UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Communications

Electronic Communications

Sec. 800-10: Telecommunications System Guidelines

Responsible Office: Office of Information Technology (OIT)
Revised: August 2011

References / Resources

Contact: OIT Customer Service at (949) 824-5123

A. Introduction

The Office of Information Technology (OIT) provides telephone services to UCI faculty and staff at the UCI Campus.

Telephone services include:

  • Online Directories for UCI campus and Medical Center
  • Campus, local, and long distance calling
  • Conference Call Services
  • Cisco IP Phones
  • Ericsson Digital and Analog Phones
  • Voicemail

Visit Telephone Services for detailed information on service offerings.

B. Directory

UCI Campus and Medical Center Directories

Faculty, staff, and students can update entries in the electronic UCI Campus & Medical Center Directory database. Definitions for the data fields 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.

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. OIT 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.

    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 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.

    Messages in the Voicemail system that have not been listened to are deleted 60 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.

  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. 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 an OIT-Services Request Form (SRF).

D. Billing

  1. Telephone billing statements are generated at the beginning of each month, listing long distance calls, equipment, monthly services, and installation charges for each line. Direct dial calls or improperly dialed calls cannot be adjusted, and OIT cannot check listings on calls.
  2. Monthly service, equipment, and installation charges appear on the departmental ledger. Charges will be for the previous month.
  3. Departments have 30 days to request a credit. After that time, no adjustments will be made.

E. Requesting New and Temporary Telephone Installations

  1. Requesting New Installations

    For new telephone installations, submit a SRF 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.
    3. Account/fund/sub to be charged.
    4. Name and extension of a person OIT 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 OIT.
    2. Telephone installations involving more than ten telephone instruments require additional lead time. Contact OIT at (949) 824-8977 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

    OIT 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. For events held on campus, the department must submit an SRF 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 SRF 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 an SRF 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).
    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.
    5. Account/fund/sub to be charged.
  2. Modification of a Submitted Order

    If changes are necessary after an order has been processed, another SRF 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 OIT-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, OIT Customer Service at (949) 824-5123.