Guidelines for board-funded mobile phone arrangements

A principal’s duties may require them to be contactable outside school hours, during emergencies, or to ensure operational continuity.

If this is the case for your principal, they should have reliable access to a mobile phone for school business without incurring the expense of this work requirement.

Therefore, boards need to make clear, transparent and fiscally responsible arrangements for the provision and use of a board-owned mobile phone (or reimbursement of mobile phone costs) that protects public funds and privacy, but also the wellbeing of the principal.

What principles need to be observed?

Board-funded mobile phone arrangements must serve school business needs and avoid or minimise personal benefit.

Costs must be actual, reasonable, and supported by appropriate documentation.

All arrangements must be transparent, approved by the board, consistently applied, and supported by documentation (approvals, invoices, billing summaries, and reimbursement records) as sensitive expenditure.

Phone expenditure and arrangements should be reviewed at least annually (e.g. by the finance committee).

The board also must recognise that constant connectivity can affect well-being. Boards need to be monitoring principal workload and wellbeing as part of their regular principal support processes. Expectations for availability, including after-hours contact, should be agreed and reviewed regularly.

What options can a board consider?

Option 1: School-issued phone

The board may provide an appropriate mobile phone, phone number and contracted plan to the principal while they are appointed to the role.

The mobile phone (including the phone number) and plan are school assets provided to support the principal’s duties.

Provision of a phone and plan must be formally approved by the board, recorded in board minutes, and (where applicable) listed on the asset register.

Monthly bills should be reviewed by a designated officer.

Any additional personal costs must be reimbursed by the principal within an agreed timeframe (e.g. 30 days).

Option 2: Dual SIM

The board may agree to provide a school SIM card to be used in the principal’s personal phone (or allow the principal to use a personal SIM in a school-provided phone).

Dual SIM arrangements can help keep school and personal use separate and reduce the need for reimbursements.

Provision of school SIM card must be formally approved by the board, recorded in board minutes, and (where applicable) listed on the asset register.

Monthly bills should be reviewed by a designated officer.

Any additional personal costs must be reimbursed by the principal within an agreed timeframe (e.g. 30 days).

Option 3: Personal Phone Reimbursement (by exception)

In limited circumstances, the board may approve reimbursement where the principal uses their personal phone for school business and no school-owned option is available.

Reimbursement may be calculated as:

• A fixed percentage of the monthly plan, or
• A capped flat allowance based on verifiable use.

All arrangements must be authorised by the board (or delegated nominee) and recorded in board minutes.

What is acceptable use?

Principals are expected to use their board-funded mobile phone arrangements responsibly. Acceptable use of a board-funded mobile phone arrangement means:

• The phone (or plan) is primarily for school business.
• Limited personal use is permitted where it is incidental, reasonable and does not incur additional cost (e.g. international or premium charges).
• Use must align with public sector expectations of prudence and transparency.
• Use of a phone includes calls, texts, apps, email, and web activity, and will be subject to school policies, the Official Information Act, and other relevant legislation.

What happens if there is personal use of the board-funded mobile plan?

Any personal use that provides a private benefit must be acknowledged by the principal and reimbursed.

The board will approve one reimbursement approach:

• Flat-rate reimbursement, or
• Itemised reimbursement based on billing.

Reimbursements must be made promptly and clearly recorded.

The approach must be reviewed annually and when a new principal is appointed.

How must information be handled on the principal’s phone?

The principal must take reasonable steps to protect the privacy of staff, students and whānau.

Student or staff personal information must not be stored in personal apps or accounts.

Security measures (e.g. passcodes, automatic locking, secure backups) must be enabled.

The phone must not be shared with unauthorised users.