VoIP New Telephone System Information

Physics Department Phone Policies

 

 

Department Provided vs. Research Paid

The department provides telephone access based on the needs of the department and its members. In addition, it has also interpreted the regulations regarding contract and grant negotiations in such a way that phone access is provided to additional individuals and in additional locations. In general, the department only provides the recurring cost aspects of the phone access. Normally this consists of fees associated for basic instrument rental and access to the public switched telephone network. Non-recurring costs (i.e. long distance charges) are not covered by the department, and must be associated with an account, either internal, or extramural (research).


An instrument and access to the telephone system is provided, at department expense, under the following situations:

Faculty Members

A faculty member, in his/her office is provided an instrument and access to local and campus numbers. The department will also provide a dedicated (DID) external phone number for this individual. Non-recurring charges must have a designated account, or be reallocated according to the purpose of the call. For instance, if a faculty member normally makes long distance calls regarding her research activities, the grant associated with those activities will be designated. If, occasionally, the faculty member calls a supplier regarding a piece of equipment used as a lecture demonstration for a class she is teaching, that call would be logged by the faculty member, and the charges redirected to the instructional account.

Staff Members

A staff member, employed by the department, is provided an instrument and access to local and campus numbers. The department will also provide a dedicated (DID) external phone number for this individual. Non-recurring charges will be designated to the internal account associated with their position.

Postdocs and Research Staff

Postdoctoral (postdoc) and research employees, hired through the department, are allocated one instrument per office, with access to local and campus numbers. Non-recurring charges must be associated with a research account. If two postdocs occupy the same office, one instrument is provided, but a second internal extension will be allocated (under VoIP) or another analog instrument (if a conventional phone). The department will also provide a dedicated (DID) external phone number for this office. Additional, existing, external numbers (DIDs) can be associated with the instrument at no cost, but a second number would require a research account authorization. Additional VoIP instruments would also require research account authorization.

Graduate Students

The department provides phone instruments and access based on the individual's employment with the department (i.e. Teaching Assistant) and to assure the safety of the building occupants. The department strives to assure each student has access to a phone in their immediate area to be able to report emergency situations, or to be contacted by department personnel. Any additional needs requires the designation of a research account to charge. In all cases, non-recurring costs would need to be associated with a research account. Phones can be configured to prevent non-recurring charges (i.e. blocking long distance). External access (DID) may be provided through a phone menu where locations or student names are identified in a directory to ring various internal extensions.

Lab Spaces

Lab spaces are generally occupied by many faculty, postdocs and graduate students on regular basis. Again, the department's goal in placing an instrument is to assure the ability to report emergency situations, not the convenience of the occupants. Where deemed necessary, the department will provide an instrument and access to local and emergency numbers. This usually means a local, internal extension number. External (DID) numbers and non-recurring costs would require designation of a research account for charges. Existing numbers can be designated to ring at lab locations, or the department may provide a phone menu to allow callers a directory to route their call.