Revised: 10/26/2016

 

Texas State Telephone Services UPPS No. 05.03.10

Issue No. 6

Effective Date: 04/30/2010

Review: August 1 E3Y

Sr. Reviewer: Director, Network Operations

 

 

01. POLICY STATEMENTS

 

01.01 The purpose of this policy is to establish procedures for Texas State University telephone service that consists of information, installation, support, and maintenance.

 

01.02 Use, availability, and acquisition of wireless cellular communications services by university employees are covered by UPPS No. 05.03.11, Wireless Cellular Communication Services.

 

*02. PROCEDURES FOR PERSONAL TOLL TELEPHONE CALLS

 

02.01 An employee who places a personal toll call from a university telephone should use a credit card, or bill the call to a non-university number.

 

02.02 Employees should not accept collect calls except in cases of emergency.

 

02.03 Employees shall utilize their own long distance PIN whenever placing a long distance call that requires entry of a PIN. Long distance PINs are confidential and never shared for any reason. PIN owners are responsible for all calls made using their PINs. Requests for long distance PINs can be initiated by contacting the Information Technology Assistance Center (lTAC), extension 5-4822, or via e-mail at itac@txstate.edu.

 

03. PROCEDURES FOR PAYMENT OF TELEPHONE BILLS

 

03.01 The account manager shall ensure that their employees charge only business-related long distance calls to university accounts (Ref. TX Penal Code Sec. 39.02 and State Ethics Advisory Commission Opinion No. 372, dated 08/08/97).

 

*03.02 The director of Information Technology Business Services, or designee, will bill annually for telephone service that includes a combined service charge for both local and long distance calls.

 

*03.03 The account manager shall ensure that all telephone service charges are charged to the appropriate account.

 

*a. The account manager may not make retroactive adjustments to the charges.

 

b. Sponsored program account managers must ensure that telephone expenditures comply with funding source provisions. If such expenditures are disallowed or over-expended, the sponsored program account manager must identify an alternative source of funds for the expenditures.

 

04. PROCEDURE FOR REPORTING EQUIPMENT FAILURE

 

04.01 Equipment failure should be reported to ITAC at itac@txstate.edu or extension 5-4822. When reporting a failure, provide the telephone number, building and room number, nature of the problem, and the contact person.

 

05. PROCEDURES FOR NEW INSTALLATIONS AND VOICE MAIL

 

05.01 The applicable account manager should authorize, initiate, and direct new installation requests to ITAC at extension 5-4822 or via e-mail at itac@txstate.edu.

 

05.02 All faculty and staff will receive a voice mailbox as part of a new installation unless otherwise specified.

 

06. PUBLISHING TELEPHONE INFORMATION

 

06.01 Telephone information is published in a campus directory, a confidential employee directory, and a KWIKFONE quick reference guide. The information for all directories is taken from the university's Human Resources database and employees should report discrepancies to Human Resources.

 

a. Campus Directory The campus directory is a website created and maintained for use by Texas State students, faculty, and staff with active NetlDs (i.e., login is required for access). The site includes the following features:

 

1) a downloadable, alphabetical listing of campus organizational units and their location and contact information;

2) a downloadable, alphabetical listing (updated nightly) of all faculty, staff, and retirees (excluding non-regular and student employees), along with their university location and contact information; and

3) a search function that facilitates directory searches of the information contained in these listings by name, NetlD, department, and other attributes.

 

Because this directory is intended for internal use only, administrative heads and employees are encouraged to list numbers answered directly by a person (as opposed to recordings) to maximize business value.

 

b. Confidential Employee Directory A separate and confidential employee directory is produced for distribution only to the president, vice presidents, and Human Resources. This directory includes employees' home addresses and home telephone numbers in addition to their campus contact information.

 

c. KWIKFONE This directory is a one-page, quick reference, aggregation of the telephone numbers of all campus organizational units.

 

07. REVIEWERS OF THIS UPPS

 

07.01 Reviewers of this UPPS include the following:

 

Position Date

 

Director, Network Operations August 1 E3Y

 

Director, Information Technology August 1 E3Y

Business Services

 

 

08. CERTIFICATION STATEMENT


 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director, Network Operations; senior reviewer of this UPPS

 

Associate Vice President for Technology Resources

 

Vice President for Information Technology

 

President