Policy 89 - Telecommunications (Under Revision)

Approved Administrative Committee 424.1

TELECOMMUNICATIONS (UNDER REVISION)

PURPOSE

1. The purpose of this policy is to define the standards and conditions governing the installation and operation of all telecommunication systems on campus.

DEFINITION

2. The term “telecommunications” includes all known communication facilities used or likely to be used by the University (telephone, intercom, telex, radio, facsimile). In all these areas, the philosophy of the University is to facilitate to the largest possible extent the conduct of academic and administrative activities by providing both efficient and economical services.

RESPONSIBILITY

3. The Coordinator, Communication Systems, will act as consultant to advise Faculties and Services on all telecommunication matters. He is also responsible for ensuring compliance with applicable regulations, policy standards and procedures in these matters.

REQUESTS FOR SERVICE

4. The procedures for submitting request for telecommunication services are set forth in Procedure No 7-3 – Communication Systems which also deals with updating the University and the Bell Canada telephone directories.

INSTALLATION RULES

5. The aim must be to install a telecommunication system facilitates the proper functioning of the office with an economical use of equipment and personnel. The aim should also be to minimize installation and monthly rental charges. Faculty and Service administrators must retain the older Central I telephone sets if the functioning of these sets continues to give the flexibility required for their units.

6. Where traffic permits, a single telephone line must be shared by the use of an extension. The smaller telephone systems which use two to four lines on six-button telephone sets shared among a small group of employees may very well continue to be entirely suitable for a particular unit or department. If, however, a department has situations where the telephone is used to pass data, or there is continual need to make and receive many telephone calls, then a single line for each telephone set may be considered to ensure efficient and economical office operation.

7. Each request for an intercom system will be considered on its merits. If approved, the most economical system meeting minimum requirements will be adopted.

8. Telephone lines may be installed in general offices after it has been shown to the satisfaction of the Coordinator, Communications Systems, that such lines are required.

9. Except for persons or organizations recognized as official members as such are part of the University or contractually bound with the University, persons, organizations or groups whose activities are financed by funds not administered by the University cannot be provided by the Centrex system.

TELEPHONE DIRECTORY

10. The Coordinator, Communication Systems, or his nominee is solely empowered to negotiate with Bell Canada regarding insertions to be made in their telephone directory. Only the main services of the central administration, faculties and schools will be listed in the directory. Names of individual staff members cannot appear under the heading “University of Ottawa”.

TELEPHONE DIRECTORY – UNIVERSITY

11. The University telephone directory is a communication instrument which must be complete, operational and up-to-date to achieve its true purpose. The directory must be updated at least every year.

BILLING

12. Costs incurred for service, installations, modifications, removals etc., insertions in the Bell Canada directory, rental of systems and sets, and long-distance calls, will be billed to the faculties, schools and services concerned.

13. Costs incurred for the operation of the Centrex system (installation and information centre) are payable by Communication Systems.

14. Costs incurred for projects financed by research grants are payable out of such grants.

EXCEPTION

15. No exception may be made to this Policy without the written consent of the Assistant Vice-Rector, Supply and Services.

Revised July 8, 1985 (Supersedes edition of June 2, 1983)

INDEX

Telephone Directory – Bell Canada
Telephone Directory – University of Ottawa
Centrex
Telecommunication Facilities

(Communication Systems)

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