UCR Policies and Procedures

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Campus Policy Number: 350-80

Telephone Equipment, Charges

Policy Owner: Communications
Effective Date: 4/17/97

Communications services the voice and network needs of the campus. Call Ext. 3980 for general information and current rates.

  2. Departments are responsible for three types of monthly communication charges (voice mail is optional):

    1. Communication charges: i.e., the charges for the line "787-4741"
    2. Equipment charges: telephone instrument attached to the line
    3. Toll charges: the outgoing calls placed on a line
    4. Voice mail: allows users to create, send, receive and reply to voice messages from any touch-tone phone.

    2. Single line: a telephone with the capability of only one line service

      Multi-line: a telephone with the capability of more than one line of service.

      Extensions: additional access to an existing line.

      Toll access: a telephone line having access to off-campus numbers, and access to the Pacific Bell Switching Center

      Data and/or data circuit: a four-wire cable going alarm from point A to point B.

      alarm circuits: An alarm circuit is a two-wire cable going from point A to point B.

      There is a monthly charge for each telephone line, or number. The charge is based on whether the line is single-line or multi-line. The multi-line charge is the same whether the equipment is 5-button, l0-button, or 34-button.

      Included in the line charge for each campus number are the following features:

      -- Call transfer -- speed calling

      -- Call park (hold) -- saved number dialed

      -- Three party conference -- last number dialed

      Optional features such as call forwarding, call divert, call waiting, and camp-on are available for a nominal monthly fee.

    4. A monthly charge is assessed for multi-line equipment and is based on whether the telephone is a 5 button, 10 button, or 34-button model, etc. Included in the charge for all Merlin and Mitel telephones is full maintenance for the equipment.

      If you have department-owned equipment (StarPlus only and they must be purchased through UCR Purchasing Dept.), labor charges are billable for time spent diagnosing problems.

    6. UCR is a Business Customer of Pacific Bell. This is why we are charged for local calls made to some prefixes (zone 1). The rate varies according to the time of day the call is made, i.e. Daytime (8am - 5pm) - approximately 4 cents for the 1st minute & 1 cent each additional minute; evening (5pm - 11pm) rates are discounted 30% and Night (11pm - 8am) rates are discounted yet another 30%.

      UCR receives tax exempt status for toll charges. Personal use jeopardizes this status. Direct-dial calls are lower in price than credit card or operator-assisted calls and are therefore encouraged for university business.

      The following classes of service determine which calling area a telephone line will service:

      Class 1 -- Worldwide

      Class 2 -- USA (Alaska & Hawaii)

      Class 3 -- California only

      Class 4 -- Southern California only

      Class 5 -- 909 toll calling area only

      Class 6 -- Riverside, non-toll area only

      Class 7 -- On-campus calling only

      Departments can choose the class of service they wish for each line, controlling toll charges in the process.

  4. All telephone charges are automatically billed via the monthly DEX system to the account/fund designated by the department. Departments are urged to reconcile their DEX monthly and call Communications immediately (Ext. 3980) if there are billing questions. Inquiries regarding charges are limited to the current fiscal year. No credits can be given for calls under 5 minutes and/or $5.00 in cost.

    One total (or one per cost center, if applicable) appears on the DEX for recurring monthly charges to object codes 4015 (voice) and 4010 (data). A Summary Report detailing these recurring charges is sent to each department at the beginning of each fiscal year. A new (revised) report is sent each time a work order increases your monthly charge for any given billing period. Tolls, by extension number, appear under object code 4016 and workorders, by workorder number, appear under object code 4017.

  6. All telephone and network service requests (i.e., installations, number changes, removal of service or disconnects, changes in existing equipment, a new network connection) must be submitted on a Communications Order Form or a Network Request Form. These forms are available from the Communications Office by dialing "O". The forms must be signed by the department head or other personnel with signature authorization for the fund indicated. Verbal requests cannot be accepted. Services are provided on a time and material basis. Annual rates are reviewed and published by the Committee on Sales & Service Activities (COSSA). For a copy of the current rates, call X3980.

    Repair/trouble calls on UCR-owned telephones (Merlins, Mitels, SRXs and single line instruments marked with a UCR ID tag) will receive priority over new installations. Repair and/or replacement of instruments due to customer negligence will be billable. To report trouble, call Ext. 3939, x1

    Stolen telephones should be reported to the campus Police (X5222) and to Communications, Ext. 0.

  8. Only numbers that are used for recurring campus occasions will be reserved. Personal telephone numbers will not be reserved. Departments disconnecting telephone service during the summer months can ask if the disconnected number is available when requesting a reconnect. If it is still available, the number will be assigned to the reconnected telephone.

  10. University telephones are provided for University business only. It is the responsibility of each department to ensure that personal calls do not interfere with University business. It is not appropriate to charge personal long distance calls to University telephones even though reimbursement for the calls is later received. Because the University's telephone service is tax exempt, personal use jeopardizes this tax exempt status. Departments MUST ensure that personal long distance calls are charged to home phone numbers or that a pay phone is used. Locations of pay telephones appear in the campus directory.

  12. One systemwide telephone directory is distributed to each person listed in this directory.

    A campus directory is published each fall and distributed in quantities equal to the number of telephone users per department. To request additional directories, call Mail Services. Updates to our electronic data bases is an on-going process. Current listings are viewed by departments via the Web and corrections for the departmental listing are submitted to terri.mcdonald@ucr.edu.

    The TEL program (Telephone Employee Listing) is the client server program written to support the campus telephone individual database. The campus directory and systemwide directory lists come from the database.

    There is a "READ-ONLY" version of TEL available to anyone on campus with the hardware and software requirements. The "EDIT" version is assigned to one person in each department who makes the additions/changes for their department as needed. This is an on-line program so the changes are immediate. Send email to helpdesk@ucr.edu if you would like Microcomputer Support to install the read-only version on your PC.