STATE UNIVERSITY OF NEW YORK AT BINGHAMTON

OFFICE OF THE VICE PRESIDENT FOR ADMINISTRATION

Policy Type:
Facilities and Property

Policy Number:
403

Last Date Revised:
2/3/14
Policy Title:
University Telephone Equipment and Services
The following office is responsible for the accuracy of the information contained in this policy:

Telecommunications

TELEPHONE USAGE GUIDELINES

Summary
Telephones, including both wired (desk phones, including VOIP) and cellular phones issued by the University and paid for by the University are, like all other University assets and services, intended to be used for the purpose of conducting official University business.

Local and Toll (long distance) Calls
All calls placed from University telephones must be limited to those essential to the conduct of University business and should be as brief as practical.  All calls should be dialed directly.  Charges for all local and toll calls, excluding international calls, are included in the monthly charges paid by each department in their monthly phone bills as a flat rate.  Department staff should continue to monitor the calling patterns of employees by logging onto the Telecom website and reviewing the monthly telephone bills. Each department should identify an individual who is responsible for the review and approval of all telephone acquisitions and related expenses. This includes monthly cellular usage as well as wired phone (including VOIP) usage. Employees should reimburse the University for costs of any personal calls made on University-sponsored telephones.

Calling Cards
Calling Cards are no longer issued by the BU Telecom office.

Collect Calls
Collect calls should not be accepted, except when directed by a supervisor, or in actual emergencies.

Calls from employees to report absenteeism or tardiness are chargeable to the employee and may not be made collect. Calls of this type, which involve operator assistance, incur surcharges over and above the cost of a directly dialed call. Third party calls can not be charged to University telephone numbers.

GUIDELINES FOR TELEPHONE SYSTEMS

Telephone service will be provided to meet the requirements as defined by the department head and office managers at the current approved charge back rate.

Customer provided equipment - Privately owned telephone equipment may be utilized under the following conditions: The individual or department is responsible for all maintenance of that equipment.  The individual or department using privately owned equipment will be billed at rates similar to those for equipment that would normally be provided by the University. The equipment must be registered with, and installed in a manner approved by the University Telecommunications Office. Requests for maintenance to be performed on the customer-owned equipment will be billed at applicable maintenance service charges.

When a customer provides his or her own equipment and asks for maintenance to be performed on the customer-owned equipment, he or she will be billed for applicable maintenance service charges.

Data connections - Requests for data circuits should be initiated by a work order request emailed to the Telecommunications office. Installation charges will be billed to the department or person requesting the service.

Voice Mail / Answering Machines - Voice mail is provided to all faculty and staff telephone users. Users are asked to avoid connecting automatic answering machines onto the BU campus telephone network.

Enhanced features, i.e., speed calling, call forwarding, transfer, conference, etc. will be provided to faculty and staff at no additional charge whenever possible.

All off-campus connections will be terminated in the University Union B49, which is designated as the Telecommunications demarcation point for the University. 

Relocation, modification, or removal of telephone equipment, cable, and/or wire by University employees, other than Telecommunications personnel, is strictly prohibited and disciplinary action may result.

Employees shall not use hand-held mobile telephones while operating state or personal vehicles on public highways when conducting state business.

DEFINITIONS

VOIP - Voice Over Internet Protocol refers to communications services such as voice, fax, and voice-messaging that are transported via the data network and internet rather than the public switched telephone network.


 

Management Procedures
100 - Budget and Finance 600 - Personnel and Payroll
200 - Business Affairs 700 - Binghamton University Foundation
300 - Information Technology and Information Security 750 - Research Foundation
400 - Facilities and Property 800 - Security and Safety
500 - Institutional Services 900 - Office of the Provost