NEW MEXICO DEPARTMENT OF TRANSPORTATION
AD 112
04/01/12
USE OF STATE MOBILE COMMUNICATIONS EQUIPMENT
(MCE)
___________________________________
Alvin C. Dominguez, P.E., Cabinet Secretary
Supersedes Administrative Directive No. 112 dated August 1,
2007.
AUTHORITY:
1.00
Governmental Conduct Act Section 10-16-1, NMSA 1978;
Section 30-15-1, NMSA 1978; and, 1.6.4 NMAC
PURPOSE:
2.00
The purpose of this Directive is to establish guidelines
for the use and assignment of state-issued Mobile
Communications Equipment.
DEFINITIONS:
3.00
Mobile Communications Equipment (MCE) means those
electronic devices provided through a mobile phone or telecom
communications service provider, including, but not limited to,
Cell Phone, Personal Digital Assistant (PDA), Smart Phone, and
Wireless AirCard.
3.00a
Cell Phone means a basic cellular phone that is able to make
and receive phone calls, and send and receive text messages,
by connecting to a cellular network. The Department has not
activated the text message feature in its cell phones.
3.00b
PDA (or Smart Phone) means a cellular phone that is able to
make and receive phone calls, send and receive text messages,
send and receive e-mail, has internet access and general
computing capabilities.
3.00c
PDA-Select (or Smart Phone) means a cellular phone that is
able to make and receive phone calls, send and receive text
messages, send and receive e-mail, has internet access, general
computing capabilities, and possesses an activated hotspot
connection to act as a modem for a laptop.
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DIRECTIVE:
3.00d
Wireless AirCard means a device that acts as a modem for a
laptop or mobile equipment allowing wireless connection to the
internet.
3.01
Electronic messaging (or e-mail) means use of electronic
media, such as the internet and/or the intranet to send or receive
written communication or otherwise share communication or
data from one location to another.
4.00
The NMDOT has the authority to govern the use and assignment
of State-issued MCE.
4.01
The following guidelines shall govern Department
employees’ use of Department-issued MCE:
4.01a
Intended Use of MCE: Issuance of a MCE is strictly for use by
an employee in his/her current position/job assigned, in the
scope of his/her duties. Occasional and incidental use of Stateissued MCE for personal business is allowed subject to
restrictions provided for herein and pursuant to other applicable
Administrative Directives (AD), including but not limited to AD
628, Code of Conduct.
4.01b
Requests for MCE: All requests for MCE must be submitted, as
applicable, to the General Office IT Division or District Business
Manager using the Request for Mobile Communications
Equipment Form No. A-1180, provided:
4.01b(1) The request must contain sufficient written justification
and must be approved by the Division Director/District Engineer
and the Deputy Secretary or Designee as applicable;
4.01b(2) No employee shall be assigned both a Cell Phone and
a PDA, unless authorized by Division Director/District Engineer,
and,
4.01b(3) Completed copies of Form A-1180 shall be directed to
the IT Division, Office of Business Support.
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4.01c
Responsibility for MCE Usage: An employee shall be
responsible for any charges outside the employee’s established
plan that have been deemed as personal and/or otherwise
unauthorized. All employees will be placed on the State’s
contracted Standard Lowest available monthly local calling plan,
unless another plan is deemed necessary to meet the minimum
requirements of the employee’s job. Excessive use of
chargeable services, even in the scope of one’s duty including,
but not limited to, dialing 411 for information and attaching
photos or other electronic files to text messages, may be
deemed as abuse of the employee’s MCE usage and
unauthorized.
4.01d
Responsibility for MCE: An employee shall be held responsible
for properly maintaining care of assigned MCE and shall be held
responsible for all lost and/or stolen devices in accordance with
AD 607, Employee Accountability for Department Property.
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Failure to properly maintain care for the device(s) may result in
the employee losing his/her right of assignment of the MCE.
4.01e
MCE Replacement: In the event a Department employee
requests and is authorized an MCE replacement:
4.01e (1) Replacement of an MCE with a new upgraded/updated
device shall be in accordance with that employee’s assigned
plan.
4.01e (2) Replacement of Lost/Stolen/Damaged MCE shall be
made with the same or comparable type and style device.
4.02
IT Division, Office of Business Support:
4.02a The IT Division, Office of Business Support shall be
responsible for forwarding all detailed usage and billing reports
to each Division Director/District Engineer upon request.
4.02b The IT Division, Office of Business Support, unless
otherwise delegated, shall be solely responsible for cancelling
and authorizing issuance of Department-issued MCE.
PROCEDURES:
5.00
Written Justification for Form A-1180: Issuance of a MCE, be
it a Cell Phone, PDA and/or AirCard, as approved by the Division
Director/District Engineer and the Deputy Secretary or Designee,
shall be based on an employee’s position and job duties through
either:
5.00a
Justification by the employee that he/she spends more than 50%
of productive time away from the office and needs to have
continuous daily contact through the use of an MCE with the
public, contractors, vendors, NMDOT management, and/or staff;
or,
5.00b
Justification by the employees who does not meet the above
criteria of 50% productive time away, that his/her job
requirements are such that he/she needs to have continuous
daily contact through the use of an MCE with the public,
contractors, vendors, NMDOT management, and/or staff.
5.01
Cancellation/Reassignment through Form A-1180: Upon
transfer to another position outside the employee’s chain of
command, or departure from the NMDOT:
5.01a The employee must return the MCE(s) to their
supervisor;
5.01b The supervisor shall return the MCE to the appropriate
Administrator or Business Manager;
5.01c The Administrator or Business Manager shall notify the
IT Division, Office of Business Support, through use of Form A-
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1180, so that services may be cancelled or the MCE may be
reassigned.
5.01d No Administrator or Business Managers shall transfer or
assign any MCE to any other employee without approved
authorization by the IT Division, Office of Business Support,
unless otherwise delegated.
CROSS
REFERENCE:
6.00
AD 607, Employee Accountability for Department Property;
AD 628, Code of Conduct; and,
AD 903, Use of State Vehicle.
FORMS:
7.00
Form A-1180, Request for Mobile Communications Equipment;
Form A-166, Certification of Property Loss; and
Form A-797 Separation Check List.
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