Purpose

To guide the University community regarding Networks and Communication Services.

Scope

Applies to all University Networks and Communications Services, regardless of funding source.

Definitions

Auxiliary Equipment and Services — includes, but is not limited to wired and wireless communications devices such as: mobile radios; terminal adaptors and devices for assistive applications; and calling cards.

Networks and Communications Services — all activity including, but not limited to, wired and wireless data communication, virtual private network (VPN), telephone lines, telephone sets, telephone features, Softphones, cellular devices, telecommunications equipment, long distance services, radio and cellular licenses, and virtual meeting and collaboration platforms.

Softphone — A softphone is a piece of software that allows users to make telephone calls over the internet via a computer or smartphone.

Unit Head — For the purposes of this policy, Unit Head is the term used to mean Deans, Department Heads, Division Heads, Heads of Schools, Directors, Executive Directors, University Librarian, University Registrar, and other senior administrators at a comparable level; Associate Vice-Presidents and Vice-Presidents, as applicable.

Policy

The University provides the Networks and Communications Services needed to efficiently conduct the affairs of the University.

The Office of the Chief Information Officer (OCIO) is responsible for the ongoing review of all Networks and Communication Services, the introduction of new services or products, and telecommunications strategic planning. Units requiring the use of Networks and Communication Services not addressed within this policy must consult with the OCIO.

Unit Heads and delegates are responsible to ensure compliance with this policy and its related procedures. This responsibility may be delegated in writing.

Requests for deviation from this policy are to be addressed to the CIO, through the Vice-President (Administration, Finance and Advancement). Requests should detail the section of the policy for which the exemption is being sought, and propose compensating controls if any. Requests for exemption must be endorsed by the Unit Head.

1. Network Services

Multiple network connectivity options are provided. Information regarding the requirements for each option can be found in the Computer Standards and Electronic Data Security policies. For information on accessing these services see Procedure for Telephone Service Requests and Changes.

1.1 Wired Network Connectivity

Connectivity to the University’s wired network is provided through a designated wall port or VoIP telephone and is to be used for the connection of a single end-user device. Units requiring the connectivity of multiple devices over a single wall port or connectivity of larger scale computing resources (computer labs, data centres, etc.) must consult with the OCIO.

1.2 Wi-Fi Network Connectivity

Secure connectivity to the University’s Wi-Fi network is provided for all current faculty, staff, and students and for visitors from Eduroam member institutions. Additionally, unauthenticated public Internet access is available for visitors.

1.3 Virtual Private Network (VPN) Connectivity

Virtual private network (VPN) is required to access the University’s internal network from an off-site location.

2. Telephone Services

Local calling, unless otherwise specified, is generally allocated to office spaces. The standard set is a single-line, touch-tone telephone. Where feasible, telephone lines are shared. Softphones may be used in certain circumstances. Core features are included with line installation. Other features, as deemed necessary, are provided upon request. See Procedure for Telephone Service Requests and Changes and Procedure for Equipment Charges.

2.1 Personal Use

2.1.1 Phone Set

Personal use that incurs added charges for the University is not permitted.

2.1.2 Mobile/Cellular Devices

Personal use that incurs added charges for the University is not permitted unless the Unit Head or delegate approves a time-limited exemption. Where in special circumstances, the use of a mobile/ cellular device is approved by the Unit Head or delegate for purposes other than University business and expenses are incurred as a result, payment of all such expenses is to be personally reimbursed. See Procedure for Telecommunication Services Payments.

2.1.3 Facsimile

Personal use of university facsimile machines is not permitted.

2.2. Toll Restriction

In public areas telephone lines are toll restricted. Deviations to this policy will be considered at the request of the Unit Head.

2.3 Multi-Function Systems

Multi-function telephone systems, providing such features as multiline appearance, group broadcast and pickup, interactive voice response, call queueing, etc., can be installed in areas where such service is required and feasible.

2.4 Relocation, Removals, Suspensions, Disconnections

Relocation, removal, suspension, or disconnection of any Communications Technology (phone set, cellular, etc.) requires request/notification by Unit Head or delegate. See Procedure for Telephone Service Requests and Changes.

2.5 Mobile/Cellular Devices

The acquisition and use of all devices covered under the Memorial Cellular contract, and are the property or Memorial University, requires the approval of the Unit Head or delegate. See Procedure for Telephone Service Requests and Changes. The OCIO is responsible for all University activity associated with the acquisition and use of devices using the cellular network.

3. Auxiliary Equipment and Services

The use of Auxiliary Equipment and Services requires approval from the OCIO.

3.1 Radio Licenses

All requests for radio service that require a license from Innovation, Science and Economic Development Canada must be routed through the OCIO for approval.

4. Facsimile

An analog line can be provided where needed and feasible to facilitate the connectivity of a facsimile machine.

5. Networks and Communications Acquisitions

The use of Networks and Communications equipment and services that require any level of network connectivity and/or integration, including but not limited to Invitation to Open Calls for Bids must be approved by the OCIO.

The OCIO is responsible for coordinating all activity associated with the provision of long distance services for the University, including the issuance of Invitation to Open Calls for Bids through the Strategic Procurement Office.

6. Service Charges and Payments

Units 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 Unit Head or delegate. See 7. Construction.

For more information see Procedure for Equipment Charges and Procedure for Telecommunication Services Payments.

7. Construction

All planned Networks and Communications services associated with new construction or renovations, are to be included within the construction project budget. The OCIO must approve and assist with project planning for the required Networks and Communication services.

Procedures: