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Guidelines and Procedures for Telecommunications(Feb-26-2002 updates shown in red
typeface)
A. TELECOMMUNICATIONS SERVICES DEPARTMENT The Telecommunications Services Department provides the faculty, staff and students of Indiana State University with telecommunications service and support. This includes the operation, management, and control of all University owned telecommunications facilities, including all University telephone equipment and the University's telecommunications infrastructure. This infrastructure consists of all inter-building and intrabuilding telecommunications cable, telecommunications wiring and telecommunications fiber optic networks, all telecommunications manhole and conduit systems, all telecommunications switching equipment, and all node wiring center patch panels and cabling. 1. Responsibilities: The responsibilities of the Telecommunications Services Department include providing basic telephone service, voice messaging service (voice mail), long distance telephone services, operator services, local exchange carrier (e.g., GTE) telephone directory listing management, pager service, cellular telephone service, billing and service request processing, and consulting, training and support for other telecommunications-related technologies. The Department serves as liaison for the University with state and federal regulatory agencies, and acts as the central point of contact for suppliers of telecommunications equipment, goods and services. The Department will represent the University in all negotiations or discussions with telecommunications providers. 2. Guidelines and Procedures:
The Telecommunications Services Department, with administrative review by
the Associate Vice President for Information Services, has the authority to
establish and implement University-wide procedures governing purchase,
installation and use of telecommunications equipment, goods and services.
This authority also extends to the establishment of service pricing
structures for such equipment, goods and services. B. INSTALLATIONS AND NEW SERVICE The Telecommunications Services Department is responsible for the coordination and implementation of on-campus telecommunications cable installations. It provides University departments with a single point of contact for all installation of intrabuilding and inter-building telecommunications cable and wiring. Coordination by Telecommunications Services will insure the integration of an individual installation with other University facilities and future University networking plans. University departments planning to install telecommunications cable should contact Telecommunications Services for coordination and implementation assistance. Unless approved by Telecommunications Services, any telecommunications wiring done by other departments will be separate and independent from the University's telecommunications infrastructure, and will not have access to wall or floor outlets, conduits, and floor distribution closets. Any harm or disturbance to other networks, traceable to user installed wiring, will require the offending network to be disconnected until the problem has been corrected and restitution received for all diagnostics and repairs which may be required. Activities for which University departments should contact Telecommunications Services include the following: • Installation of additional telephone facilities. • Installation of special information circuits which convey information, including audio, control, data, video, and voice circuits. • Connection of departmental equipment to the University's telecommunications infrastructure. • Telecommunication cable and wiring installation for all new construction or remodeling projects. Installation costs will be charged to the requesting department on a time and material basis or on a flat rate basis depending upon the nature of the work to be performed. Requests pertaining to intranet (e.g., LAN)
connections may be directed to Academic Computing and Network Services.
Video connection requests may be directed to Media Technologies and
Resources. C. SERVICE REQUESTS 1. Service Requests for On-Campus Locations: University departments desiring telephone or other telecommunications services must send a request to the Telecommunications Services Department. Service requests must be initiated in writing (paper or e-mail) by an individual authorized to approve expenditure of funds from the account to be charged for the service requested. Upon completion of the work, the appropriate charges will be assessed against the designated account. The installation and recurring charges for these services will include the cost of use of the University's telecommunications infrastructure. If the service requested is a local exchange carrier (LEC) business telephone line, the requesting department will be billed monthly for charges from the LEC (e.g., GTE) and for the cost of use of the University infrastructure where appropriate. 2. Service Requests for Off-Campus Locations: University departments must place all requests for off-campus telecommunications service through Telecommunications Services. Requests must be initiated in writing (paper or e-mail) by an individual authorized to approve expenditure of funds from the account to be charged for the service. Upon completion of the work, the appropriate charges will be assessed against the designated account. In addition to the installation and recurring charges billed by the vendor, an installation charge may be assessed to connect these services to the University's telecommunications infrastructure. A recurring charge for use of the University's telecommunications infrastructure may also be assessed. 3. Service to Non-University Organizations: The Telecommunications Services Department must be notified of all service requests placed by non-University agencies that require connection to the University's telecommunications infrastructure. Some examples are data services ordered by another school or business to be connected to an ISU computing facility, telephone equipment ordered from GTE by contractors and construction companies working on ISU building projects, or GTE telephone numbers used for special departmental applications or athletic functions. Any service provided by GTE to on-campus locations is terminated at the University demarcation point. The Telecommunications Services Department must complete the installation by extending the service to the actual campus location. The University department contracting or negotiating with the non-University agency may place a service request with the Telecommunications Services Department to connect these non-University services to a University building or location through the University's telecommunications infrastructure. A non-University entity may choose to order service directly through Telecommunications Services on either a temporary or permanent basis. Telecommunications Services will coordinate the installation of service from GTE and will extend this service to the appropriate campus location. The non-University agency will be billed directly by the Telecommunications Services Department for all services rendered. Service requests should include the following:
D. SPECIAL ACCOMMODATIONS FOR HEARING, SIGHT OR SPEECH The Telecommunications Services Department,
upon receiving a written service request from a department, will provide
assistive devices such as text telephones (i.e., TDD - Telephone Device for
the Deaf), visual ring indicators, braille keypads, and volume adjustable
handsets to employees who desire such an accommodation. These same services
will also be available to students who live in University residence halls.
There are no installation or other charges for these services. E. MODEMS The University telephone system is a shared resource. As such, no one individual or activity can be permitted to use the resource in such a manner as to unduly impact the other users. Modem usage characteristics are such that, to preclude this from happening, restrictions must be placed on use of telephone lines attached to these devices. Any modem connected to the University telephone system must comply with the following. • No single call will exceed 120 minutes in length. • No single user, as identified by the username or other means, may regularly exceed 180 minutes in calls to a modem or modem pool each day. • Users must be restricted to ISU faculty, currently enrolled students, or staff. Departments or individuals who have
requirements that exceed these limits may fulfill their needs by obtaining a
GTE business line as described in paragraph C.1 above. F. USE OF PERSONALLY OWNED DEVICES ON UNIVERSITY TELEPHONE LINES Personally owned telecommunications devices
(e.g., telephones, modems, answering machines) may be connected to
University telephone lines. Any such devices must be compliant with Part 68,
FCC Rules. The University will not be responsible for any damage to
personally owned equipment, nor make repairs to it. Cost of repairs for any
damages to University property resulting from use of devices that are not
compliant with Part 68, FCC Rules, or from improper use of compliant
devices, will be charged to the responsible individual. G. TOLL-FREE (800 / 888 / 877) TELEPHONE SERVICE Departments desiring to establish a toll-free
number must send a written request (paper or e-mail) to the
Telecommunications Services Department stating the coverage desired (e.g.,
intrastate, interstate, international) and giving the account to be charged.
These requests must be initiated by an individual authorized to approve
expenditure of funds from the account to be charged for the service.
Telecommunications Services will then make necessary arrangements with the
carrier. A monthly bill with call detail and charges will be sent to the
responsible department for review. H. CELLULAR TELEPHONES AND PAGERS Cellular telephones and pagers charged to University accounts must be procured through the Telecommunications Services Department. This centralized management helps to ensure these services are obtained at the lowest cost. 1. Cellular Telephones: Rental of this equipment requires approval of the Provost or the appropriate vice president. After a department receives this approval, a written request, signed by the head of the department, must be sent to the Telecommunications Services Department authorizing payment of the cellular expenses from the requesting department's account. The request must also include a statement that the Provost or the appropriate vice president has approved the request. Monthly bills will be forwarded to the responsible department for review. The following guidelines will apply to use of University provided cellular telephones. a. Because a charge is applied to each minute of an incoming or outgoing call, do not use the cellular telephone if a standard telephone is available. b. Do not make changes to your cellular telephone service (e.g., adding free nights/weekend calling, call waiting, etc) through direct contact with the service provider (e.g., GTE Mobilnet). These services must be approved by the Provost or vice president, and the changes made through Telecommunications Services. c. If no standard telephone is available, cellular phones may be used for placing a personal call in the event of an emergency. If personal calls, other than that described above, are made, the employee will be required to reimburse the University for the cost of such calls, applicable federal and state taxes, and an additional $5.00 per call for the cost of billing, and processing. Reimbursement must be made by personal check payable to Indiana State University and delivered to the Office of the Controller within fifteen days of notification of the charges. Reimbursement payments will not be credited to departmental budgets. Repeated violation of this restriction may also result in disciplinary action. 2. Pagers:
Pagers ("beepers") with state, regional, or national coverage are available.
A written (paper or e-mail) request must be sent to the Telecommunications
Services Department by an individual authorized to approve charges against
the responsible account, authorizing payment of the pager expenses.
Departments will be billed monthly for these services. I. DIRECTORY ADVERTISING All directory advertising in white pages and
yellow pages must be established through the Telecommunications Services
Department. Requests for such advertising must be made, in writing, by an
individual authorized to approve expenditure of funds from the account to be
charged. Any charges for the service will be billed monthly to the
responsible department. J. BUSINESS LONG DISTANCE CALLING All business related long distance calls made from campus telephone are placed by using the IHETS SUVON system or a University long distance telephone authorization code. University-issued calling cards are available for use when off-campus. Long distance telephone authorization codes and calling cards are available from the Telecommunications and Networking Services Department. Departments will be billed monthly for all charges incurred through use of the authorization codes or standard calling cards. Departments may also purchase pre-paid calling cards for use when off-campus, provided complete logs of all transactions using these are retained by the department so that usage can be audited. Collect calls may not be accepted, and toll calls from a third number may not be charged to a University telephone. 1. Obtaining Long Distance Codes and Standard Calling Cards: Long distance authorization codes and standard calling cards for business use are issued to individuals when requested in writing (paper or e-mail) by the head of the department or her/his designated agent. The person to whom these codes or cards are issued is responsible for all calls placed using the code or card number. Codes or cards may not be used by anyone other than the person to whom they are issued. Charges incurred by the use of these codes or cards will be billed to the department on a monthly basis. Departments are responsible for reviewing bills and advising the Telecommunications and Networking Services Department of any discrepancies. 2. Prepaid Calling Cards: Departments may purchase prepaid cards through standard procurement procedures and from such sources as are acceptable to the Purchasing Department. Departments will ensure that any prepaid cards purchased have a lower per minute cost, including any surcharges, than that of the University-issued standard calling card. To ensure accountability and to provide auditable records, departments must keep a listing of all prepaid cards purchased, to include the following information:
Departments will also keep a call activity log for each prepaid card used. This log must contain the following information:
The department head must review the log
for each prepaid card monthly and verify all calls placed with it were for
legitimate University business. When all minutes on a card have been used,
the card and its log will be retained in department files for three years. 2. Restriction on Personal Calls: Telephone authorization codes, standard calling cards, and prepaid calling cards issued for business use may not be used for personal calls or personal faxes, nor may the SUVON system be used for such calls. (See Paragraph K for information on obtaining codes for personal use.) University-issued standard calling cards and prepaid calling cards may be used for placing calls to the holder's residence when extensive travel is required and report of safe arrival is necessary. Such calls should be limited to three minutes or less. If personal calls, other than these, are made using University business use authorization codes, standard calling cards, prepaid calling cards, or SUVON, these will be considered as unauthorized personal toll calls. The employee will be required to reimburse the University for the cost of such calls, applicable state and federal taxes, and an additional $5.00 per call for the cost of investigating, billing, and processing. Reimbursement must be made by personal check payable to Indiana State University and delivered to the Office of the Controller within fifteen days of notification of the charges. Repeated violation of this restriction may result in disciplinary action. 3. Cancellation of Long Distance Call Authorization Codes or Calling Cards a. Lost or Stolen Cards and Codes: If a long distance authorization code or University-issued calling card is lost or stolen, the holder must notify her/his department and the Telecommunications Services Department as soon as possible by telephone or e-mail. The Telecommunications Services Department will notify the long distance carrier of the loss of the calling card and arrange for cancellation. No calls may be charged to an authorization code or calling card number after it has been reported lost or stolen. b. Termination or Transfer of an Employee: When an employee who has a long distance telephone authorization code or calling card terminates employment or transfers to a different department, the responsible department must advise the Telecommunications Services Department, in writing, to cancel the code or card. The calling card must be returned to Telecommunications Services for cancellation. Employees are not authorized to continue using an issued code or card past the last day of employment with the responsible department. 4. Unauthorized Use of Long Distance
Calling Codes: Any use of another
individual's code without specific permission will be investigated by the
ISU Public Safety office and may result in actions ranging from
administrative disciplinary action to filing of criminal charges.
Reimbursement of the cost of the call, all applicable taxes, and a $25.00
per call investigation charge will be required for any calls not authorized
by the person to whom the code was issued. K. PERSONAL LONG DISTANCE CALLS Faculty, staff and students may place personal long distance telephone calls and personal long distance fax calls from University telephones only through the use of personal long distance telephone authorization codes or personal calling cards. 1. Acquiring Personal Authorization Codes: At the beginning of the first semester of each academic year, students living in residence halls and University apartments are issued authorization codes for use in making personal long distance calls. Faculty, staff, and those students who do not live in University housing may apply for a personal long distance authorization code. Personal long distance authorization codes can be used to place personal long distance telephone calls from most telephones on campus, including all residence hall student room telephones. Areas or departments may also require individuals to obtain prior approval for personal use of telecommunications equipment assigned to the department. For more information on personal authorization codes, contact the Telephone Services Center, extension 4178. 2. Restrictions on Personal Calls: With such exceptions as noted above, personal long distance telephone calls • may not be billed to University telephones. • may not be made using a long distance authorization code issued for business use. • may not be made using a standard or prepaid calling card issued by the University for business use. • may not be made over the IHETS SUVON system. • Personal collect and third party calls may
not be accepted at University telephones. L. UNAUTHORIZED USE OF LONG DISTANCE CALLING CODES Any use of another individual's code without
specific permission will be investigated by The ISU Public Safety office and
may result in actions ranging from administrative disciplinary action to
filing of criminal charges. Reimbursement of the cost of the call plus a
$25.00 per call investigation charge will be required for any calls not
authorized by the person to whom the code was issued. M. UNIVERSITY LOCAL SERVICE BILLING Charges for line and local service are based
on the telephone inventory carried by the departments. The inventory listing
is sent out yearly for departments to verify for accuracy. Line and local
charges are established by the Telecommunications Services Department for
each fiscal year. The line and local charges are assessed against the
inventory and are automatically deducted each quarter from account numbers
provided by the departments. N. USE OF UNIVERSITY TELECOMMUNICATIONS FOR PRIVATE BUSINESS ENTERPRISES University employees and students shall not
use University telecommunications resources in the conduct of private
business ventures. Such use is permitted for commercial firms under contract
to the University. Faculty use of these services while acting as a
consultant fall under the Professional Consultant Service policies
established in the Indiana State University Handbook. O. MARKETING OF TELECOMMUNICATIONS SERVICES BY VENDORS Any vendor or other entity desiring to market
telecommunications goods and services on campus or in University facilities
must obtain prior approval from the Director of Purchasing. Approval will
not be given when the product or service being marketed would be in direct
competition with a service provided by the University, either through its
own resources or through a contractor, or a product/service provided by a
vendor with whom the University has an exclusive arrangement. P. TELECOMMUNICATIONS INSTALLATIONS IN NEW AND REMODELED SPACE Telecommunications encompasses all forms of information transport and processing, not just the traditional concerns for voice-only systems. Voice, data, video, control and audio are all telecommunications ingredients of a modern building. The procedures outlined in this section cover issues relating to the funding, division of responsibility and program statement requirements for telecommunications installations in new or remodeled space. 1. Funding: Funding of telecommunications facilities for new and remodeled spaces parallel those for other utility systems. The funding guidelines for telecommunications are as follows: a. Work Area Components: Work area components (e.g., computers) extended from the telecommunications wall or floor outlet, excluding telephone sets, will be treated as other movable equipment required in a new or remodeled area. Departments are responsible for the funding of such equipment. The department may request that funds be included in the project for work area components as part of a request for equipment funds. b. Building Telecommunication Distribution Facilities: The project must include funds for all telecommunication distribution facilities required within the building. Intrabuilding facilities include all telecommunications wall or floor outlets, building cable (copper and fiber optic), telecommunications distribution frames, enclosures, electronic equipment areas, conduits, raceways, and cable trays. It also includes electronics associated with the common data and video distribution systems serving the building. Departments having dedicated systems must fund any electronic devices required to serve their systems. c. Interbuilding Telecommunication Distribution Facilities: Funds to provide new or upgraded telecommunication distribution facilities to the building must be included in the project. d. Relocation of Telecommunication Distribution Facilities: Any existing telecommunications facilities or infrastructure that must be relocated as a result of new construction or remodeling must be funded by the project requiring the relocation. e. Additional Telephone Lines: New telephone lines added as a result of the remodeling or relocation to new facilities must be funded by the requesting department. 2. Installation Responsibilities: The responsibilities for the various functions relating to telecommunications installations in new and remodeled spaces are assigned as follows: a. The Telecommunications Services Department is responsible for the development and maintenance of standards for intrabuilding wiring, installation of mechanical and electronic portions of the intrabuilding distribution facility, and for connection to the telecommunications infrastructure. b. The Facilities Management Department is responsible for including the Telecommunications Services Department in the design and preparation of specifications for new and remodeled facilities. Facilities Management will include Telecommunications Services in the review of the project during the program analysis and schematic design phases and during the balance of planning and construction. c. The architect is responsible for developing adequate space within the building, in accordance with program requirements, for telecommunications enclosures, equipment areas, conduits, raceways and cable trays, and is responsible for the detail design of all telecommunications facilities required in the building. d. Installation of all conduit, raceways and cable trays will be a part of the electrical bid. e. The installation of all telecommunications wiring, distribution frames and devices may be bid as a separate division of work or be included in the electrical bid of the project. The installation in either case will be performed by a qualified telecommunications contractor. f. The architect/engineer, or an authorized representative from Telecommunications Services or Facilities Management, is responsible for monitoring the quality of work performed in the installation of the telecommunications systems. g. The architect is responsible for integrity testing of the telecommunication facilities after completion of the work. The specifications for the tests will be developed by the Telecommunications Services Department. These specifications will be included in the project construction contract documents. h. The Telecommunications Services Department
will coordinate all contacts with outside vendors concerning requests for
telecommunication network service connections. Q. PROTECTION OF THE TELECOMMUNICATIONS DISTRIBUTION SYSTEM The University owns and maintains the entire interbuilding telecommunications distribution system on the Indiana State University campus. Protection of this system from potential damage caused by digging, excavating, or activity affecting the utility tunnel system is necessary if major disruptions of vital telecommunications services are to be avoided. Any department doing or contracting work that might result in damage to cables must insure either it or its vendor takes every action needed to protect the cables. 1. Procedures for Locating Telecommunications Cables: When underground work is anticipated, Facilities Management, (812) 237-8100, must be notified forty-eight hours before the work is started. If emergency work requires immediate action in locating telecommunications cables, the vendor may also call the Telecommunications Services Department at (812) 237-4183. 2. Liability and Restitution for Damage: When a copper or fiber optic cable is damaged, alarm, data, video, voice, and other services vital to the operation of the University are disrupted until repairs can be made. Outages can range from a few hours to days. If the supervising department or its vendor did not call Facilities Management for campus utility locating services, or called and the location information received was accurate, the department or its vendor will pay the actual cost of the repair plus a 20 percent overhead charge. In any situation not covered above, responsibility for the cost of repairing damage to a copper or fiber optic cable will be resolved on a case by case basis. Any repairs to copper or fiber optic cable will be performed by a qualified telecommunications contractor of the University's choosing.
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