STANDARD OPERATING PROCEDURES

Closed User Group

The following are guidelines for use of the Closed User Group (CUG) phones
provided by the Transport Authority (TA) for use by assigned employees.

Objective: To improve operational efficiency in the organization.

1. The phone remains the property of the TA and should be returned once
requested by the IT Department and/or employment has ended.

2. Employees are to have their phones turned on at all times. Messages should
be checked and responded to within twelve (12) hours.

3. The phone assigned is to be used for the business of the TA. It is not for
personal use.

4. The cost for call charges in excess of approved Call Credit limit, in respect of
post paid phones, will be bourne by the respective employee. Excess Call
Charges shall be recovered via cash or cheque within five working days
following the due date of the invoice. Payments not received by the deadline
given will result in an automatic salary deduction on the pay date
immediately following the due date of the respective invoices.

5. Assignees must comply with all laws of Jamaica now, and in the future,
which relate to the use of mobile telephones.

6. Assignees must not:

 Transmit harassing, abusive, libelous, illegal or deceptive messages or

information;

 Commit or attempt to commit a crime or facilitate the commission of

any crime or other illegal or tortuous acts.

 Sell or transfer, or attempt to sell or transfer, the service or any part

thereof, nor will you allow the services to be duplicated onto more
mobile devices or computers or to be used by more persons than are
covered by the agreement.

7. Assignees are solely responsible for ensuring that any material or information
that you send or enter onto the service, including but not limited to photos,
text, sound and images does not infringe any third party’s rights and is not
sent, entered or retrieved without the consent of the owner.

8. Only employees are authorised to use the phones.

9. Assignees are not allowed to remove the SIM card from the assigned handset.

10. In the event a phone is lost, damaged or stolen, a written report must be
submitted to the IT Department within 24 hours. This report will indicate:

a. The date of the report;

b. The date and time of the loss or damage;
c. A description of the circumstances of loss or damage;
d. The model of the CUG phone;
e. The name, position and location of the assignee;
f. The number of the CUG phone.
=======================================================================================================
Standard Operating Procedure – Closed User Group Page 1 of 2
HR & Administration
 STANDARD OPERATING PROCEDURES
Closed User Group

11. Assignees will bear all costs of replacement for the phones in the event that
the phone is lost or stolen or becomes damaged in any way as a result of
misuse or vandalism.

12. Replacement phones will be provided through the TA or the assignee may be
given the option to provide a replacement phone which must be the same
model or later.

13. Where the TA is to provide a replacement, the depreciated cost of the phone
being replaced will be recovered from the employee in the form of salary
deduction. The replacement phone will be provided once cost recovery from
the assignee has been confirmed by the Finance department.

14. The estimated useful life of each phone shall be three (3) years.

15. The IT Manager or his assignee is the only person to communicate with the
CUG Provider requesting a replacement phone. This will be done in writing.

16. The IT department will update the CUG directory when it becomes necessary.

17. In the event of a defective SIM card or phone, the IT Manager or his assignee
will contact the CUG Provider. The CUG Provider will arrange for the pickup
of the phone/SIM card and repair/replace.

Note: IF THE PHONE/SIM CARD HAS BEEN DAMAGED AS A RESULT OF THE

EMPLOYEE’S NEGLIGENCE, THEN ITEMS 10 & 11 MUST BE FOLLOWED,
AS THERE IS A CHARGE FOR BOTH THE PHONE AND THE SIM CARD.

Failure to comply with these rules will result in disciplinary actions and could result
in loss of access to the CUG facility!!

I acknowledge receipt of this operating procedure and will comply with the
conditions stated therein.

………………………………………..
Assignee Name (Print full name)

……………………………………... …………………………
Assignee Signature Date

………………………………….. …………………………
Witness Date

…………………………………..
Serial Number

=======================================================================================================
Standard Operating Procedure – Closed User Group Page 2 of 2
HR & Administration