Inside Linfield - ITS Policies

ITS Policies

Guiding principles:

Information technology policies and guidelines have been designed with existing laws and other policies as well as the following guiding principles in mind:

  • Primary vs. Secondary use: Information technology resources are provided primarily to support and enhance the educational and scholarly mission of Linfield University. Linfield University encourages the use of information technology resources for this primary activity and supports such activity to the extent resources permit. Other activities are considered to be secondary. As such, they are not necessarily prohibited or even discouraged. However, should such secondary activities in any way interfere with primary activities, they may be terminated immediately whether or not such activities are explicitly detailed in the information technology policy statements.
  • Individual rights: Linfield respects and promotes individual rights to privacy, equitable and fair access to resources; intellectual, real property, and civil rights. Activities which threaten these rights are discouraged and/or prohibited and may be terminated immediately whether or not such activities are explicitly detailed in the information technology policy statements.
  • Impediments to community use: Activities that are detrimental to community access to information technology are prohibited. Such activities may be terminated immediately whether or not such activities are explicitly detailed in the information technology policy statements.

Procedure: If you suspect violations of these policies, contact the ITS Support Offices ( or (503) 883-2553), or any other member of the ITS Staff.

Violations of these policies will ordinarily result in an educational process and a warning. Serious or repeated violations may result in denial of access to University owned information technology, which normally means disabling user ID access to campus servers and will be reported to the appropriate dean or vice president.

Linfield University Computer Policies

Catnet Account Policy

Purpose of Policy:
The purpose of this policy is to ensure the proper access to and usage of Linfield University ITS systems by its students, faculty, staff, and alumni. This policy defines account creation, expiration and deletion procedures for ITS systems.

Linfield University provides system accounts to all faculty, staff, students, and alumni in support of academic, research, service, and administrative needs. These resources should be used responsibly in an efficient, ethical, and lawful manner.

Account Eligibility:
Accounts are provided according to the following guidelines:

All users:
Linfield University accounts provide access to Linfield University system resources, such as WebAdvisor, Blackboard, email, and others. All Linfield University users are required to change their account password every six months. Reminder emails will be sent starting 14 days before the account password is scheduled to expire. When the account password expires, the account will be locked and cannot be used to log into any Linfield University resources except for the account management tool.

All active students at the University, including those on leave or in exchange programs, are entitled to a Linfield University account. Students are provided accounts upon enrollment at the University and may retain accounts while enrolled. If a student withdraws from the University, their account will be disabled after 180 days.

Students who graduate and become Alumni will have their accounts disabled after 180 days.

Faculty and Staff:
Current faculty and staff are entitled to a Linfield University system account.

Faculty or staff who have voluntarily terminated their employment will have their accounts deleted on or after the last day of employment. The employee may have the opportunity to set up an email response for 15 days, although they will no longer have access to the account.

Faculty or staff who have been terminated involuntarily from University employment will have their accounts deleted on the last day of employment.

Supervisors may request access to a terminated employee’s email account or may have the email forwarded to another Linfield email account for 30 days.

Retired faculty and staff may retain their email account indefinitely. Upon retirement, the employee must request retired status from ITS in order to retain their account.

Volunteers may be given accounts at the request of their supervisor or a Linfield sponsor. These accounts must have an expiration date and will be reviewed annually for activity.

Spouses, partners, other family members, or friends are not eligible for an account at Linfield University.

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Computer Replacement Policy

Purpose of Policy:
This Policy supports Linfield University’s Strategic Plan by describing an orderly approach to upgrading or replacing computer technology on an annual basis. The University has established a budget and procedures for the regular replacement of computer equipment for employees, classrooms and computing labs. The department of Information Technology Services (ITS) is responsible for the annual replacement of computer equipment as described below.

One-fourth of the ITS computer equipment inventory should be replaced every year. The actual number of computers replaced annually will depend on the funds allocated by the University. Computer equipment purchased by ITS is expected to have a life-cycle of four years. IPads and other tablets are not included in the replacement cycle. Monitors and peripherals are replaced on an as-needed basis.

The CTO will be responsible for decisions regarding the replacement budget allocation. Input to ITS about purchase decisions will be provided by departmental and divisional administrators. Decisions will take into account existing inventory, available budget, and justification for upgrades.

Some administrative units may determine that additional equipment is needed outside of the established standard. This equipment should be purchased through ITS, but must be funded by the administrative unit and will not be included in the replacement cycle. Please contact the Technology Acquisitions Manager for pricing and specifications.

Hardware or software purchased without input from ITS staff or the CTO will not be supported by the department.

Computer specifications are established annually based on pricing and available hardware.

All computers remain a part of the computer pool of the University, regardless of funding source. They are not "owned" by the staff member or department.

Any full-time employee whose position requires a computer will be provided the standard configuration for that fiscal year (desktop or laptop with monitor, keyboard and mouse).

Consideration will be given to requirements for laptop computers to those faculty and staff members who travel or work from home. If a laptop is issued, a desktop will not be assigned in addition to the laptop.

Replacements will be made based on the age of the computer and the needs of the user. ITS staff will maintain an accurate database of equipment in order to determine which equipment is eligible for replacement each year.

Faculty or staff needing a replacement before the four-year cycle of the computer is reached may appeal to their Vice President for funds to purchase a new system. Any computer being replaced before its fourth year will be removed by ITS staff to be used elsewhere on campus or retired if no longer functional.

After the fourth year, computers will be evaluated by ITS staff as to their usability. If the machine is still functional it will be reallocated by ITS for further use on campus. All computers that are determined to be non-functional will be retired from inventory and recycled by the University.

Retired equipment will not be sold or gifted to Linfield employees or any other outside organizations.

Computer equipment is not to be moved or reallocated to another user/department without the approval from ITS.

Eligible users for fifth-year computers are part-time staff members, adjuncts, work-study students, interns and general office use.

Requests for fifth-year computers should be made as needed. Since this equipment is a limited resource, placement is based on the greatest need identified on campus. These computers are not eligible for replacement.

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Data Classification Policy

1.0 Overview

The University recognizes that the value of its data and resources lie in their appropriate and widespread use. Linfield is committed to respect and protect the privacy of its students, employees, parents, alumni, and donors as well as to protect the confidentiality of information important to the University’s mission.

2.0 Purpose

A data classification policy is necessary to provide a framework for securing data from risks including but not limited to, unauthorized destruction, modification, disclosure, access, inappropriate use and removal. This policy outlines measures and responsibilities required for securing data resources. It will be carried out in conformity with state and federal law.

This policy serves as a foundation for the University’s information security policies, and is consistent with the University’s data management and records management standards. It is not the purpose of this policy to create unnecessary restrictions to data access or use for those individuals who use the data in support of University business or academic pursuits.

3.0 Scope

This Policy applies to all faculty, staff and third-party Agents of the University as well as any other University affiliate who is authorized to access institutional data.

This policy applies to all University administrative data and to all user-developed data sets and systems that may access these data, regardless of the environment where the data reside (including cloud systems, servers, personal computers, mobile devices, etc.). The policy applies regardless of the media on which data resides (including electronic, microfiche, printouts, CD, etc.) or the form they may take (text, graphics, video, voice, etc.). This applies to all University systems in each department regardless of geographic location.

4.0 Policy

As part of the information security program, information assets must be identified, classified, tracked and assigned guardianship to ensure that they are protected against unauthorized exposure, tampering, loss, or destruction and that they are managed in a manner consistent with applicable federal and state law, the University’s contractual obligations, their significance to the University, and their importance to any individual whose information is collected. In order to achieve this objective, information must be classified to convey the level of protection expected by all employees or agents who are authorized to access the information.

4.1 Information Asset Collections. For purposes of managing information, the University’s various types of information must be segregated into logical collections, e.g. student records, financial records, employee benefit data, payroll data, personal information regarding alumni, etc. The security requirements for each collection are defined by the information’s needs for confidentiality, integrity and availability.

4.2 Information Asset Classification. To implement security at the appropriate level, establish guidelines for legal/regulatory compliance, and reduce or eliminate conflicting standards and controls over data, data will be classified into one of the following categories. By default, all institutional data that is not explicitly classified should be treated as confidential data.

4.2.1 Confidential. This information can only be shared on a “need to know” basis with individuals who have been authorized by the appropriate Data Trustee, Data Steward or designee, either by job function or by name. The disclosure of confidential data to unauthorized persons may be a violation of federal or state laws or University contracts. Data should be classified as Confidential when the unauthorized disclosure, alteration or destruction of that data could cause a significant level of risk to the University or its affiliates. Examples of Confidential data include data protected by state or federal privacy regulations and data protected by confidentiality agreements. The highest level of security controls should be applied to confidential data.

4.2.2 Restricted. This information can be freely shared with members of the University community. Sharing such information with individuals outside the University community requires authorization by the appropriate Data Trustee, Data Steward or designee.

4.2.3 Unrestricted. This information can be freely shared with individuals on or off-campus in accordance with state and federal regulations without any further authorization by the appropriate Data Trustee, Data Steward or designee. Data should be classified as Public when the unauthorized disclosure, alteration or destruction of that data would results in little or no risk to the University and its affiliates. Examples of Public data include press releases, course information and research publications. While little or no controls are required to protect the confidentiality of Public data, some level of control is required to prevent unauthorized modification or destruction of Public data.

Data in all categories will require varying security measures appropriate to the degree to which the loss or corruption of the data would impair the business or academic functions of the University, result in financial loss, or violate law, policy or University contracts.

4.3 Information integrity and availability. For purposes of integrity and availability, information systems will be classified as follows:

4.3.1 Non-Critical Systems. Information systems fall into this category if the unavailability, unauthorized modification, loss or destruction of the data residing on the system would cause little more than temporary inconvenience to the staff and user community and incur limited recovery costs. Reasonable measures to protect information deemed non-critical include storing information in locked office spaces or cabinets, using standard access control mechanisms to prevent unauthorized individuals from altering digital information, and making regular backup copies.

4.3.2 Critical Systems. Information systems fall in this category if unavailability, unauthorized access/modification, loss or destruction through accident, malicious activity or irresponsible management could potentially cause the University to 1) be unable to conduct a portion of its required business for an extended period, 2) suffer significant damage to its reputation, 3) endure major financial loss, 4) fall out of compliance with legal, regulatory or contractual requirements, or 5) adversely impact members of the University community.

4.3.3 Additional Safeguards. Data Elements in systems should be sampled and checked for validity on a regular basis. A business continuity plan to recover critical information that has been lost must be developed, documented, deployed and tested annually.

4.4 Responsibilities. The following roles and responsibilities are established for carrying out this policy:

4.4.1 Data Trustee: Data trustees are senior University officials (Vice Presidents or their designees) who have planning and policy-level responsibility for data within their functional areas and management responsibilities for defined segments of institutional data. Responsibilities include assigning data stewards, participating in establishing policies, and promoting data resource management for the good of the entire University.

4.4.2 Data Steward: Data stewards are University officials having direct operational-level responsibility for information management - usually department directors. Data stewards are responsible for data access and policy implementation issues. Procedures for performing data validation should be developed and implemented by data stewards in responsible departments.

4.4.3 Data Custodian: Information Technology Services (ITS) is the data custodian. The custodian is responsible for providing a secure infrastructure in support of the data, including, but not limited to, providing physical security, backup and recovery processes, granting access privileges to system users as authorized by data trustees or their designees (usually the data stewards), and implementing and administering controls over the information.

4.4.4 Data User: Data users are individuals who need and use University data as part of their assigned duties or in fulfillment of assigned roles or functions within the University community. Individuals who are given access to non-public data have a position of special trust and as such are responsible for protecting the security and integrity of those data.

Clarification and communication of roles in data classification are responsibilities of the Data Governance Team.

5.0 Related Standards, Policies and Processes

5.1 Record Retention and Disposal Policy

5.2 Acceptable Use Policy

6.0 Policy Compliance

Linfield University will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and community feedback to the policy owner.

All users must comply with the University’s policies. When a member of the University community is found to be in violation of this policy, the University’s disciplinary process will be followed as outlined in the personnel handbooks. If the matter involves illegal action, law enforcement agencies may also become involved, as would occur for matters that do not involve information technologies or the Internet.

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DMCA Compliance Policy

The Digital Millennium Copyright Act amends federal copyright law to provide certain liability protections for online service providers, including Linfield University when their computer systems or networks carry materials that violate (infringe) copyright law. To qualify for liability protection, Linfield is required to have a policy under which the computer accounts of users will be terminated if they repeatedly infringe the copyrighted works of others.

Compliance with federal copyright law is expected of all Linfield students, staff and faculty. Copyright is legal protection for all creative works and is interpreted to cover most expressions of ideas. Text, graphic, art, photographs, music and software are all examples of works protected by copyright.

You may use all or part of a copyrighted work only if you have the copyright owner’s permission or if you qualify for a legal exception (the most common exception is called “fair use”). For more information on the “fair use” exemption see the Library web page “Use” of a work is defined for copyright purposes as copying, distributing, making derivative works, publicly displaying, or publicly performing the work.

Copying, distributing, downloading, and uploading information on the Internet usually infringes the copyright for that information. This include unauthorized copying of software, downloading or uploading of copyrighted music and video files. Even an innocent, unintentional infringement violates the law. Violations of copyright law that occur on or over Linfield’s networks or other computer resources may create liability for Linfield as well as the computer user. Accordingly, repeat infringers will have their computer account and other access privileges terminated.

The following procedure is to be used for making a copyright infringement claim and counter claim:

A copyright owner, or person acting for the owner, must provide Linfield's designated agent, the Chief Technology Officer (, with written notice that information residing on Linfield's computer systems or networks is an infringement of the copyright. This notice must meet the requirements of 17 U.S.C. 512(c)(3). The notice requirement also applies to information in system cache and to information location tools (e.g., hypertext links) that infringe copyright.

[Note: if a person working for Linfield has independent knowledge of a copyright violation on a University computer system or network, Linfield may have a duty to remove the infringing material. This is true even if there is no "notice" from the copyright owner. Therefore that person should report the violation to the Chief Technology Officer as soon as possible.

If, after consultation with legal council, the Chief Technology Officer finds there may be substance to the claim of infringement, s/he will promptly remove or disable access to the allegedly infringing material and will promptly inform the computer account holder/user of this action.

The computer account holder/user may send Linfield's designated agent, the Chief Technology Officer (, a written statement that the removal or disabling of access was based on a mistake or misidentification. This counter notice must meet the requirements of 17 U.S.C. 512(g)(3). The The Chief Technology Officer will promptly transmit a copy of the counter notice to the person who complained of infringement, and will inform that person that the removed material or disabled access will be restored in 10 business days.

The Chief Technology Officer will restore the material or access no less than 10 business days and no more than 14 business days from receipt of the counter notice, unless the person who complained of infringement first notifies the designated agent that the complainant has filed a court action to restrain the computer account holder/user from the infringing activity that was the subject of the original notice to Linfield.

The following procedure is to be used when notice is provided that official Linfield material on a web page or other Internet communication medium my infringe copyright:

Linfield has a legal duty to insure that official web sites, official email, and other official communications and expressions do not violate the intellectual property rights of third parties. The most common intellectual property rights found on the Internet involve copyright and trademark/service marks.

"Official" web sites and communications include those that are funded or otherwise sponsored by Linfield for a University purpose, or which are created by an employee or agent of the University who is acting within the authorized scope of employment or agency on behalf of the University (e.g., posting course materials on the web for educational use of enrolled students).

Linfield has "notice" of possible infringement when a third party advises a University official that there is an infringement, or when it appears to a University official that material is likely to be infringing based on the circumstances (e.g., copies of nationally syndicated cartoons appear on a University web site without any statement of copyright permission).

When Linfield has notice of a possible intellectual property infringement in official University-provided content, it will in good faith:

Attempt to establish who truly owns the copyright (or other intellectual property) through consultation with the author of the University content and the party claiming ownership.

Attempt to determine if any legal defense (e.g., "fair use") exists to allow the material to be used by the University.

Attempt to negotiate a permission or settlement if it appears that the content is infringing or if it appears that settlement is preferable to litigating an unclear claim. If permission or settlement is not feasible and it appears that the material is infringing, the University will remove the material.

Determine if any disciplinary action is appropriate against the person who posted infringing content. In the case of repeated infringement or bad faith infringement, disciplinary sanctions may include termination of computer privileges. Violations of the above terms of agreement may result in suspension of computing privileges, disciplinary review, termination of employment, and/or legal action. ATN will refer serious violations to the appropriate department for disciplinary action.

Linfield University has the twin objectives of minimizing liability while also providing full legal support for the activities of faculty and staff. In the context of copyright and other intellectual property, this means that an Officer of the University should be advised as soon as there is any notice of possible infringement. The Officer will work with the University content provider in to establish any defenses. However, if there is inadequate information to provide a defense, or it appears that no defense exists, the best route to minimize University damages may be prompt removal of the allegedly infringing material.

Removal of official University content, especially course materials, can be harmful to academic freedom, to teaching effectiveness, and to the University’s educational mission. Therefore, faculty and staff are encouraged to secure copyright permission, or a license, or a legal basis for use of someone else's intellectual property without permission, before using the material.

Copyright Definition

Adapted from "Using Software: A Guide to the Ethical and Legal Use of Software for Members of the Academic Community" issued by EDUCOM and ADAPSO, 1992.

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution. Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.

Here are some relevant facts:

  • Unauthorized copying of software is illegal. Copyright law protects software authors and publishers, just as patent law protects inventors.
  • Unauthorized copying of software by individuals can harm the entire academic community. If unauthorized copying proliferates on a campus, the institution may incur a legal liability. Also, the institution may find it more difficult to negotiate agreements that would make software more widely and less expensively available to members of the academic community.
  • Unauthorized copying of software can deprive developers of a fair return for their work, increase prices, reduce the level of future support and enhancement, and inhibit the development of new software products.

Respect for the intellectual work and property of others has traditionally been essential to the mission of Universitys and universities. As members of the academic community, we value the free exchange of ideas. Just as we do not tolerate plagiarism, we do not condone the unauthorized copying of software, including programs, applications, data bases and code.

Classification of Software:

The restrictions and limitations regarding each classification are different.


Commercial software represents the majority of software purchased from software publishers, commercial computer stores, etc. When you buy software, you are actually acquiring a license to use it, not own it. You acquire the license from the company that owns the copyright. The conditions and restrictions of the license agreement vary from program to program and should be read carefully. In general, commercial software licenses stipulate that

  • the software is covered by copyright,
  • although one archival copy of the software can be made, the backup copy cannot be used except when the original package fails or is destroyed,
  • modifications to the software are not allowed,
  • decompiling (i.e. reverse engineering) of the program code is not allowed without the permission of the copyright holder.


Shareware software is covered by copyright, as well. When you acquire software under a shareware arrangement, you are actually acquiring a license to use it, not own it. You acquire the license from the individual or company that owns the copyright. The conditions and restrictions of the license agreement vary from program to program and should be read carefully. The copyright holders for Shareware allow purchasers to make and distribute copies of the software, but demand that if, after testing the software, you adopt it for use, you must pay for it. In general, shareware software licenses stipulate that

  • the software is covered by copyright,
  • although one archival copy of the software can be made, the backup copy cannot be used except when the original package fails or is destroyed,
  • modifications to the software are not allowed,
  • decompiling (i.e. reverse engineering) of the program code is not allowed without the permission of the copyright holder, and
  • development of new works built upon the package(derivative works) is not allowed without the permission of the copyright holder. Selling software as Shareware is a marketing decision, it does not change the legal requirements with respect to copyright. That means that you can make a single archival copy, but you are obliged to pay for all copies adopted for use.


Freeware also is covered by copyright and subject to the conditions defined by the holder of the copyright. The conditions for Freeware are in direct opposition to normal copyright restrictions. In general, Freeware software licenses stipulate that

    • the software is covered by copyright,
    • copies of the software can be made for both archival and distribution purposes but that distribution cannot be for profit,
    • modifications to the software is allowed and encouraged,
    • decompiling (i.e reverse engineering) of the program code is allowed without the explicit permission of the copyright holder, and
    • development of new works built upon the package (derivative works) is allowed and encouraged with the condition that derivative works must also be designated as Freeware. That means that you cannot take Freeware, modify or extend it, and then sell it as Commercial or Shareware software.

Public Domain

Public Domain software comes into being when the original copyright holder explicitly relinquishes all rights to the software. Since under current copyright law, all intellectual works (including software) are protected as soon as they are committed to a medium, for something to be Public Domain it must be clearly marked as such. Before March 1, 1989, it was assumed that intellectual works were NOT covered by copyright unless the copyright symbol and declaration appeared on the work. With the U.S. adherence to the Berne Convention this presumption has been reversed. Now all works assume copyright protection unless the Public Domain notification is stated. This means that for Public Domain software

      • copyright rights have been relinquished,
      • software copies can be made for both archival and distribution purposes with no restrictions as to distribution,
      • modifications to the software are allowed,
      • decompiling (i.e. reverse engineering) of the program code is allowed, and
      • development of new works built upon the package (derivative works) is allowed without on the distribution or use of the derivative work.

A Final Note

Restrictions on the use of software are far from uniform. You should check carefully each piece of software and the accompanying documentation yourself.

Other Linfield University copyright policy: Linfield Libraries Copyright Policies

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Information Security Awareness Policy

1.0 Overview

Linfield University employees should understand the importance of information security and endeavor to protect University-owned data and resources. To facilitate appropriate information security practices, all Linfield employees who use University- owned information technology resources must complete Information Security Awareness training.

2.0 Purpose

The purpose of this document is to define Linfield University’s Information Security Awareness Policy and to assure ongoing compliance to the Policy.

3.0 Scope

The term "employees," as used in this policy, refers to all Faculty, Staff, Administrators and temporary workers accessing or using Linfield University’s information technology resources and services, wherever the employee is located.

Information technology resources and services include, but are not limited to, the following: host computers, file servers, workstations, standalone computers, laptops, tablets, smartphones, software, and internal or external communications networks (Internet, commercial online services, web sites, and e-mail systems).

4.0 Policy

Information Security Awareness training will include the following three components.

4.1 Information Security Training Videos

4.1.1 New Employees. The on-boarding process will include information security training for all new employees. The training will included a general knowledge information security video that must be viewed on the first day of employment.

4.1.2 Current Employees. Current employees must review the general knowledge information security video within three months of the effective date of this policy.

4.1.3 Employees who have access to confidential information as defined in the Data Classification Policy are required to participate in information security training at least once per year.

4.1.4 The Human Resource office will track the video training requirement within the Paycom system.

4.2 Email Phishing

4.2.1 ITS will conduct email phishing campaigns four times a year, at minimum.

4.2.2 Employees who fall for the phishing campaign will be required to view additional information security videos after each campaign.

4.2.3 Direct supervisors will be notified of the employee’s requirement to view additional training videos.

4.3 Review of the Acceptable Use and Data Classification policies

4.3.1 All employees must acknowledge that they have reviewed the Acceptable Use Policy and Data Classification Policy.

4.3.2 The Human Resource office will track the policy review requirement within the Paycom system.

5.0 Related Standards, Policies and Processes

5.1 Acceptable Use Policy

5.2 Data Classification Policy

6.0 Policy Compliance

When an employee is found to be in violation of this policy, access to University-owned information technology resources may be revoked and the University’s disciplinary process will be followed as outlined in the personnel handbooks. If the matter involves illegal action, law enforcement agencies may also become involved, as would occur for matters that do not involve information technologies or the Internet.

Linfield University will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and community feedback to the policy owner.

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Smartphone and Cell Phone Policy

Purpose of Policy

This policy outlines the use and reimbursement of costs for cell phones, including smartphones, for authorized employee users. Linfield University recognizes the need for a number of its employees to utilize cell phones and smart phones to facilitate effective communication. The University therefore provides a program to support the use of cell phones and smartphones in connection with conducting the operations of the University that assists with both the cost of purchasing and operating these devices.

The objectives of this policy are to:

  • Provide guidelines to employees where work responsibilities require the use of a cellular/smart phone to conduct University business
  • Simplify and make more manageable the University’s relationship with cellular/smart phone and data service vendors

This policy applies to all faculty and staff of the University.


Personal cellular/smart phones may be an appropriate/necessary tool to conduct University business when it is demonstrated that an employee’s communication needs cannot be met with other available alternatives such as a standard desk telephone or computing (laptop/desktop) equipment.

Cell phone/smartphone reimbursements are authorized for Linfield University employees to conduct University business based on the responsibilities associated with their positions. The following criteria are provided in order to determine an employee’s eligibility:

  • Substantial travel for the University making use of University office telephones impractical.
  • A requirement that the employee be away from their office on University business a significant portion of their time (on or off campus) and be in constant contact with the University.
  • Providing significant support to University operations outside of normal University hours.
  • Being available for University emergency calls anywhere, any time.

Reimbursement for University Use of Personal Cell Phone

Linfield University will provide a cell phone allowance/reimbursement of a flat $30 a month (regardless of usage level) to employees who qualify under the eligibility criteria.

  • An employee who qualifies for a cell phone allowance must maintain their own active cell phone contract for the life of the allowance.
  • The employee must inform his or her supervisor of the telephone number of the device. If this number changes, it is the responsibility of the employee to inform the supervisor.
  • International Program Office employees who are required to make international calls may be reimbursed for the cost of those calls, at the discretion of their Vice President, up to an additional $10 a month.
  • The cell phone allowance is paid monthly through accounts payable by direct deposit only and is non-taxable. This allowance does not increase the employee’s base salary and will not be included in the calculation of University benefits.
  • This allowance is not an entitlement. The amount may be changed or withdrawn.
  • Any employee who receives an allowance is required to register their cell phone number with the University’s emergency notification system.

Employees must take appropriate safety precautions when using their cellular telephone. If your job requires that you keep your cell phone turned on while driving, you must use a hands-free device. Under no circumstances should employees place calls or read or write emails or text messages while operating a motor vehicle for University business and/or during University time.

The allowance provided to employees is subject to annual review by the appropriate Vice President. Changes in employment status, reassignments and moves of employees between the divisions of the University, and job functions may affect continued eligibility for this program.

Allowances expire in June of each year (after the June reimbursement) and must be renewed before June 30 in order to ensure continuous reimbursement disbursement for the next year if eligible.

Rotating Department Cell Phone Process

To facilitate the above objectives, the University may enter into contracts with telephone and data service providers at its discretion. During the period when one or more of these contracts is in force, the University will only purchase cellular telephones and data service agreements for specific department employee’s use on the basis of these contracts, unless a specific exception is granted by the appropriate Vice President in consultation with the Chief Technology Officer.

Information Technology Services (ITS) manages all cellular devices and contracts owned by the University. The University will not directly pay a provider for private cell phone charge, nor reimburse a department for a cell phone contract that is not arranged by ITS. All cellular contracts will utilize a local Oregon telephone number.

Residential internet data plans are not covered under this policy and will not be reimbursed by the University.

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