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Memorial University of Newfoundland

  Memorial University of Newfoundland

Telecommunications

Approval Date: N/A

Effective Date: 2013-04-09

Review Date: 2021-05-01

Authority:

The Vice-President (Administration and Finance) through the Director of Information Technology Services (ITS); the Vice-President (Grenfell) and the Vice-President (Marine Institute).

Purpose

To advise the University community regarding telecommunications services.

Scope

Applies University-wide, for all telecommunications services, whether paid from University funds or grant funds.

Definitions

Telecommunications Services — All activity involving telephone lines, telephone sets, cellular devices, telecommunications equipment, long distance services, radio and cellular licenses, telephone calling cards, and telephone features, terminating at all University offices and locations.

Unit Head — For the purpose of this policy, Unit Head means Dean, Director, Executive Director, the University Librarian, the University Registrar, Associate Vice-President and Vice-President as per the circumstance.

Policy

The University provides telephone lines, telephone sets, related telephone equipment and other telecommunications services needed to efficiently conduct the affairs of the University.

Information Technology Services is responsible for the ongoing review of all telecommunications services, the introduction of new services or products, and telecommunications strategic planning.

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

An application for deviation from these guidelines may be made to the Vice-President (Administration and Finance) through the applicable Vice-President at the St. John's Campus, or Vice-President (Grenfell Campus) or Vice-President (Marine Institute), where appropriate.

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 Unit 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 Unit 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:

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, Information Technology Services.

3. Relocations

The relocation of telephone lines, sets and related telecommunications equipment must be requested by the appropriate Unit 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 Unit Head.  See 10. Construction.

Information Technology Services 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.

Information Technology Services maintains an inventory of all telephone lines and related equipment and services which appear on the monthly invoice. See Procedure for Equipment Equipment and Long Distance Charges and Procedure for Telecommunication Services Payments.

5. Long Distance Services

Information Technology Services 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 Information Technology Services, and with the approval of the Unit 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 Information Technology Services for approval. Invoices are paid directly from the requesting department's budget by Information Technology Services.

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 Information Technology Services. 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

Information Technology Services 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. Information Technology Services will assist with project planning for the required telecommunications services.

Procedures

For inquiries related to this policy:

Information Technology Services (709) 864-8116

Sponsor: Vice-President (Administration & Finance)

Category: Operations

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s)

Approval Date 0000-00-00   Effective Date 1985-11-01

Procedure for Cellular Usage

Approval Date: 2014-07-25

Responsible Unit: Information Technology Services

Cellular Requests

  1. All requests for cellular telephones, cellular air packages, wireless handheld devices (or similar) or related equipment, must be routed through Information Technology Services. Requests for cellular equipment or services, whether purchased, leased or rented - including acquisitions funded from grants - must be approved by the appropriate Unit Head, to ensure that University guidelines are followed.
  2. Information Technology Services evaluates each request on an individual request basis to ensure that the acquired cellular device and services meet the subscriber's University business requirements at the lowest cost.
  3. Information Technology Services provide advice and recommendations regarding equipment, network, accessories and payment method.
  4. Information Technology Services issue the purchase orders, create accounts and arrange for payment of all charges.
  5. Requests for changes to existing cellular accounts are to be directed to Information Technology Services.

Cellular Payment

  1. All invoices must be directed to Information Technology Services.
  2. Billing costs are separated into equipment and long distance charges. Invoices are paid directly from the requesting unit's budget by Information Technology Services.
  3. Copies of invoices are mailed to units for reconciliation of costs. Cellular subscribers/users are responsible for reconciling all charges associated with cellular usage. Discrepancies and enquiries may be directed to Information Technology Services.

Cellular devices are provided for University business only. Where, in special circumstances, a cellular device is used for purposes other than University business, and expenses are incurred as a result, payment of all such expenses, including all applicable taxes, must be made to the Cashier or Bursar’s Office.


Procedure for Equipment and Long Distance Charges

Approval Date: N/A

Responsible Unit: Information Technology Services

Departments are responsible for maintaining a record of purchased telephone equipment, such as telephone sets.

Departments are responsible for budget estimates associated with long distance.


Procedure for Reporting Telephone Trouble and Repairs

Approval Date: 2014-07-25

Responsible Unit: Information Technology Services

All telephone service problems are to be reported to the University telephone operator by dialing "0", or by mail, to phonerepairs@mun.ca.

A reasonable response time is expected for service repair (e.g. less than one hour for major problems such as a line out of service; for minor problems, a twenty-four hour response time should be expected). Costs associated with the repair and/or replacement of telephone equipment is the responsibility of the client unit. 


Procedure for Telecommunication Services Payments

Approval Date: 2014-07-25

Responsible Unit: Information Technology Services

Reconciliation of equipment and long distance charges is the responsibility of Unit Heads. For reconciliation purposes, monthly telephone invoices are made available through various means. Some invoices are available in Banner Finance, while others are mailed out as hard copies.

Information Technology Services notifies units whenever changes are made to the distribution process. Invoices detail the total of the monthly charges, the equipment and network access costs, service fees, long distance charges, appropriate taxes, and any other charges and credits. The local service provider provides a detailed list of equipment and network access; the long distance provider provides details of long distance calls. Invoices are paid directly from the requesting unit's budget by Information Technology Services.

Discrepancies are to be reported to Information Technology Services for investigation and, where necessary, adjustments.

 


Procedure for Telephone Service Request

Approval Date: 2014-07-25

Responsible Unit: Information Technology Services

All requests for telephone service, such as installations, relocations, or removals, must be made by email to telecom@mun.ca, or on the appropriate, "Request for Telephone Service" form and must be approved by the Unit Head, and forwarded to Telecommunications for processing.

All requests for service are reviewed by Telecommunications to ensure that the requested service meets the specific needs in the most economical manner.