UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

University of California
Electronic Communications Policy

UCI Administrative Policies & Procedures
Section 800-15, UCI Guidelines for the UC Electronic Communications Policy

NACS-Services Request Form

A. Introduction

Network & Academic Computing Services (NACS) is responsible for all telecommunications services required at the UCI campus. The office is located in the University Research Park at 5201 California Avenue, Suite 150, and is open from 8:00 a.m to 5:00 p.m., Monday through Friday. Telephone and Voicemail training classes are offered at this location. Telephone classes are offered the second Friday of every month from 9:00-10:30am. Voicemail classes are offered the third Friday of every month from 9:00-10:30am. For information, or to enroll in a telephone or Voicemail training class, call (949) 824-5123.

B. Directories

1. UCI Campus and Medical Center Directories

   Faculty, staff, and students can update entries in the electronic UCI Campus & Medical Center Directory database that contains all the information in the printed UCI Campus and Medical Center Directory. Definitions for the data fields in the directory are available in PhUpdate. Some information can only be changed by the department's authorized directory representative who has primary responsibility for updating the directory. To view a listing in the directory or find the name of a department representative, visit PhUpdate.

   The annual printed directory is distributed to employees who have subscribed to receive it and to students by ASUCI at the Student Center.

2. Other Directories

   Orange County Central White Pages Directories are distributed in December and Orange County Central Smart Yellow Pages Directories are distributed in August. For questions about telephone directories and directory adverstising, call (949) 824-4311.

C. Telephone System Services and Features

1. Telephone Equipment

   The primary campus telephone system is an Ericsson MD110 digital PABX. It offers many features, including an optional voicemail service. Telephone users have access to the public telephone network depending on the calling area restrictions on their individual telephone. NACS has also been incrementally installing a Cisco IP phone system (VoIP) in new buildings and other locations on a case-by-case basis.  For more information visit Telephone Services at the NACS website.

   1. Types of available telephone equipment:
      • Single-line analog telephone sets
        
      • Multi-line digital telephone sets
      • Cisco IP telephone sets
        
      • Approved special purpose equipment such as fax machines.

   2. Classes of service (dialing restrictions) available for University telephones:

      Class 5 - Campus dialing only
      Class 4 - Includes all campus extensions, 411, toll-free, all 7-digit numbers within the 714, 909, and 949 area codes
      Class 3 - Includes all of the above plus all of California
      Class 2 - Includes all of the above plus nationwide dialing excluding Alaska and Hawaii
      Class 1 - Includes all of the above plus Alaska, Hawaii and all international locations

2. Voicemail

   Voicemail is a voice messaging service that enables subscribers to send, receive, and store messages. It is accessible, with a password, from any "Touch-Tone" telephone, both on and off campus twenty-four hours a day. Messages can be saved, discarded, or redirected to another Voicemail subscriber on campus. The Voicemail system alerts users to newly received messages by a light on multi-button phones and by a broken dial tone on single-line phones. The following levels of service are available, with an additional $20 installation charge for each new Voicemailbox and $10 charge for any change to an existing Voicemailbox:

   1. Basic Service is $4 per month and provides one minute for receipt of messages and message storage of twenty messages.

   2. Enhanced Service is $6 per month and provides 1.5 minutes for receipt of messages and message storage of thirty-five messages.

   3. Announcement Only is $12 per month and it does not provide for receipt or storage of messages.

   Messages in the Voicemail system that have not been listened to are deleted 35 days from the date stamp of the message and messages that have been listened to and saved are deleted 60 days from the date stamp of the message.

   To order, submit a NACS-Services Request Form. For additional information on Voicemail, call (949) 824-5123.

3. Authorization Codes

   By using authorization codes, departments can limit off-campus calls placed from their telephones. Only selected employees with authorization codes are able to bypass the class of service restrictions on departmental phones. To place an "outside" call from a restricted telephone, the employee dials the authorization code and, after a confirmation tone, places the "outside" call. Calls are charged by account number and are reported on the monthly telephone billing statements. Authorization codes cost $2 per code per month, with a charge of $10 per code to add, change, or delete each code. Departments are responsible for authorization code charges and should handle authorization codes with the same confidentiality as a credit card number. To request an Authorization Code, submit a NACS-Services Request Form.

4. Calling Cards

   Telephone calling (credit) cards cost $2 per month. To obtain a card, submit a NACS-Services Request Form with the name of the individual who will use the card. Cards are not sent through the campus mail. When the card is ready for pick-up, the individual is notified. After the card has been picked up, all calls made with that card are the responsibility of the department. If a card is lost or stolen, immediately notify NACS at (949) 824-5123 so the card can be canceled, which ends the department's responsibility for the charges.

5. Conference Call Services

   The campus telephone system includes a conference call feature. Conference calls can be placed from any campus telephone and may include 3 to 8 parties, with no more than 6 from off-campus. If the call will include more than 8 parties, Qwest Conference Call service should be used. A Qwest Conference Call card may be ordered by submitting a NACS Service Request Form.

   NACS provides Telephone Instructional Guides that cover placing a conference call from either an Ericsson or Cisco IP campus phone. The Qwest Conferencing User Guide is provided to users when their card is picked up.

   For more information, contact NACS Telecom at (949) 824-5123.

6. Portable Conference Telephone Units

   The portable conference telephone set is a high quality speakerphone that can be connected to any existing campus single-line (analog) telephone. The unit can be rented for $10 per day and is available on a reservation-only basis by submitting a NACS-Services Request Form. If an analog telephone line is needed, at least 10 working days lead time should be allowed. The department will be billed for the installation of the line and for a minimum of one month's fees.

7. Data Transmission

   Special data circuits are available on a short-term or long-term basis. Contact NACS at (949) 824-2222 for data requirements.

D. Billing

1. Telephone billing statements are sent to departments at the beginning of each month listing long distance calls and equipment charges for each line. Direct dial calls or improperly dialed calls cannot be adjusted, and NACS cannot check listings on calls.

2. Monthly service, equipment, and installation charges appear on the departmental ledger described as Telephone Equipment. Charges will be for the previous month.

3. Departments have 30 days to request a credit. After that time, no adjustments will be made.

4. For billing questions, call (949) 824-5123.

E. Requesting New and Temporary Telephone Installations

1. Requesting New Installations

   For new telephone installations, submit a NACS-Services Request Form for each line requested. Each form must include the following:

   1. Type of equipment and class of service required for each line. Include diversion destination if call diversion is desired.

   2. UCInetID of individual authorizing the charge against departmental funds. Account/fund/sub to be charged.

   3. Name and extension of a person NACS can contact for order clarification and proper placement of telephones.

2. Lead Time for Installation

   To ensure timely installation of equipment, allow an appropriate amount of lead time.

   1. For installation of one to ten telephone instruments in a department, allow five working days from the time the request is received by NACS.

   2. Telephone installations involving more than ten telephone instruments require additional lead time. Contact NACS at (949) 824-5123 for an estimate of time required.

3. Location of Equipment

   All telephone terminal and cable facilities must be accessible at all times for installation and repair. Bookcases, ceiling tile, file cabinets, and all other furniture blocking access to facilities must be moved by the requesting department.

4. Temporary Telephone Installations

   NACS will coordinate temporary telephone service for University-sponsored conferences, meetings, and seminars. The sponsoring department will be responsible for all charges including installation charges, a monthly service charge billed at a one-month minimum, and any usage on the service for the time it is installed and working. For events held on campus, the department must submit a NACS-Services Request Form 10 working days prior to the required install date. Events being held off campus require a lead time of 15 working days. Service for contractors doing business with the campus must be handled directly by the contractor and the telephone company.

5. Modification of a Submitted Order

   If changes are necessary after an order has been processed, another NACS-Services Request Form will have to be submitted and the work completed at a later date. Telephone installers should not be asked to make changes to the order as they can do only what the order specifies.

F. Requesting Changes to Existing Telephone Service

1. Requesting Changes to Existing Equipment

   For changes to existing equipment, submit a NACS-Services Request Form for each line requested. Each form must include the following:

   1. Telephone number of the instrument to be worked on or moved.

   2. Locations affected by change (i.e., room and building of current instrument location; room and building location to which equipment is to be moved). If the equipment to be moved in the same room, state that the equipment move is in the "same room."

   3. Name and extension of a person familiar with the requested work who the installer can contact for proper placement of equipment.

   4. UCInetID of individual authorizing the charge against department funds. Account/fund/sub to be charged.

2. Modification of a Submitted Order

   If changes are necessary after an order has been processed, another NACS-Services Request Form will have to be submitted and the work completed at a later date. Telephone installers should not be asked to make changes to the order as they can do only what the order specifies.

G. Disconnecting Telephone Equipment

Authorized requests for disconnecting telephone equipment must be submitted on a NACS-Services Request Form and include the telephone number to be disconnected and date of the last day service is required. Disconnects cannot be retroactive. For questions, call (949) 824-5123.