Policy:The University provides telephone lines, telephone sets, related telephone equipment and other telecommunications services needed to efficiently conduct the affairs of the University.
Computing and Communications is responsible for the ongoing review of all telecommunications services, the introduction of new services or products, and telecommunications strategic planning.
Deans, Directors and the Principal of Sir Wilfred Grenfell College are responsible to ensure compliance with this policy and its related procedures. This responsibility may be delegated to Department Heads.
An application for deviation from these guidelines may be made to the Vice-President (Administration and Finance) through the appropriate Vice-President.
1. Standard Telephone Services
One dedicated telephone line, unrestricted unless otherwise specified, is allocated to private offices. The standard set is a single-line, touch-tone telephone. Where feasible, telephone lines are shared. Standard features (call hold, call fwd, call park, ring again, 3-way conference, speed call - short list) are included with line installation. Other features, as deemed necessary, are provided upon request. See PROCEDURE FOR TELEPHONE SERVICE REQUESTS and PROCEDURE FOR EQUIPMENT AND LONG DISTANCE CHARGES
1.1. Toll Restriction
In areas such as laboratories, public areas or similar locations, telephone lines are toll restricted. Exceptions to this policy will be considered at the request of the Dean, Director, Principal or Department Head.
1.2. Multi-Function Systems
Multi-function telephones, providing such features as intercom, multiline appearance, etc., are installed in areas where such service is deemed essential.
1.3. Graduate Students
Each department will provide one dedicated telephone line and set for the use of graduate students. Requests for this service require the authorization of the appropriate Dean, Director, Principal or Department Head. The requesting department is responsible for all costs associated with this service.
2. Auxiliary Equipment & Services
Auxiliary equipment and services require approval from Telecommunications. Telecommunications equipment must have the approval label of the Federal Department of Communications attached. Telecommunications equipment installed without proper authorization is strictly prohibited. The list of auxiliary equipment and services includes, but is not limited to, the following:
- wireless handheld communications devices such as cellular telephone, blackberry, etc. (refer to Section 9. Cellular Telephone and Wireless Devices);
- mobile radio;
- answering machines, terminal adaptors and devices for special needs applications;
- pagers (voice and nonvoice); and,
- calling cards.
2.1. Telecommunications Purchases
The acquisition of telecommunications equipment and services, including Tender Calls and Requests for Proposals must be approved by, or coordinated with, Computing and Communications.
3. Relocations
The relocation of telephone lines, sets and related telecommunications equipment, must be requested by the appropriate Dean, Director, Principal or Department Head. See PROCEDURE FOR TELEPHONE SERVICE REQUESTS
3.1. Removals
An office that is to remain vacant for an extended period (more than five months) should have the telephone service disconnected and removed. Telephone lines that are to be re-installed at a later time should be indicated on the request form as "Reserve for Future Re-installation". See PROCEDURE FOR TELEPHONE SERVICE REQUESTS.
4. Service Charges and Payments
Departments are responsible for all costs associated with service charges for work related to installation, relocation or repair of telephone equipment and related services. Exceptions to this policy will be considered upon the request of the appropriate Dean, Director, Principal or Department Head. See 10. Construction.
Computing and Communications formally estimates the departmental budgets for telecommunications network access annual costs, and submits these estimates to the Department of Financial and Administrative Services for the implementation of related commitments.
Computing and Communications maintains an inventory of all telephone lines and related equipment and services which appear on the monthly invoice. See PROCEDURE FOR EQUIPMENT AND LONG DISTANCE CHARGES and PROCEDURE FOR TELECOMMUNICATION SERVICES PAYMENTS
5. Long Distance Services
Computing and Communications is responsible for coordinating all activity associated with the provision of long distance services for the University, including the issuance of Tender Calls, and Requests for Proposals, etc. See PROCEDURE FOR EQUIPMENT AND LONG DISTANCE CHARGES and PROCEDURE FOR TELECOMMUNICATION SERVICES PAYMENTS
5.1. Long Distance Calling Cards
University calling cards may be issued, upon request, to Computing and Communications, and with the approval of the Dean, Director, Principal or Department Head.
5.2. Personal Long Distance Calls
Personal long distance calls, including facsimile transmissions, are not to be billed to University telephone lines.
6. Radio Licenses
All requests for radio service that require a license from the Federal Department of Communications must be routed through Computing and Communications for approval. Invoices are paid directly from the requesting department's budget by Computing and Communications.
7. Lead-Time Required For Services
The lead-time for work involving up to five telephone lines and/or sets is five working days from the date of issue by Computing and Communications. Six to ten telephone lines/sets requires ten working days. Requests which involve more than ten line/sets are scheduled on a per-request basis.
8. Facsimile
Messages may be sent and received at the Central Fax locations on Campus. Applicable costs and administration charges are removed from the appropriate departmental budget. University facsimile machines are not for personal use.
9. Cellular Telephones and Wireless Devices
Computing and Communications is responsible for all University activity associated with the acquisition and use of cellular telephones and wireless handheld devices using the cellular network. See PROCEDURE FOR CELLULAR USAGE.
10. Construction
All telephone services and related costs, associated with new construction or renovations, are to be included within the construction project budget. Computing and Communications will assist with project planning for the required telecommunications services.
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