Difference between revisions of "Telephone and Voice Mail Services"

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== Dialing Instructions  ==
{| cellspacing="2" cellpadding="2" border="1"
|  | '''On-Campus Calls'''
|  | Dial 4-digit extension
|  | '''Local Off-campus Calls'''
|  | Dial 9 + 7-digit local number
|  | '''Toll-free Calls'''
|  | Dial 9 + toll-free number
|  | '''Toll Calls*'''
|  | Dial 8 + TAC + # + 9 + number
|  | '''International Calls'''
|  | Dial 8 + TAC + # + 9 + 011 + country code + city code + number
*'''*Vermont cellular exchanges outside of the Middlebury calling area are billable toll calls as of May, 2010, per our local exchange carrier.  To dial a VT cellular exchange, other than [http://www.middlebury.edu/media/view/257277/original/Middlebury_Local_Calling_Exchanges_2010.pdf Middlebury area local exchanges], dial as a toll call with the 802 area code.''' 
[[Category:Telephone upgrade]]
*Year-round staff receive two TACs (telephone authorization codes) from Telephone Services -- one for business calls that begins with a "2" and another for personal calls that begins with a "1".  If you haven't received an email from Telephone Services with your TAC information, please call '''extension 5700''' or email [mailto:telecom@middlebury.edu telecom@middlebury.edu].  If you require additional business TACs, please contact Telephone Services.
[[Category:telephone project]]
*Students or guests may purchase a calling card at the College Store in Proctor for toll calling.
[[Category:telephone VoIP]]
=== Incoming Calls   ===
College telephone extensions can be reached directly from the outside by dialing 802-443, and the extension.
=== Telephone Rates  ===
The U.S. telephone rate is '''$0.05 per minute''' any time.
For [http://midd2.middlebury.edu/media/view/118651/original/international_rates.pdf International Rates] as well as country and city codes.
=== Billing  ===
Departmental calls are billed at the beginning of each month and posted to Banner account 701020. Contact Telephone Services for call detail. A pdf document for each month can be emailed to you. 
Personal calls are billed at the beginning of each month, also.  The total is deducted from your paycheck.  You can check call detail online at the [http://bitekweb.middlebury.edu/btms_com/servlet/com.bitek.servlets.Login MiddTel sign in.]  You must be on the Middlebury network to access this sign in, either on campus or with a VPN connection.
== Voice Mail Instructions  ==
=== Activating Your Voice Mailbox<br>  ===
When accessing your voice mail box for the first time you must (1) change your security code from the system default<br>security code of 1234 to a different four to fifteen digit number, (2) record your name, and (3) record a personal greeting.<br>
=== Accessing Your Voice Mailbox  ===
*From Your Office Telephone
- Dial 2100 (or on Ericsson digital telephone set press MESSAGE WAITING key if light is blinking),<br>- When the system answers, enter your security code
*From Another Campus Telephone that has a Voice Mailbox
- Dial 2100<br>- When the system answers, press * and #<br>- Enter your extension and your security codes
*From Off-Campus
- Dial 443-2100 (from off-campus)<br>- When you hear the main College greeting, press #, then dial your extension, and enter your security code
*From a Campus Telephone that does NOT have a Voice Mailbox
- Dial 2100
- When you hear the main College greeting, press #, then dial your extension, and enter your security code <br>
=== Frequently Asked Questions<br>  ===
'''How do I record and turn on my out-of-office greeting?&nbsp;'''<br>''Press '''47''' from main menu and record your greeting.&nbsp; The greeting automatically turns on.''
<br>'''How many messages can my voice mailbox receive? '''<br>''There is no limit to the number of messages you may receive.''
''<br>'''''How long are my new and saved messages kept on the system? '''''<br>The system purges messages 30 days or older; however, it warns you seven days prior to the deletion and allows you to save the message for another 30 days.''
<br> '''How do I move between menu options? '''<br>''Press '''*''' once or more to move back out of sub-menus and return to the main menu.''
<br> '''How do I bypass a voice mail greeting to leave a message?'''<br>''Press '''# '''to bypass a greeting.''
''<br>'''''How do I transfer a call to someone else's voice mailbox?''' <br>''Press the '''Inquiry '''key<br>Dial '''3600'''<br>Enter the extension/voice '''mailbox number '''receiving the call<br>Press '''#''' <br>Press the '''Transfer''' key.<br>The caller will hear the mailbox greeting and be able to leave a message.''
<br>'''If two or more people share an extension can we have separate mailboxes?'''<br>''Yes, if you have asked Telephone Services to set this feature for you.&nbsp; ''<br>''When callers reach the main number, the voice mail system gives them the option to leave a private message for anindividual , e.g. "for Mary, press 1", for Jack, press 2", etc.''
=== Managing Your Voice Mailbox<br>  ===
'''Listen to Messages: '''<br>
*Review the first available new message 5
*Review all new messages 1 9 1
*Review saved messages 1 9 2
*Record and send a message 6
*Change message ordering FIFO (first in first out) or LIFO (last in first out) 1 6 2 5<br>
<br> '''After Listening to a Message: '''<br>
*Forward the message to another mailbox 1 3
*Delete the message 3
*Reply (to an extension) 1 7
*Save the message 7<br>
<br> '''After Recording &amp; Addressing a Message:'''
*Mark the message private # 4
*Mark the message urgent # 6
*Request a return receipt # 1
*Request future delivery # 5
==== <br>'''Greetings and Other Set-up Options '''<br> ====
'''Out-of-Office Greeting:'''
*Record an out-of-office greeting only, press 4 7 at the main voice mail menu.
::You cannot listen to your previous out-of-office greeting or review the newly recorded greeting; this is just a short-cut.  If you want to review a newly recorded greeting, go to step 2.
*Record, review, or rerecord an out-of-office greeting 1 6 1 3 3
''<u>Note</u>:&nbsp; Please note that as soon as you save your out-of-office greeting it is immediately turned on in the system. When you next dial into your voice mailbox, the system reminds you that your out-of-office greeting is on. To turn it off, press 4.  Your standard greeting is now turned on.  If you do not want the greeting  turned on at the time you record, the simplest procedure is to dial back into your voice mailbox and turn it off at the main menu. To later turn the out-of-office greeting on, at the main menu press 161335 and hang up.&nbsp;''
''<br>'''''Standard Greeting'''
*Record a new greeting only 4 6
*Change, review, or record your greeting 1 6 1 3 2
<br>'''Security Code'''
*Change your security code 1 6 1 4
<br>'''Name Recording'''
*Change your name recording 1 6 1 5
=== [http://midd2.middlebury.edu/media/view/83441/original/CallXpress_Quick_Reference_Card_Serenade.pdf Voice Mail Reference Guide (CallXpress)] ===
== For Faculty and Staff  ==
=== [http://www.middlebury.edu/media/view/290551/original/detailed_digital_phone_instructions_for_faculty_and_staff.pdf Ericsson Telephone User's Guide] - description of keys and programming (for IP&nbsp;phone instruction see below)  ===
The black, digital (Ericsson) phone you have in your office may be a bit intimidating at first, but rest assured it isn't terribly complicated to learn. Please review this guide to learn many of the featurs and how to use them.
=== [http://www.middlebury.edu/media/view/134141/original/Faculty__Staff_Quick_Reference_Guide_update_February_2010.pdf Quick Reference Guide for Ericsson Telephones and Voice Mail]  ===
This user's&nbsp;at-a-glance guide provides a selected digital phone and voice mail functions.
=== To Transfer a Call  ===
* Press INQUIRY key. Dial the extension. Wait for ringing tone.
* Press TRANSFER key.
=== Call Forward an Extension  ===
* To activate call forwarding: * + 2 + * + extension + #
* To cancel call forwarding: # + 2 + #
=== External Call Forwarding  ===
To forward your campus line to an external number, such as your home or cell phone, you must have the correct class of service on your office phone.&nbsp; If you do not ask [mailto:telecom@middlebury.edu Telephone Services] to change it.&nbsp; Once you have the correct class of service you&nbsp;control the external call forwarding from your campus phone.&nbsp;
<u>To activate</u>:
*Lift the handset.
*Dial * 23 #.
*A display message requests the external number.&nbsp;
*Dial the external number, starting with a&nbsp;9&nbsp;at the beginning to get an outside line, or if a toll call dial 8 + TAC + #9 + area code + phone number.
*Press # (dial tone signal will change; the Call Diversion light turns on).
*Replace the handset.
<u>To cancel</u>:
*Press the Diversion key (the Diversion light turns off).
*Dial # 23 # (the external call forwarding is cancelled).
=== Troubleshooting and Repairs:&nbsp; Call Telephone Services at extension 5700<br> ===
=== Speakerphone  ===
All Ericsson telephone sets have speakerphone capability. The sound quality is adequate in an office.
In a conference room, you may want to use a [http://midd2.middlebury.edu/media/view/134781/standard/polycom_speakerphone.JPG Polycom speakerphone] which can be borrowed at the Davis Family Library circulation desk. Either reserve [http://biblio.middlebury.edu/search~S2?/jequipment/jequipment/1%2C1%2C62%2CB/frameset&FF=jequipment&11%2C%2C62 online] or call extension 5494 to reserve a speakerphone. You need a location with an analog line for these speakerphones. Telephone Services, extension 5700, can give you guidance on which locations have an analog line.&nbsp; If only a digital (Ericsson set) line is available, you may borrow an adapter from us.
=== Office Moves  ===
When you plan a move to another office, the first step is to fill out the Facilities Services [http://blogs.middlebury.edu/facilities/2009/02/24/office-move/ request form].
If you are moving to a location that does not have a wired telephone jack or you have a special request that requires wiring or new hardware, please contact Telephone Services at ext 5700 or email [mailto:telecom@middlebury.edu Telephone Services] '''at least two weeks before your move'''.&nbsp; <br>
=== Conference Calling  ===
==== '''1) Audio Conference Bridge'''  ====
If you require more than 7 parties, do not want to place the calls yourself, or want participants to dial into a toll-free line, contact Telephone Services '''extension 5700''' to set up a reservation-less [https://e-meetings.verizonbusiness.com/global/en/index.php Verizon Business Instant Meeting] conferencing account. There is no activation fee.&nbsp; Calls placed through this service will automatically bill to your department Banner index code.&nbsp; Please see&nbsp;[http://midd2.middlebury.edu/media/view/134971/original/Verizon_Audio_Conference_costs.pdf Cost Table and Service Types]&nbsp;for additional information.
==== [http://midd2.middlebury.edu/media/view/83461/standard/Ericsson_set_Fkeys.jpg 2) Using an Ericsson display telephone set]  ====
With your office telephone, you can establish a connection with up to 7 parties on the campus telephone system. For full instructions, review the [http://www.middlebury.edu/media/view/134141/original/Faculty__Staff_Quick_Reference_Guide_update_February_2010.pdf quick reference guide].
==== [http://midd2.middlebury.edu/media/view/134801/standard/analog3.JPG 3) Using an analog (single line)&nbsp;telephone set]  ====
''If you are unsure whether that extension has the class of service that allows conference calls, ask Telephone Services at extension 5700.''
#With the first party on the line, press the hookflash and listen for a recall dialtone.
#Dial the second party -- incluce the telephone authorization code (TAC) if the number is a toll call.
#After the second party answers, dial 3.&nbsp;A loud conference tone indicates that the member has successfully been added.
#Repeat this procedure to connect up to eight parties (including yourself) with a maximum of three external calls.
NOTE:&nbsp; If a called party is busy or does not answer, dial 2 to return to the conference.
=== Telephone Label Template  ===
To update your phone's list of the phone numbers programmed&nbsp;on your&nbsp;Ericsson, here is the standard&nbsp;[http://midd2.middlebury.edu/media/view/131391/original/Label.doc Telephone Label Template].
If you have a wing added to the right side of your Ericsson phone and want a new insert for it, contact Telephone Services at extension 5700.
=== Cellular Telephone Service  ===
<u>'''Business Use Policy:'''</u>&nbsp; As of April 4, 2011, the college stopped adding monthly taxable cell phone stipend payments to employee paychecks – instead the college will directly pay the service provider or reimburse the employee as a business expense for the business use of the phone. Note: this is similar to the way in which we handled cell phones prior to the January, 2009 change.
Here are the provisions of the new policy.<br>1) It is mandatory for a procurement card (p-card) holder to charge their business phone payments to their p-card.<br>2) If an employee is not a p-card holder – then the employee will be required to personally pay the bill and submit a voucher to the college for reimbursement.<br>3) Special note: if an employee has a family phone plan then the employee will only be able to charge on the p-card or submit a reimbursement voucher for the business portion of the plan and not the entire amount of the phone bill. The employee is not allowed to pay the entire bill by p-card and reimburse the college for the non-business portion.<br>4) An employee’s supervisor is responsible to approve all p-card charges and ensure the phone charge is of a valid business purpose.<br>5) An employee’s supervisor is responsible to review all vouchers for reimbursement and ensure the phone charge is of a valid business purpose.
Minimal personal use will be disregarded but you must demonstrate with the proper records that 90% of phone usage is for business use. The 10% will be excluded from your gross income and determined to be a de minimis fringe benefits under IRS rules.&nbsp; If you have any questions or concerns about this policy, please contact the Controller, Cindy Wemette, at x5373.<br>&nbsp;
==== Employee Discounts from AT&amp;T Wireless and Verizon Wireless  ====
Two cellular carriers in Vermont provide selected discounts to College employees.&nbsp; To register for discounted rates:
[https://www.wireless.att.com/business/enrollment/ AT&amp;T 15% discount] - for existing service.&nbsp; For new service,&nbsp;go to an AT&amp;T Wireless store and bring in a paystub or employee&nbsp;identification card&nbsp;and mention code: 3407157.
[http://www.verizonwireless.com/b2c/employee/emaildomainauthentication.jsp?lid=//global//business//employee+discounts Verizon 10% discount]
=== <u>Aastra&nbsp;IP phone</u> - Instruction Guides  ===
[http://www.middlebury.edu/media/view/290537/original/instructions_for_ip_4425_personal_number.pdf IP Vision Personal Number and Other Tips]
[http://www.middlebury.edu/media/view/290532/original/ip_vision_4425_telephone_manual.pdf IP Vision 4425 Manual]
[http://www.middlebury.edu/media/view/290533/original/ip_vision_4425_quick_refl.pdf IP Vision 4425 Quick Reference Guide]
[http://www.middlebury.edu/media/view/290534/original/aastra_ip_7430_phone_manual.pdf MX-One Lite 7430 Manual]
== Language School Summer Faculty  ==
==== Residential Dormitory Service  ====
Telephone Services will activate campus telephone service in faculty dormitory rooms prior to arrival. Upon request, a voice mailbox&nbsp;will be provided.&nbsp; The Language School&nbsp;provides&nbsp;telephone instruments and&nbsp;extension number information along with a directory of&nbsp;School numbers.
===== Dialing Instructions  =====
*On-Campus Calls: &nbsp;Dial 4-digit extension
*Local Off-campus Calls: &nbsp;Dial 9 + 7-digit local number
*Toll-free Calls: &nbsp;Dial 9 + toll-free number
*Toll Calls: &nbsp;Must use a calling card.&nbsp; The College Store in Proctor Hall lower level has a selection of calling cards, including international cards.
===== Incoming Calls  =====
College telephone extensions can be reached directly from the outside by dialing 802-443, and the extension.
===== [https://mediawiki.middlebury.edu/wiki/LIS/Telephone_and_Voice_Mail_Services#Voice_Mail_Instructions Voice Mail Instructions]  =====
==== Office Dormitory Service  ====
Telephone Services provides School staff with office telephones.&nbsp; Please see above for instructions on using the Ericsson digital telephones.&nbsp;
== For Students  ==
==== '''Residential Hall Telephones'''  ====
We provide [http://www.middlebury.edu/media/view/258064/original/Dorm_common_area_phones.pdf courtesy telephones ]in all residence halls. These telephones are located in common areas and hallways.&nbsp; In smaller houses there is one courtesy phone in a common area. These phones may be used for emergency calls to 911 or Public Safety at 5911, to call campus phones by dialing an extension, and to make local and toll-free calls. Outgoing long-distance calls require a calling card.&nbsp; Calls may be received directly when callers dial these numbers using 802-443 and the extension number.
<br>'''''In Room Telephone Service - Academic Year Only''''':&nbsp; If you desire a telephone land line in your room, you may request&nbsp;service through the Personal Information link on [https://ssb.middlebury.edu/PNTR/twbkwbis.P_WWWLogin? BannerWeb].&nbsp; There&nbsp;is a $50 installation fee per academic year.&nbsp;&nbsp;You can&nbsp;expect service within approximately&nbsp;2 weeks of your request. &nbsp;You will need to provide your own telephone.&nbsp;
'''''<u>There is no dorm room telephone service available for students&nbsp;in the summer.<br></u>''&nbsp;'''
'''''Cellular Telephone Service''''':&nbsp; At present we find that Verizon Wireless, AT&amp;T Wireless, and Sprint offer the best reception and service plans for the Middlebury area. For details on any company's coverage, please visit their Web sites. Pre-paid cellular services are also an option:&nbsp; Net10 and Tracfone work well on campus. If you order from them online, use the Middlebury zip code, 05753. Students should also understand that reception can be weak in some campus locations, particularly McCardell Bicentennial Hall,&nbsp;due to building construction and materials.
==== Fax Services for Students  ====
'''Incoming Faxes:'''<br>An incoming-only fax machine is located in the Mail Center in McCullough Student Center. The number is 802-443-2068. Faxes received at the Mail Center will be delivered through campus mail without notification.
<br>'''Outgoing Faxes:'''<br>An outgoing-only fax machine is located on the main floor of the Davis Family Library. Faxing from this machine is free.<br>Career Services has a fax machine you may use for job applications.
Dialing a fax number is the same as dialing a phone number:
'''Local (Off Campus) Calls:'''<br>&nbsp;&nbsp;&nbsp;&nbsp; Dial 9&nbsp;+ the seven-digit local number<br>'''Toll Free Calls (800, 888, etc.):'''<br>&nbsp;&nbsp;&nbsp;&nbsp; Dial 9&nbsp;+ toll free number or telephone number<br>'''Long Distance Domestic Calls:'''<br>&nbsp;&nbsp;&nbsp;&nbsp; Dial 9 + long distance number<br>'''International Calls:'''<br>&nbsp;&nbsp;&nbsp;&nbsp; Dial 9 + 011 + country code + city code + number
== Emergency Notification System  ==
==== Provide your Cell Phone Number (OPTIONAL, BUT STRONGLY ENCOURAGED)&nbsp;<br> ====
The College&nbsp;subscribes to an emergency broadcast notification system. It allows the College to send out timely information to cell phones (both text and voice), e-mail accounts, and college telephones&nbsp;in a rapid and organized manner. This system can reach you only if we have your contact information. If you provide a cell phone number, it will be stored in the College's Banner database, as well as in the emergency notification system, for use in the event of a pressing need to quickly contact&nbsp;student and staff. It will not appear in the on-line directory unless you specifically request that option. If you own a cell phone, it is in your best interest to provide its phone number for this purpose.
==== How do I provide my cell phone?  ====
Logon to [http://go/bw BannerWeb] and select Personal Information, then&nbsp;Update Cell Phone, enter your number, and you are finished.&nbsp; If you need to update this number at a later date, you can simply enter the new cell phone number.
== Emergency Calls ==
==== In an emergency dial 911 or 5911.  ====
911 calls connect to a Vermont Public Safety Answering Point (PSAP) dispatch center, which may&nbsp;send an ambulance, the fire department, and/or local police. The campus Department of Public Safety is simultaneously notified of the call and will send an officer to the location regardless. 5911 is the Department of Public Safety's on-campus emergency number.&nbsp; <br>
Take care in dialing. Dial 911 only in an emergency. <u>If you mistakenly dial 911 do not hang up</u> since calls are captured and identified. The appropriate action is to stay on the line and tell the dispatcher that you have misdialed and do not have an emergency.
<br>In the event of a hang-up PSAP&nbsp;dispatchers will attempt to call you back.&nbsp;&nbsp;Should&nbsp;the call not be answered, a campus Public Safety officer will be sent to the location of that phone. Specific locations of calls placed from any on-campus phone are determined by the College-maintained 911 database. Information sent to the 911 dispatcher are the telephone number, the building and room, and the street address of the building where the extension is located. The availability of this information can be critical to responding emergency personnel in cases where the calling party is unable to provide their location.
<br>For non-emergency Public Safety calls dial 5133.
[[Category:Voice Mail]]
[[Category:Audio Conference]]

Revision as of 10:32, 7 January 2015