ABAC Telecommunications Policy 

PART I:  VoIP POLICIES AND PROCEDURES

With the move from Centrex phone lines to a VoIP phone system, the College will need to adhere to the policies and procedures included in this document to ensure successful implementation and operation.  This is a dynamic document and should be reviewed frequently throughout the implementation process and annually following the implementation of the phone system.

Moves/Adds/Changes (MAC)

Any individual housed on the ABAC Campus can request a change to their phone configuration.  For example, if an individual changes his/her name, this information should be provided to the VoIP administrator so that the change can also be made in the phone system.  If an individual is moving offices, he/she should inform the VoIP administrator.  We must maintain an accurate phone/data/network configuration as our local 911 responders will rely on the data sent via our phones and data port locations to know where to respond on campus.  If an individual moves to a new location without notifying OITS, the outcome could result in 911 not reaching the destination in time to save a life.

A simple change which does not require the installation of a data/phone port will be processed within 3-5 days of the date on which the request was made.  Changes requiring the installation of data/phone ports will typically be processed within 15 working days of the date on which the request was made.  Installations of a more complex nature may take longer.  If an installation requires electrical installation, costs may be incurred by the department making the request.  

To establish a new phone account for a new employee, complete the ABAC Employee Account Request Form available at ABAC Central under Documents and Forms, Technology.

To request a move, add or change to the phone system, please complete the form available at the OITS home page web site:  www.abac.edu/oits.  Upon submission of the form, the department supervisor will receive a copy of the request.  If the change is supported by the supervisor, the supervisor should forward the e-mail to techsupport@abac.edu.   Techsupport will then indicate receipt of the request and inform the individual of the timeframe for completion. 

Voice Message

All direct dial lines are configured with voice mail.  The announcement which the caller will hear upon reaching an employee's voice mail should be professional, timely and changed as needed based on the employee's schedule.  For example, if an employee is out of town, the announcement should indicate the date on which the employee will return to the office and provide an alternative number such as the division/department phone number.

You can record several different announcements and then later select the one that is appropriate for the situation.  As this is a new approach to communications for us, the most challenging task is that of remembering to change the announcement--the technical part is easy. 

Sample announcements: 

"You've reached the office of Nosmo King, Office of Student Enrollment Services at Abraham Baldwin College.  I am currently either on the phone or away from my desk.  Please leave a brief message so that I may return your call." 

"Today is Monday, September 6.  You have reached the office of Nosmo King, Office of Student Enrollment Services at Abraham Baldwin College.  The college is closed today for the Labor Day holiday.  Please leave a message or call again on Tuesday, September 7.

"Today is Wednesday, November 3.  You have reached the office of Nosmo King, Office of Student Enrollment Services at Abraham Baldwin College.  I will be out of the office until Monday, November 8.  Please leave a message and I will return your call upon my return.  If this is an emergency, please contact the division office at xxx-xxxx."

Remember:  Keep the announcement clear, concise and professional.  Also, use the handset when recording the message, rather than the speaker, to improve clarity.

Voice mail will only be turned off during lengthy breaks such as the Christmas through New Year's College holiday or others as directed by the President's Cabinet.

Voice Mail Password Resets

Should you forget your voice mail password, contact the VoIP Administrator at 4848 to have your password reset.

Conference Call Procedures

Contact the VoIP Administrator at 4848 to schedule a conference call.  Please allow a minimum of 48 hours lead time for conference setup.

Procedures for Disposal of Analog Phones

You may disconnect your analog phone once it is no longer being used. OITS will visit each area to collect phones no longer being used. 

Information (411 & 555.1212)

Due to the additional costs as well as the availability of web sites providing phone information, the College will not provide information services.  If users are in need of a phone number, they should access www.whitepages.com, www.anywho.com or another comparable web service.  (President's Cabinet Meeting, December 9, 2004).

ABAC Telecommunications Policy

PART II:  Long Distance Telephone/Wireless Communication DeviceS (WCD)/Cellular Telephone  Usage

Background

OPB Policy Memorandum No. 4 (Revision 8) effective August 1, 2004, required each state agency, including institutions, to manage and minimize the costs of using telecommunications equipment and services. Each agency is required to develop a telecommunications policy to control and minimize telecommunications costs by the following means:

  1. Control the cost of usage sensitive services by: a) promoting proper use of long distance, telephone calling cards, devices having per minute access charges such as cellular or trunked radio connectivity, b) monitoring the related costs, and c) prohibiting personal or non-job related long distance telephone calls from State and non-State telephones and charging the costs to the state, whenever possible.
  2. Prohibit use of charge based directory assistance such as 411 and (area code)-555-1212.
  3. Prohibit use of 511, 900, and 976 phone service unless job related.
  4. Control the costs of wireless access by carefully managing the use of state devices for unauthorized purposes.
  5. Consider a shared pool of devices and services within units.
  6. Control the costs of auxiliary communications equipment by limiting the personal use of facsimile equipment, computer communications, scanners, printers, pagers and other state provided technology.
  7. Ensure that fixed services are utilized by employees rather than wireless devices generating usage sensitive charges when fixed services are readily available.
  8. Maintain an inventory of all wireless devices that lists each individual device, the service provider for such device and the individual or unit to which the device is assigned. Such inventory must be kept current and made available for inspection by the Department of Audits, the Governor’s Office of Planning and Budget and/or the Georgia Technology Authority upon request.

Long Distance Telephone Usage

It is the policy of Abraham Baldwin Agricultural College (ABAC) that the use of the College's long distance telephone services is limited to official ABAC business. Further, State law precludes ABAC employees from using State resources for personal gain or benefit. Personal use is prohibited.

 

The department head is responsible for the business and financial operations of the unit including implementation of appropriate operating procedures and internal controls. Long distance telephone charges are included in this area of responsibility. Violation of this policy may result in disciplinary action, up to and including termination.  It is the responsibility of the department head to ensure that personnel within the department are adhering to this policy.

 

Wireless Communication Device (WCD)/Cellular Telephone Usage 

It is the responsibility of ABAC and each of its budgetary units to implement procedures to effectively use communication services and equipment at the lowest possible cost. With the rapid growth in cellular telephone availability and usage, and with the ABAC philosophy of unit based management, heads of budgetary units or their designee are authorized to acquire cellular telephone service and instruments through ABAC Purchasing.  The guidelines below address college-owned devices, privately-owned devices and mobile broadband services.

 

 

College-Owned Wireless Devices

Guidelines for Acquisition and Use


A College-assigned cellular telephone and service (including Blackberry devices and services) may be an appropriate resource to conduct College business when it is demonstrated that an employee cannot perform his or her duties without a cellular telephone or that improved performance ensuing from a cellular telephone will justify the investment. The department is to maintain the approved justification documentation for each cellular telephone in its inventory. Criteria for determining the need for a cellular telephone - Where communications needs cannot be met with other available alternatives such as a paging device, a radio, or standard telephone equipment, a department may issue a cellular telephone to an employee. Examples of conditions under which a cellular telephone may be issued if these criteria are met include the following:

 

  • A WCD/cellular telephone may be needed for employees whose job includes responsibility for protecting the physical safety of the general public and/or responding to environmental emergencies;
  • A WCD/cellular telephone may be needed for on-call personnel required to respond to critical system failures or service disruptions;
  • A WCD/cellular telephone may be needed for additional protection for the employee in potentially hazardous working conditions and/or isolated areas;
  • A WCD/cellular telephone may be needed for an employee that is expected to do business while commuting and moving from appointment to appointment and/or has frequent travel;
  • A WCD/cellular telephone may be needed for an employee who cannot adequately meet communications needs with other available alternatives such as a paging device or a radio;

Specific College offices will assist as resources to determine the necessity for WCD/cellular telephone service and monitor usage:

  1. Each Vice President shall determine if WCD/cellular telephone service is necessary for a faculty or staff member to perform his or her duties and make the request for service to OITS;
  2. OITS will maintain an inventory of wireless devices in shared pools and individually-assigned, by type. The inventory of WCDs shall document: each individual device type, the service provider for such device, the number of the wireless device, the monthly service cost, the department number, the assignee (individual user or organizational unit in the case of shared/pool devices), the justification for necessity, and the authorized uses of the wireless or mobile devices. Such inventory must be kept current and made available for inspection by authorized offices or agencies;
  3. The Office of Procurement will maintain procedures for purchasing to ensue that state purchasing guidelines and policies are being adhered to;
  4. OITS must be notified of all changes to assigned WCD/cellular telephones;
  5. The individual to whom a WCD/cellular telephone is assigned is responsible for safeguarding the equipment and controlling its use. Employees are expected to avoid the use of the equipment under any circumstances where such use might create or appear to create a hazard.  If a device is stolen, the theft must be reported to the ABAC Police.  The cost of a lost device must be reimbursed to the College at a depreciated value based on a straight-line depreciation over the product's life cycle; and
  6. Upon termination of employment, the unit head is responsible for ensuring that all devices have been returned by the employee.

Approval and Ordering


Requests for cellular devices and services must be approved by the Director of OITS and the VP for the requesting area.  The request should state the justification based on the criteria above as well as other options that have been considered and determined to be ineffective. 

 

After approval, a purchase request for WCD/cellular telephone device and/or services should be submitted to the Procurement Office along with a copy of the approval by OITS. Wireless devices and services are available under statewide contracts. Devices/services may also be obtained from carriers having contracts directly with the University System. If carriers under statewide University System contract cannot provide required service, a waiver may be requested from the Procurement Office. Documentation of the need for the waiver must be provided. Any contracts signed by an unauthorized employee are, in effect, personal obligations of the employee.

Payment


Cellular services will be billed directly to the ordering department, based upon the information on the purchase order. The user of the service will review and verify charges on the invoice and then forward the approved invoice to the Business Office for payment.

 

Managers of employees using College-owned telephones are required to provide oversight to ensure that all personnel with the department are adhering to this policy. If a manager identifies any non-reimbursed personal calls, which have not been reported by the affected employee, the department will collect the cost of such call(s) from the employee and take any appropriate disciplinary action.

Personal Usage


Cellular phones assigned to College faculty or staff members are for official business use only. Reimbursement to ABAC for any cellular call for personal use should be deposited with the Business Office (Tift Hall) by the department, along with a copy of the annotated bill noting the personal call and cost.

 

Right to Monitor Communications and Open Records

The College reserves the right to investigate, retrieve and read any communication or data composed, transmitted or received through voice services, online connections and/or stored on its servers and/or property, without further notice to employees, to the maximum extent permissible by law. Express notice to employees stating that there is no right to privacy for any use of College telecommunications equipment and services should be included in the approval form granting access to College WCDs/cellular telephones and/or services.

 

Privately-Owned Wireless Devices


Voice:  Vice Presidents/CIO may authorize employees to receive reimbursement for business-related calls made from privately owned wireless devices. Such reimbursements shall be for the cost of business related calls only and shall not include any portion of the cost of wireless equipment, installation or basic monthly service fees. Documentation for reimbursement is to include a copy of bill with the business-related calls highlighted and budget head signature.  Reimbursement for business-related calls will occur when the owner's minutes are exceeded.  Reimbursement is only for the cost of the business calls at the rate of the per minute cost.

 

Data:  Vice Presidents/CIO may authorize employees to receive reimbursement for business-related data communications (including email and text messaging) made from privately owned wireless devices.  If approved by the budget unit head and if the bill separates voice costs from data costs, the data costs can be reimbursed to the employee by the College (from the unit's budget) via petty cash disbursement.

 

 

Mobile Broadband Services

 

Data:  Vice Presidents/CIO may authorize the purchase of a college-provided mobile broadband service provided communications needs cannot be met with other available alternatives.   For the purposes of this policy, mobile broadband devices/services would include wireless cards and broadband services for use with laptops.   Guidelines for "College-Owned Wireless Devices" apply to these services.

 

Policy Approved by Cabinet:   Fall Semester 2007