk assessment procedure. A formal risk assessment may be necessary before authorisation is given. This will be carried out by the Head of Department/Director (assistance is available from the Risk Management Department). For lone worker security issues, please see the Trust’s Lone Worker policy and Security policy. 6.3

General Statement

• Mobile telephones will be provided by the Trust for work related purposes only. • Only standard mobile phones will be issued. • The mobile telephone is at all times the property of the Trust. • Where appropriate mobile telephones will be used on a pool basis. A system and log for identifying users is required by the Department/Team.

• Each member of staff issued with a mobile phone will be asked to sign a receipt and to acknowledge that they have read, understood and will comply with the requirements of this policy. • Where an employee leaves the employment of the Trust, the mobile telephone remains the property of the Trust and line managers are responsible for ensuring that mobile telephones are returned in good working order. It will then be transferred to another user or terminated if appropriate. Staff should not transfer mobile telephones to other members of staff. All phones must be returned to the Trust Telecommunications Department prior to re-issue.

____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 6 of 20 September 2008

Should an employee fail to return the mobile telephone to the Trust, they will be held responsible for any calls and line rental incurred until the mobile telephone is either returned to the Trust or disconnected. • Mobile phones which have been provided by the Trust are to be used for Trust business only. • The Trust will only accept expenditure relating to Trust mobile telephones/devices for work purposes. If staff wish to use their mobile telephone for private calls and they are the sole user of an Orange mobile telephone they may apply for a 2nd Line to be connected to their phone. This would be invoiced directly to their home. • Line Two does not support outgoing text messages and therefore private messages must not be made as these will be charged to the Trust. Line Two is a voice only service and does not support international roaming. Line Two will also not support data services. • Staff must not set up any premium rate services. Any texts received of this nature should be reported by the user immediately to the Telecommunications Department for investigation. Failure to do so may render the user liable to costs incurred. • International roaming – All mobile phones are provided with an international bar in place. To have the bar removed, authorisation from the Service Director must be passed via the Telecommunications Operations Manager to the service provider giving dates for the duration the bar is to be lifted. • Camera facilities – The Trust will not purchase mobile telephones with a camera facility. Personal mobile phones/devices with a camera facility should be turned off whilst undertaking work for the Trust. • Use of personal mobiles phones/devices whilst working for the Trust – see below (section 6.8). 6.4

Security arrangements, replacements and repairs

• Mobile telephones/devices are frequently stolen and must not be left unattended on desks, or in view in an unattended vehicle. • If your phone is Lost/Stolen immediately contact: ¾ In Working Hours: Telecommunications Department on 0114 2716194/16168 or 0114 2264073 ¾ Out of Working Hours: Orange Customer Services on 07973 100 158 or Vodafone Customer Service 08457 633 999. The next working day contact the Telecommunications Department. • The Telecommunications Operations Manager should be notified of the loss and what actions have been taken (0114 2264073). (Delay in reporting could incur high costs to the Trust). • Loss through inappropriate use or lapse of security will incur costs to the user in respect of replacement charges and call costs. ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 7 of 20 September 2008

• An incident form should be completed following the Trust Incident Reporting and Investigation Policy. • If a phone is broken or faulty, then return the handset to the Telecommunications Department. A temporary phone may be issued until repair can be effected. If the phone cannot be repaired, a request for a replacement phone will be required. • Depending on the circumstances in which the phone was lost or broken, the Trust will be responsible for replacing the phone. However if carelessness on the part of the employee can be shown as the cause of the loss or damage, the employee will be required to meet the replacement cost. • A request to upgrade a phone that has been on contract for two years can be made with the authorisation of the Manager. It should be noted however, that this will commence a new two year contract, which must be paid in full if cancelled during this period. The replacement will be the standard phone issued by the Trust. • All requests for repair are to be directed to the Trust Telecommunications Manager. 6.5

Safety

• The Management of Health and Safety at Work Regulations 1999, require the Trust to ensure all information and instruction is provided to conform to the appropriate Health and Safety Legislation and associated Regulations. • Guidance may be issued to mobile phone/device users from time to time regarding health and safety and security in relation to their use and must be observed at all times. • The Trust will follow the current safety guidelines with regard to the operation of mobile telephones and will advise and amend its operation procedures as required. 6.6

Driving

In December 2003, it became a specific offence to use a hand held phone when driving. From 27th February 2007 the Law will change. The penalty for using a hand held mobile phone whilst driving will be a minimum of £60.00 fine and 3 penalty points on the drivers licence. However, if the offence is taken to court the fine could be up to a maximum of £1000.00 and disqualification of the driver’s driving licence. Using a telephone hands free can also result in a fine and penalty points. Police can still use existing legislation (for failing to have proper control) if a driver is distracted by a call on a hands-free phone. If there is an incident and the driver is using any phone (hand-held or hands-free) or similar device, then there is a risk of prosecution for careless or dangerous driving. • This Trust prohibits the use of mobile phones of any type, hand held or hands free, whilst driving and requires that the phone is switched to voice mail and the calls retrieved when it is safe and practical to stop the vehicle. • Staff must not make or receive calls while driving and must only use the phone when a vehicle is safely parked with the engine turned off. ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 8 of 20 September 2008

• To ensure compliance with the legislation and to ensure your safety and the safety of other road users, use voicemail or divert calls so that messages can be left for you while your phone is switched off. • Check for messages and deal with any calls once you are safely parked with the engine switched off. 6.7

Breaches of policy

• All employees are reminded that breaches of rules, including breaches of policy, could be regarded as misconduct under the Trust’s Disciplinary Procedure or as criminal activity which will be reported to the Local Counter Fraud Officer and or police accordingly. • Managers are responsible for ensuring that staff are aware of the location of this policy. In addition managers are responsible for keeping staff up to date about any changes within the policy. • All staff and Non Executive Directors who use a Trust mobile phone are obliged to adhere to this Policy. • Any breach of this policy should be reported using the Trust Incident Reporting & Investigation Policy. 6.8

Personal mobile telephones/devices

ƒ Personal mobile phones/devices must be switched off whilst undertaking work for the Trust, except at the discretion of the Team/Department Manager (or person-in-charge in the absence of the manager) who will assess needs on an individual basis. This will be the exception for a determined period of time, eg a single shift.

7. Dissemination, storage and archiving Dissemination, storage and archiving • A copy of this policy must be read by potential new users of Trust Mobile Phones/Devices prior to request being sent to Telecommunications Department. • Electronic copy disseminated via email to all staff and put on Trust electronic Noticeboard • Stored on website – by Risk Management Department – within 1 week of ratification • Archived copies – stored by Risk Management Department 8. Training and other resource implications There are no additional training and development requirements required to implement this policy, procedure and guidance. The policy will be given to all new users of Trust Mobile Phones/Devices to read before a request is made for Mobile Communication Devices. They will sign the request to say they have read and understood the policy. There are no additional resource implications in implementing this policy – other than a local team/department system and log for sharing mobile phones/devices. ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 9 of 20 September 2008

9. Audit, monitoring and review This policy should be reviewed in 2 years, or earlier if there are any changes which necessitate review eg change in legislation, procurement issues, lessons learned, etc. 10. Implementation plan Implementation will be monitored by the Telecommunications Operations Manager by using incidents reported, misuse investigations and any comments received about the policy. Also managers should advise, support, monitor and remind staff and others of the contents of this policy (in particular the requirement to turn off mobile phones/devices). 11. Links to other policies • • • • • • • • • •

Risk Management Policy and Strategy Lone Worker Policy Security Policy Disciplinary Policy Transport Policy Incident Reporting and Investigation Policy Information Technology – Internet and email Security Policy Prevention and Management of Violence & Aggression Personal Search policy Remote Working & Mobile Devices Policy

12. Contact details Telecommunications Operations Manager/Department – Tel: 2716194/16168 or 2264073 Information Manager – Tel: 27 16727 Risk Management Department: Tel: 27 16739

13. References

____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 10 of 20 September 2008

Appendix A1 Guidelines on photographic devices

Guidelines on the use of Personal Mobile Phones And Mobile Phones with Photographic Capability in In-patient settings. INTRODUCTION

The purpose of these guidelines is to set out the key principles regarding the use of personal mobile phones and mobile phones with photographic and/or video capability, in the inpatient hospital setting. These guidelines apply equally to the use of any technological equipment that has the potential to infringe upon the rights of others, i.e. tape recorders, laptops, PDA’s, video recorders and camcorders. (This list is not inclusive and allows for the discretion of the staff member who may need the guidance that this guidance document contains) 1. The Trust recognises that in modern society, mobile phones have become an essential personal possession for many people. Mobile phones can help in maintaining contact with the outside world and vital contact with family and friends. 2. It is therefore important to find a balance between the needs of patients, visitors and employees to maintain communications and contact with family and friends versus the need to protect people against the misuse of advanced technology. There is a need to ensure we find the balance between competing needs of; • • • • • • •

providing a therapeutic environment protecting the rights of all individuals promoting recovery protecting confidentiality protecting people from abuse promoting professional standards of behaviour promoting positive contact with carers, friends & relatives.

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Supporting Appropriate Use in Ward Areas

1. PATIENTS 1.1 Patients are permitted to bring mobile phones in to the ward. It should be explained at the earliest opportunity that that the Trust recommends that valuable possessions should be returned home or retained for safe keeping. The Trust will not accept responsibility for loss or damage to such possessions. Disclaimers should be signed if the patient has capacity. 1.2 Patients who have phones should be asked to set them at lowest level volume so as not to cause intrusion into the lives of others on the ward. 1.3 Patients should be informed that it is never acceptable to use any photographic device with any patients or Trust staff. This includes any photographic device on mobile phones. 1.4 Patients should be advised that there are pay phones available for use. Patients without money may make calls from the hospital phones to call solicitors, CAB, benefits office, or any calls which have a direct impact on their care and treatment. 1.5 Patients who use a mobile phone should be encouraged to make and receive calls in private. 1.6 Wherever possible, if space permits, a designated space for people to make calls in private should be identified. 1.7 Patients who are unable to retain responsibility for their property should have it retained for safe keeping in the ward safe with a full explanation given and an entry made in the appropriate records. This will include patients who lack capacity or who are vulnerable and need protection.

2.

Visitors to the Ward. 2.1 This includes anyone not currently working or residing on the ward. 2.2 Mobile phones can present a threat to a calm and therapeutic environment 2.3 Mobile phones should be switched off. 2.4 Signs should be displayed that assertively request that mobile phones are switched off and that using any device to take photographs is prohibited. 2.5 Visitors wishing to make or receive calls should be encouraged to do so off the ward. 2.6 Visitors who are known or suspected to have use a phone in its photographic capacity, or where staff have reason to suspect that they may have done so, may be asked to leave the ward. In circumstances were there is significant grounds to believe that photographs have been taken the police may be informed, where any form of criminal activity is suspected.

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2.7 Staff should refer to the Guidelines for Visitors to the Ward for further advice should the actions of any visitor raise cause for concern. 3

Staff 3.1 Staff should not use their personal mobile phones when on duty (except as in Mobile Communication Devices policy section 6.9). Breaks should be used for checking messages and/or making calls. Making or receiving phone calls or texts will impact on the quality of clinical or therapeutic interactions between patients and staff. 3.2 Should staff need to be contacted at work they should ensure that people have their ward telephone number. 3.3 There may be occasions where the use of photographic equipment may become necessary eg failure of equipment, evidence following an incident. This would be for the express purpose of protecting service users, staff or the public. 3.4 Staff with designated authority i.e. from the ward manager or equivalent may also use photographic equipment for evidential purposes relating to risk management. Mobile phones would never be used for this purpose. 3.5 There may be occasions when photographs are required for leaflets and promotional material. In this situation written consent of service users will be obtained when the ward manager has given permission for photographs of the ward/environment to be taken.

Managing Inappropriate Use. It is acknowledged that these guidelines may infringe upon the rights of an individual in order to protect the rights of the wider community. 1. Reviewing Concerns with Patients. 1.1 Patients should be informed that if: • If they are unable to take responsibility for their property and it is at risk of loss or damage or • If they repeatedly fail to respect the peace of the ward and others with loud ring tones or • If they are known, or there are reasonable grounds to suspect that they may have used their phone in its photographic capacity, or any photographic device. They will be asked to return the phone/photographic device home or give it to a friend or family member or staff for safe keeping. Phones that are given to staff for safe keeping should be put in to a sealed property envelope and placed in the ward safe. 2. Sensitivity will be required together with a full explanation as the effect that their actions with their phone/device is having on others, 3. If a patient refuses to give the phone/device to staff or return it home and the team suspect or have evidence that ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 13 of 20 September 2008

• the phone is either causing an extreme nuisance • or is being used in it photographic capacity. The following actions can be considered. 4. Reasonable steps should be taken to ensure that the patient who is using the phone/device fully understands the impact their actions are having on others. 5. The ward manager/deputy or in their absence the most senior nurse on duty should explain to the patient the impact that using the phone/device is having on the ward community. This should include giving the patient a final opportunity to return the phone/device home or hand it in for safe keeping. Removing a patients personal phone/photographic device 6.1 If all efforts are unable to persuade the patient to return the phone/device home or hand it in for safe keeping, the patient should be informed that the staff team are empowered by the trust to retain the phone/device for safe keeping until such time that it will be used in a more acceptable manner. 6.2 When ever possible, removing a patient’s property, in relation to these guidelines, without a patients consent should be an MDT decision and documented as such. 6.3 In the absence of an MDT decision, the nurse in charge of the ward may take the decision to remove the phone if the nurse believes there has been or there is an imminent risk of the phone/device being used to take photographs of others . 6.4 Wherever possible the nurse in charge should discuss the situation with the most senior nurse on duty, i.e. manager/deputy on duty, or in their absence, a service manager. 6.5 When a decision has been made to remove a patient’s phone/device without their consent, a clear and considered plan should be devised to enable the situation to be managed safely. 6.6 In the event of a search being necessary staff should refer to Sheffield Care Trust Search Policy for specific details 6.7 Two staff should be present when a patient’s property is removed. The reason for removal should be clearly communicated to the patient. 6.8 In the event of a patients phone/device being removed without their consent and a situation that requires restraint is unavoidable, the Prevention and Management of Violence & Aggression policy/guidelines should be followed. 6.9 If a situation involving restraint is unavoidable the patient should be afforded as much dignity as possible and have an opportunity, after the event to discuss the situation with a member of staff. 6.10 The phone/device should be placed in the ward safe, and a record made in the patients file and a receipt given. ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 14 of 20 September 2008

6.11 An incident report must be completed. 6.12 The ward manager/deputy should be informed at the first available opportunity. 6.13 The patient’s phone/device should be returned to them at the earliest opportunity in line with their clinical presentation 6.14 If there is reason to suspect that the patient has or has had access to equipment in which pictures or images are stored the nurse in charge, usually in conjunction with the MDT will refer the matter to the police for their guidance and or action. If this step is taken the patient must be informed General Points • The Trust will not accept responsibility or liability for loss or damage to personal photographic equipment, personal recording equipment or personal mobile phones belonging to staff, service users or visitors • All ward areas are responsible for displaying information to patients, visitors and staff about these guidelines in a range of community languages/formats. • The ward manager will on a quarterly basis review the frequency of the use of these guidelines and advise on amendments that may be necessary.

March 08

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Appendix A2 - Allocation of Mobile Phone

Mobile Communication Devices Policy

Allocation of Mobile Phone To be completed by Director or Budget Holder Please order and allocate a mobile phone for: Job title: Work base: Reason for allocation: (please refer to 6.2 of policy)

Does this member of staff currently have a Trust Mobile phone, working or not?

Yes/No

(delete as appropriate)

I authorise this phone for Personal Use

Yes/No

(delete as appropriate)

I endorse the above employee’s application and I agree to supervise / monitor use of the mobile phone in accordance with the Trust’s ‘Mobile Communication Devices Policy’. Financial Cost Codes: Signed: (Director or Budget Holder) Date: Applicant’s declaration: I have read and understood the Trust’s ‘Mobile Communication Devices Policy’ and I agree to be bound by the terms therein.

Signed: ………………………………………………… Date: ……………………………………… Please return completed form to the Telecommunications Operations Manager. Upon receipt of the telephone, the Telecommunications Operations Manager will issue the Mobile Phone to the user. ____________________________________________________________________________________________________________ Policy – Mobile Phone/Device Page 16 of 20 September 2008

Appendix A3 - Withdrawal/re-allocation of mobile phone

Mobile Communication Devices Policy

Withdrawal/re-allocation of mobile phone Also return of mobile phone to Telecommunications Department To be completed by Director or Budget Holder Please withdraw mobile phone number: From: Reason for withdrawal:

If returned (items returned) phone/device: Yes/No charger: Yes/No

accessories: Yes/No

This phone can be re-allocated to: Job title: Work base: Does this member of staff currently have a Trust mobile phone, working or not? Reason for allocation (Please refer to 6.2 of policy)

I confirm I have made the above employee aware of the Trust’s ‘Mobile Communication Devices Policy’, associated guidance and procedures. I agree to supervise / monitor use of the mobile phone in accordance with the Trust’s ‘Mobile Communication Devices Policy’. I authorise this phone for personal use

Yes/No

(delete as appropriate)

Financial Cost Codes: Signed: (Director or Budget Holder) Date: Please return completed form to the Telecommunications Operations Manager, who will arrange for re-allocation of the telephone.

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Appendix B Equality Impact Assessment Form To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. Yes/No 1.

Does the policy/guidance affect one group less or more favourably than another on the basis of:

No

• Race

No

• Ethnic origins travellers)

(including

gypsies

and

Comments

No

• Nationality

No

• Gender

No

• Culture

No

• Religion or belief

No

• Sexual orientation including lesbian, gay and bisexual people

No

• Age

No

• Disability - learning disabilities, physical disability, sensory impairment and mental health problems

No

2.

Is there any evidence that some groups are affected differently?

No

3.

If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable?

N/A

4.

Is the impact of the policy/guidance likely to be negative?

No

5.

If so can the impact be avoided?

N/A

6.

What alternatives are there to achieving the policy/guidance without the impact?

7.

Can we reduce the impact by taking different action?

None No

If you have identified a potential discriminatory impact of this procedural document, please refer it to Liz Johnson (Head of Patient Experience Inclusion) together with any suggestions as to the action required to avoid/reduce this impact. For advice in respect of answering the above questions, please contact Liz Johnson (Head of Patient Experience Inclusion and Diversity)

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Appendix C

Human Rights Act assessment checklist

1

1.1 What is the policy/decision title? Mobile Communication Devices (including

Insertphotographic here devices)

1.2 What is the objective of the policy/decision? 1.3 Who will be affected by the policy/decision? Any user of mobile phones/devices

2.1

Flowchart exit

Will the policy/decision engage anyone’s Convention rights? NO

NO

YES 2.2

NO

There is no need to continue with this checklist. However … o Be alert to any possibility that your policy may discriminate against anyone in the exercise of a Convention right o Legal advice may still be necessary – if in any doubt, contact your lawyer o Things may change, and you may need to reassess the situation

YES 3.1

YES

NO 3.2

4 The right is a qualified right

NO

YES 3.3

YES YES

NO

BUT

Get legal advice

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Appendix D Development and consultation process Appendix A1 – Guidelines on photographic devices (in-patient settings) Development by Consultation, use of Safety Notices (MDA) and Trust Solicitors Consultation with Trust Solicitors, Care Trust Council and Older Adult Managers

Other parts of this policy have been developed using previous guidance, other Sheffield Health & Social Care Trust Policies, Policies and guidance obtained from other Trusts. Consultation on this policy has been via a small steering group including Human Resources, Risk Management, Managers from Service Directorates and Union Representatives. Also comments from Facilities Management and Information Department. Also various drafts have been circulated for further comment to the steering group and Union Representatives.

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