On January 17, 2012, CITES must deactivate existing University-provided cellular services that do not comply with the University's Office of Business and Financial Services (OBFS) new policy on Mobile Communications Equipment and Related Services for University Business. The policy's effective date is January 1, 2012. It can be found online in the OBFS Policies and Procedures Manual, Section 8.15.
In the sections that follow there are step-by-step procedures on how to provide CITES with the information needed to comply with the new Mobile Communications Policy. The process information provided below is for unit personnel (telecom unit coordinators and/or business managers) who handle group cellular services requests and for individuals who may now be assuming more responsibility for their cellular services. Individuals who need to transfer cellular services plans MUST participate in one the Employee Cellular Transfer Sessions scheduled in December 2011.
This process is initiated by the Telecom Unit Coordinators or Business Managers within the units and finalized by the approval of a college-level executive.
Existing CITES Cellular Services
The approvals for existing services that are used for groups of employees (e.g., those that share the equipment for University business purposes) must be submitted to CITES Service Request Management by Nov. 30, 2011.
- Run the new Cellular Services-Approved report in the Pinnacle departmental portal.
- Populate the three fields:
- If the cellular service is for a group, put Group in the "Approval Type" field.
- In the "Approved by" field put the NetID of college-level chief executive officer who has approved these cellular services.
- Put the date of the approval in "Approved date" field.
- Save the modified file with the file name of "cellular approved_<orgcode>". The <orgcode> should be the code to which the group cellular services will be charged. The file should include all the cellular service for the unit, that is, those that remain in service and those that do not.
- Send email with the attached file for the approval of the college-level chief executive.
Then, the college-level chief executive who has approved the report forwards it in email with attached file and the word "Approved" in the body of the email to email@example.com for CITES to update its service records.
New Service and Equipment Requests (After Dec. 1, 2011)
As of Dec. 1, 2011, if new equipment is needed, the Purchase Order must include the same email approval that is required for the cellular service request. When only new cellular services are needed, a Purchase Order is not necessary but the college-level approval must accompany the service request in order for CITES to process the new service request. To initiate new service for existing equipment, an email from the college-level executive approver must be submitted to firstname.lastname@example.org, in addition to the service request that is made through the Pinnacle portal.
Process for Exceptions to the OBFS Policy
On rare occasions, OBFS will grant exceptions to the Mobile Equipment Policy. All exceptions must be approved by the Campus VP or Chancellor. Campus units should contact the UIUC AVP of Business & Finance). UA units should contact the Senior Associate VP Deputy Comptroller, OBFS. Approval must have already been obtained in order for CITES to be able to process the request or purchase order. For more details on how exceptions are handled, please see the Policy Exceptions section in the Mobile Communications Policy.
Here is the process by which individuals can transfer use of University cellular services provided by CITES to themselves:
- Individual employees must attend the Employee Cellular Transfer Sessions (or send a representative). Forms will be made available at the event with which you can declare your intention to transfer your cellular services.
- CITES will take these forms and update the "Approval Type" field in Pinnacle with Transfer Pending.
- CITES will provide authorization to Verizon Wireless to transfer service, that is, that either the individual will assume the existing service agreement or the individual will be moving existing service to another cellular carrier.
- The individual then makes arrangements with the cellular provider. NOTE: Depending on the carrier, a credit check may be necessary.
Individual UIUC Employees who need to transfer University-provided cellular service plans must attend (or send a representative) to one of these events:
- Thurs., Dec. 1, 2011: anytime between 9 am and 4 pm, Illini Union, Room 407
- Wed., Dec. 14, 2011: anytime between 1 pm and 5 pm, Illini Union, Rooms 314 A&B
During the open hours, CITES staff will be available to assist employees with these transfers. The forms that individuals need to fill out in order to declare their intentions to transfer their cellular services will be available ONLY at the sessions. It should take no more than 15 minutes to provide the required information (NetID and cellular service number). Various cellular service vendors will also be available with information on individual service plan options. Individuals with whom employees may share cellular services are welcome to attend. No registration is required.
Two other important dates with regard to individual use of cellular services are:
- Jan. 16, 2012: CITES stops billing the unit for the individual cellular services.
- Jan. 17, 2012: All existing individual service plans transferred or deactivated.
If you have any questions about these processes, you may contact CITES Service Request Management, email@example.com or 333-1161. The slides from the CITES portion of the November 16, 2011 Mobile Communications Policy event are also available.
All questions about the policy itself must be directed to OBFS. You can also refer to these documents provided by OBFS:
- Mobile Communications Equipment and Related Services for University Business, New Policy Effective January 2012: Transition Plan and Details for Urbana-Champaign Campus
- Mobile Communications Equipment and Related Services for University Business, New Policy Effective January 2012: Frequently Asked Questions--Urbana-Champaign Campus
- Mobile Communications Equipment and Related Services for University Business, New Policy Effective January 2012: Quick Reference of Dates