Chapter 1 – General Administration

12070.18 State Issued Cellular (Portable, Mobile, etc.) Type Telephones

• The following outlines classifications/titles and functions that have been designated for assignment of cellular telephones at management discretion:

  • Secretary

  • Undersecretary

  • Executive Director

  • Assistant Secretarys

  • Chief Deputy Secretarys

  • Directors

  • Chief Deputy Director

  • Regional Administrators

  • Parole Regional Administrators

  • Ombudsmen

  • Chief Medical Officers

  • All Case Carrying Parole Agents

  • Special Agents

  • Wardens

  • Chief Deputy Wardens

  • Associate Wardens

  • Correctional Administrators

  • Health Care Managers

  • Crisis Response Team Commander

  • Tactical Leader

  • Negotation Leader

  • Units with staff involved in the transport of inmates and those units that are required to work at locations where there are no communication devices available.

  • Staff who are required to travel outside of their office and/or outside of normal business hours. The cellular telephones will be assigned to each unit rather than an individual. The units will assign cellular telephones to individuals on an as need basis.

• All requests for purchases of new cellular telephones outside of this policy require the written approval of the appropriate, Director, Deputy Director, Associate Director, or Warden or Chief Deputy Warden.

• There will be no personal cellular type telephones, Personal Digital Assistants (PDAParole District Administrator), or other equipment with these capabilities allowed within any institution setting with the exception of a true medical condition approved by the Warden accompanied with a doctor’s statement with a beginning and ending date.

• If staff chooses to bring the above listed devices into an institution setting without prior approval, they may be subject to disciplinary action. Leave personal cellular type telephones, PDAs, or other equipment with these capabilities at home or in personal vehicles.

• Purchasing/Replacing a State Issued Cellular (Portable, Mobile, etc.) Telephone

  • The Department of General Services has entered into a California Multiple Award Schedules (CMAS) and Western States Contracting Alliance (WSCA) with multiple providers for cellular type telephone equipment and service. For a current list of cellular type telephone equipment and service providers, contact the BMBBudget Management Branch. Institution staff will need to refer to the CMAS/WSCA for a current list of cellular providers and general terms and conditions.

  • If a field office/institution is outside of the service areas that the CMAS/WSCA covers, it is permissible to enter into a contract with a local vendor. Contact the Office of Contract Services for information and instructions.

  • To purchase or replace a cellular type telephone(s), submit a signed BMBBudget Management Branch Services Request (SR) with a completed Intra-Office Requisition, CDC Form 954, to BMBBudget Management Branch, signed by a Staff Services Manager III or above, or designee. Institution staff will need to submit the completed CDC 954 to their respective Business Services Office. All information will need to be included on the CDC 954. A rate plan guide will be provided by BMBBudget Management Branch upon request to the divisions/offices/regions telecommunications contact. Each Institution Business Services Office can request a rate plan guide directly from contracted service providers.

  • If a cellular type telephone is inoperable or obsolete and is no longer used, staff must notify BMBBudget Management Branch using a SR to have the service discontinued so that there are no further charges. Institution staff will need to contact their Business Services Office for direction. Cellular telephones must be surveyed out by completing a Request for Disposition of Equipment or Furniture (STDStandard Form (DGS) 152) form. Send the completed request along with the inoperable/obsolete cellular telephone(s) to BMBBudget Management Branch. Institution staff will need to submit their completed request to the Business Services Office.

• Lost, Stolen, or Destroyed Property Equipment

  • If a cellular type telephone is lost, stolen, or damaged, the employee must notify BMBBudget Management Branch or the Business Services Office at the Institution to have the service discontinued so that there will be no further charges. Lost, stolen, or damaged cellular type telephones must be surveyed by completing a STDStandard Form (DGS) 152 form.

  • The State Administrative Manual (SAMState Administrative Manual) Section 8643 states: “Whenever property is lost, stolen, or destroyed, departments will prepare a STDStandard Form (DGS) 152 form. The department will adjust its property accounting records and retain the Property Survey Report as documentation.” The report will contain: “(1) A description of the events; (2) Precautions to be taken to prevent repeat situations; and (3) A statement that the California Highway Patrol (CHPCalifornia Highway Patrol) has been notified. Losses of State Property due to fraud or embezzlement will be reported to Department of Finance, Office of State Audits and Evaluations and the Bureau of State Audits. See SAMState Administrative Manual Section 20060. Employees may be charged for any loss and damages to State Property due to negligence or unauthorized use.” It is at the discretion of the Hiring Authority for each Division/Parole Region to determine if an employee will be required to reimburse the State (CDCRCalifornia Department of Corrections and Rehabilitation) for the cost of replacement equipment.

• Purchasing of Accessories

  • It is prohibited to purchase any accessories outside of the normal purchasing process. (DOMDepartment Operations Manual 22030.3 “No employee shall commit to a vendor for the purchase of merchandise or services prior to receiving approval and the preparation of a purchase document.”) Purchases are not to be made through a local vendor and charged against cellular telephone accounts. Any purchases obtained by this means are subject to being charged back to the employee.

• Issuance and Tracking of Cellular Type Telephones

  • When a cellular type telephone is purchased and received, BMBBudget Management Branch or the Institution Business Services Office will place a property tag on the cellular telephone to track as sensitive equipment. The cellular type telephone will be activated and assigned to the appropriate division/office/region/institution.

  • BMBBudget Management Branch or the Business Services Office at the Institution will track the assignment of cellular type telephones by maintaining a tracking log. Cellular type telephone service charges are billed monthly directly to the respective division/office/region/institution.

• Changing Rate Plans

  • To change a rate plan, contact BMBBudget Management Branch by telephone or e-mail. A division/office/region can request the most recent rate plans offered by their service provider. After reviewing the plans and making a selection, the division’s/office’s/region’s liaison must contact the BMBBudget Management Branch analyst with the new calling plan name(s) and all cellular numbers to be placed under the new plan. Institution staff will need to contact their Business Services Office for directions. Changes to calling plans will only be made once every three months.

• Changing Service Provider

  • Changing service providers involves changing existing equipment, which can be costly and inconvenient. Service providers (i.e., AT&T Wireless or Nextel) will not activate cellular telephones not purchased directly from them. To change providers, submit SR to BMBBudget Management Branch accompanied by a CDC Form 954 purchasing new cellular telephone(s), accessories, and service provider. Institution staff will need to submit the completed forms to their respective Business Services Office.