Texas State Telephone Services                                      UPPS No. 05.03.10
Issue No. 6
Effective Date: 04/30/2010
Review: August 1 E3Y

 

01.       POLICY STATEMENTS

01.01  The purpose of this UPPS is to establish the policy for the university telephone service, which 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  The account manager shall disapprove the charges for any billed call that was not made in the conduct of official university business. In the event that personal calls are made, callers must note the calls on the log and the account manager must collect and deposit reimbursement from the responsible employees. The account manager shall remind such employees of the provisions in Section 02.01 of this policy.

02.04  The account manager should notify Technology Resources, Business Services Department extension 5-2447, of any billing discrepancies as soon as they are discovered.

02.05  Account managers will retain all long distance and cellular phone call logs as specified in the university’s official Records Retention Schedule. The monthly telephone bill may serve as the call log.

02.06  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 (ITAC), extension 5-4822 or via e-mail itac@txstate.edu.

03.     PROCEDURES FOR PAYMENT OF TELEPHONE BILLS

03.01  Account managers 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 Technology Resources, Business Services or designee will distribute telephone bills to each account manager, who should verify that all transactions on the bill are appropriate.

03.03  Account managers shall ensure that all telephone bills are charged to the appropriate account.

a.   The account manager may not make retroactive adjustments to the charges reflected in any bill after the monthly accounting period for that bill has closed.  

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.     PROCEDURES FOR REPORTING EQUIPMENT FAILURE

04.01  Equipment failure should be reported to the Information Technology Assistance Center (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 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 Web site created and maintained for use by Texas State students, faculty, and staff with active NetIDs (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, NetID, 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, TR Business Services                August 1 E3Y

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

            Assistant Vice President for Technology Resources

            Vice President for Information Technology

            President