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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Telecommunications

Chapter 3310
Revised September 19, 2012

Table of Contents

.010 Mission Statement
.020 General Information
.030 Personal Use of Telephone
.040 Equipment and Service Requests
.050 Cellular Telephones
.060 Services For the Physically Limited
.070 Telephone System Calling Features
.080 Voice Mail
.090 Dialing Instructions
.100 KANS-A-N Calling Cards
.110 KANS-A-N Calling Card Dialing Instructions
.120 Directory Assistance
.130 Conference Calls
.140 Cable TV
.150 Repair Services
.160 Rates for Long Distance/International Rates
.170 Payment for Service
.180 Questions
 

.010 Mission Statement

Our mission is to provide the infrastructure to support the needs of Kansas State University, allowing its students, faculty, and staff to communicate ideas and information with each other, with industry, with the community, with peer institutions, and with the world as a whole.

Our vision is to allow anyone associated with Kansas State University to have access to the people and information they may need to access, when they need to access, without failure. Every person associated with the university desiring to communicate is a customer. Without our customers we cannot generate the income to fulfill our mission. Accordingly, each customer is to be treated with the dignity and respect due to one so important to our mission.

 .020 General Information

Kansas State Computing & Telecommunications provides the faculty, staff and students of Kansas State University with network and telecommunications service and support. This includes the operation, management, and control of all University owned voice and data facilities, including all University telephone equipment (including voice over ip equipment) and the University's network and telecommunications infrastructure. This infrastructure consists of all inter and intra building network and telecommunications cable, wiring, fiber optic networks, manhole and conduit systems, switching equipment, and all node wiring center patch panels and cabling.  Secure and reliable data and voice communications networks are critical components of the University's infrastructure. However, the security and reliability of these systems cannot be ensured if they are not installed and maintained in accordance with accepted industry standards. Additionally, materials and configurations that do not conform to University standards and practices can create problems and significantly increase cost.

The responsibilities of the department include providing basic telephone service, voice over internet protocol, voice messaging service (voice mail), long distance telephone services, local exchange carrier (e.g., SBC), pager service, service request processing, and consulting, training and support for other related technologies. The Department serves as liaison for the University with state and federal regulatory agencies, and acts as the central point of contact for suppliers of network and telecommunications equipment, goods and services. The Department will represent the University in all negotiations or discussions with telecommunications/data providers. Coordination by Computing & Telecommunications will insure the integration of an individual installation with other University facilities and future University networking plans. University departments planning to install network and/or telecommunications cable should contact Computing & Telecommunications for coordination and implementation assistance.

.030 Personal Use of Telephone

Personal phone calls made on University equipment are to be kept to a minimum. Personal calls requiring a toll charge are the responsibility of the employee. The employee's department is responsible for taking corrective action in the event an employee abuses the personal phone call policy. If an employee needs to make a personal toll call, the call must be made collect, charged to a residential telephone or personal credit card. If a personal toll call is inadvertently charged to the University, the caller is required to reimburse the University for the call.

If necessary, when traveling on official business, employees may make one call (not to exceed 3 minutes) to their home to report their overnight location. Such calls will be considered University business.

Department personnel are responsible for reviewing the monthly telephone toll call records to determine if any personal calls have been made and to collect any amounts due. Documentation is to be made of this review and records maintained showing all personal calls and reimbursements.

 .040 Equipment and Service Requests

Departments are responsible for determining the type of telephone service an employee needs to have to fulfill job requirements. Type of service includes: single-line phone, multiple-line phone, cellular phone, KANS-A-N authorization card, long distance service, etc. All costs related to such services are the responsibility of the department including installation modifications and ongoing fees related to the use of the equipment or services.

All equipment and services (except cellular service and equipment) must be obtained from K-State Computing & Telecommunications Services. Non approved equipment and/or services cannot be connected to K-State’s communications network. Any damages caused by non approved equipment or services will be the responsibility of the department causing such damages. Requests for equipment and telephone services are provided upon receipt of a completed Telecommunications Work Order. This can be located and submitted at http://www.ksu.edu/cts

After signing in with your eid and password, click on Service Catalog and select an item under Telecom Work orders.   You must be authorized by your department in order to submit a work order. Questions on completion of this form should be directed to 2-7000.

.050 Cellular Telephones

The contract for State of Kansas cellular telephones is contract 12344. For additional information contact the purchasing office in the Division of Financial Services.

Refer to PPM 6330, Cellular Devices for Business Purposes, for guidelines concerning the procurement, use and possession of cellular devices owned by the university.

The use of cellular telephones while operating a state vehicle is strongly discouraged as it is inconsistent with the responsibility of state employees to operate state vehicles in a safe and prudent manner.

 .060 Services For The Physically Limited

The Kansas Relay Center may be contacted for assistance: 1-800-766-3777.

.070 Telephone System Calling Features

Information on calling features can be found at http://www.k-state.edu/cts and clicking on voice and then dialing instructions. For additional information contact the K-State Computing & Telecommunications Services Department at 2-7000.

.080 Voice Mail

This service allows callers to leave recorded messages and employees to check messages remotely. This can be done by dialing on campus 2-2300 or off campus dial 532-2300 and follow the voice instructions.

Contact your Computing & Telecommunications Services Office for additional information at 2-7000.

 .090 Dialing Instructions

On Campus Dialing – Dial the 5 digit telephone number

Local Manhattan calls – 9 + telephone number

Long Distance Calls – 9 + 1 + area code + telephone number

Calling card calls - Follow your personal calling card instructions

Toll free calls – 9 + 1 + toll free number

 

Campus Information – University Operator: 0 or 2-6011

Salina campus information – 6-2600

.100 KANS-A-N Calling Card

A KANS-A-N Calling Card is required to make long distance calls when away from campus and charge the call back to your department. It identifies the agency and authenticates a caller.. These cards may be needed by employees while traveling. Department heads should address their requests for cards to the Computing & Telecommunications Services Office by letter.

Please insure that appropriate precautions are taken to prevent misuse of these authorization cards as your department will be charged for all telephone calls placed by using the authorization cards assigned to your department. All lost cards should be reported immediately to the Computing & Telecommunications Services Office by letter.

 .110 KANS-A-N Calling Card Dialing Instructions

You may place a call at any time to any number in the 50 states or Caribbean Islands, but different procedures apply to different circumstances, as follows.

When calling from any touch tone telephone (24 hours a day)

* Dial 1-800-503-2801; listen for the prompt.

* Dial the 14 digit authorization code; listen for the prompt.

* Dial the 10 digit number you wish to call.

* Do not dial "0" or "1" before dialing the area code.

When calling from the U.S. to another country

* Dial 1-800-503-2801; listen for the prompt.

* Enter your authorization number; listen for the prompt.

* Enter "011", the country code, city code and the telephone number, ("011" alerts the system that you are making an international call. The country code is part of the telephone number.)

 .120 Directory Assistance

To obtain directory assistance call 1-area code-555-1212. The directory services cost is billed back to the department on the Computing & Telecommunications Services statement.

.130 Conference Calls

Computing & Telecommunications Services provides audio conferencing services for a minimal charge to university departments. Conference ports are available for a maximum of 68 participants at any one time. To schedule a conference call go to: Scheduling a Conference Call or call 2-7000 for assistance. Confirmation and instructions will be sent after scheduling takes place.

Teleconferencing can be considered as a meeting conducted over phone lines between two or more individuals or groups of people at different locations. The wide range of teleconferencing equipment available today makes conferences possible between both large and small groups with little regard to the problems of widely separated geographic locations. A well planned teleconference is a powerful tool in bringing people together without incurring travel, lodging, and meal expenses.

 .140 Cable TV

Wildcat Cable TV is provided by K-State Computing & Telecommunications Services and is available for campus buildings and offices. It is also available for students in residence halls and the Jardine housing complex. University departments must complete a work order to obtain service. Submitting a Work Order

.150 Repair Services

To report repairs for telephones, cable TV, ethernet, or jacks please call 2-7111. Repairs should not be reported through the Service Now system.

.160 Rates for Long Distance Service/International Rates

Each call is identified to the department by the department telephone number, or calling card number. The department will be billed for service on the basis of time used per call. Keep your calls short and for official business only. All calls after 30 seconds will be charged whether they are answered or not.

International rates for K-State departments are listed on the CTS International Rates Summary website.

.170 Payment for Services

A statement to each Kansas State University department will be sent each month for the long distance calls, equipment, line charges and, if appropriate, current work order charges.

When sent to the department, each call listed on these statements will be charged to the fund and account the department has predetermined and preauthorized. All calls will be listed under the station number from which the call was placed.

Departments will be responsible for paying for all calls placed from their telephones. Care should be taken to prevent unauthorized and unofficial use of telephones.

Departments may make funding changes by going to the Online Chargeback.  New FIS numbers may be added and charges moved between funding numbers already listed.  Changes may be made until 5:00 pm of the due date listed on the invoice.  If no changes are necessary, departments do not have to submit anything.  After the due date online entry will be closed and the charges will be transferred electronically.

New FIS numbers entered through the Online Chargeback are considered one time changes.  One time funding changes will not carry forward for subsequent months unless requested by a letter addressed to the Vice Provost Information Technology Services, 125 Foundation Center or an email sent to cts@ksu.edu. Changes involving more than one department will require letters or emails from both departments.

If you have questions regarding your charges, please contact billing at 2-7331 or 2-7003.

.180 Questions

Please report communication problems to the KSU Computing & Telecommunications Services Office at 532-7000. Questions about this chapter should also be referred to KSU Computing & Telecommunications Services.