Device Provision and Usage Policy

1. Purpose

Catalpa International is committed to providing personnel with the tools they need to perform their roles effectively, while maintaining a practical and sustainable approach to device management.

This policy sets out the requirements for the provision, use, care, protection, and return of Catalpa-issued devices, primarily mobile phones and laptop computers, though other assets may also fall within the scope of this policy

2. Scope

This policy applies to all Catalpa employees and to any other personnel issued with Catalpa devices, where relevant.

3. Provision of Catalpa Devices

3.1 Standard Issued Devices

Each employee will ordinarily be issued with a laptop computer and headphones at the commencement of employment. These items will be provided in good working order and will remain the property of Catalpa for the duration of employment, unless otherwise specified.

3.2 Mobile Phones

Catalpa’s default approach for mobile phones is bring your own device (BYOD). Employees are generally expected to use their personal mobile phone for work-related communication and to remain reasonably contactable during working hours where required for their role.

A Catalpa-issued mobile phone will only be provided where Catalpa determines that BYOD is not reasonable or appropriate. This may include where:

• the employee’s role requires them to be reliably contactable outside the office environment;
• the employee has specific operational, safety, or security responsibilities, including security focal point responsibilities;
• the employee is travelling for work and is required to be contactable for operational or security purposes;
• the employee is based in a context where use of a personal mobile phone is not practical, safe, or reasonable; or
• a mobile device is provided through program funding or other approved operational arrangements.

3.3 Contactability

As Catalpa’s default approach for mobile phones is bring your own device (BYOD), employees may be required to use a personal or Catalpa-issued mobile device to remain reasonably contactable where this is necessary for their role.

Employees may be required to be reasonably contactable during working hours for operational purposes. Employees travelling for work may also be required to be reasonably contactable for operational, safety, or security reasons. Where required, employees must provide Catalpa with a current contact number for the duration of travel.

Additional expectations regarding after-hours contactability may apply to employees with specific responsibilities, including security focal points or other designated roles. In such cases, Catalpa may determine that a Catalpa-issued mobile phone is required.

3.4 Bringing Devices to Work

Employees are expected to have their Catalpa-issued devices with them when working. Where an employee works from an office location, they are expected to bring their laptop, headphones, and mobile phone (if applicable) each day.

Devices may be left at the office overnight if securely locked away, unless the employee is required to be contactable outside office hours, such as where they hold security focal point responsibilities, in which case the relevant device must be taken home.

4. Asset Register

The Catalpa operations team will record and maintain the serial number, make, model, cost, and date of purchase of all Catalpa-issued devices in the Catalpa Asset Register.

4.1 Care of your Catalpa issued device

• Issued devices remain the property of Catalpa and as such Catalpa requires employees to handle their issued devices with care and take reasonable steps to avoid theft or damage.
• Laptops should be transported and stored in a waterproof protective sleeve or case to prevent water damage, bumps and drops. Catalpa will provide this sleeve if required
• Mobile phones must be protected by a well-fitted hard case and tempered glass screen protector. Catalpa will provide these items for issued devices.
• Catalpa-issued devices must not be left unattended in vehicles or in any location where they may be at risk of theft or damage.
• Catalpa-issued devices must not be used by children, family members, friends, or any person who is not authorised by Catalpa.
• Employees must keep devices secured with an appropriate password, PIN, or biometric protection and must comply with all Catalpa information security, confidentiality, and data protection requirements.

4.2 Reporting Loss, Theft, Damage, or Malfunction

Any loss, theft, damage, malfunction, or suspected security incident to a Catalpa issued device must be reported immediately to the appropriate Finance Coordinator.

Assets nearing the end of their useful life may be replaced at Catalpa’s discretion, taking into account the age, condition, cost, role requirements, and suitability of the device.

4.3 Personal usage

Personal use of Catalpa issued devices is permitted.

Catalpa-issued devices must be maintained with the core applications, security tools, and communication platforms required for the employee’s role. Employees must install and use Catalpa-approved applications for work-related communication, collaboration, and security, as directed by Catalpa

Personal use must be appropriate, lawful, and must not expose Catalpa to security, legal, financial, or reputational risk. Employees must ensure that all use of Catalpa-issued devices complies with Catalpa policies, including data protection, confidentiality, safeguarding, and acceptable conduct requirements.

Catalpa-issued devices must not be used to create, access, store, view, or distribute illegal, exploitative, abusive, or otherwise inappropriate material, including pornography and any material involving the abuse or exploitation of children.

5. Communications allowance

Catalpa provides a communications allowance as part of each employee’s remuneration package to support work-related mobile and data costs associated with Catalpa-issued devices.

Catalpa will aim to provide Wi-Fi internet access in its offices, including Dili and Port Moresby.

Except where otherwise agreed, mobile credit, call costs, and internet data usage costs remain the responsibility of the employee and are intended to be met through the communications allowance.

6. Policy Review and Ratification

This policy will be reviewed every three years or more frequently where required by organisational needs, regulatory updates, or donor requirements.

7. Communicating the Policy

This policy will be shared with all Catalpa personnel and made publicly available through the Catalpa Handbook.