Telephone and Voice Mail Services

Dialing Instructions

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

• Year-round staff receive two TACs 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 telecom@middlebury.edu. Students or guests may purchase a calling card at the College Store in Proctor for toll calling.

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.

International Rates

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 also billed at the beginning of each month.  The total is deducted from your paycheck.  You can check call detail online at the MiddTel signin.

Voice Mail Instructions

Activating Your Voice Mailbox

When accessing your voice mail box for the first time you must (1) change your security code from the system default
security code of 1234 to a different four to fifteen digit number, (2) record your name, and (3) record a personal greeting.

Accessing Your Voice Mailbox

• From Your Office Telephone

- Dial 2100 (or on Ericsson digital telephone set press MESSAGE WAITING key if light is blinking),
- When the system answers, enter your security code

• From Another Campus Telephone

- Dial 2100
- When the system answers, press * and #
- Enter your extension and your security codes

• From Off-Campus

- Dial 443-2100 (from off-campus)
- When you hear the main College greeting, press #, then dial your extension, and enter your security code

Frequently Asked Questions

How many messages can my voice mailbox receive?
There is no limit to the number of messages you may receive.
How long are my new and saved messages kept on the system?
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.
How do I move between menu options?
Press * once or more to move back out of sub-menus and return to the main menu.
How do I bypass a voice mail greeting to leave a message?
Press # to bypass a greeting.

How do I transfer a call to someone else's voice mailbox?
Press the Inquiry key
Dial 1800
Enter the voice mailbox/extension number receiving the call
Press #
Press the Transfer key.
The caller will hear the mailbox greeting and be able to leave a message.
If two or more people share an extension can we have separate mailboxes?

Yes, when callers reach the main number, the voice mail system gives them the option to leave a private message for the individual , e.g. "for Mary, press 1", for Jack, press 2", etc.

Managing your Voice Mailbox

Messaging:

• 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 or LIFO 1 6 2 5

After Recording & Addressing a Message:

• Mark the message private # 4
• Mark the message urgent # 6
• Request a return receipt # 1
• Request future delivery # 5

After Listening to a Message:

• Forward the message to another mailbox 1 3
• Delete the message 3
• Reply (to an extension) 1 7
• Save the message 7

Greetings and other set-up options:

• Change your busy greeting 1 6 1 3 1 (optional)
• Change your name recording 1 6 1 5
• Change your out-of-office greeting 1 6 1 3 3 or 4 7 *
• Change your password 1 6 1 4
• Change your standard greeting 1 6 1 3 2 or 4 6
• Review your standard greeting 1 6 1 3 2
• Set automatic message forwarding 1 6 2 4
• Set immediate message notification 1 6 1 1

• Please note that once recorded, an out-of-office greeting is immediately turned on in the system. If you do not want it turned on at the time you record, be sure to turn it off before you end the session.
  
  

For Faculty and Staff

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 Polycom speakerphone which can be borrowed at the main library circulation desk. Call extension 5494 to reserve a speakerphone. You need a location with an analog line. Telephone Services, ext 5700, can give you guidance on which locations have an analog line.  If only a digital (Ericsson set) line is available, you can borrow an adapter from us.

Office Moves

If you plan to move to another office, the first step is to fill out the Facilities Services 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 telecom@middlebury.edu at least two weeks before your move. 

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 ext 5700 to set up a reservation-less Verizon Business Instant Meeting conferencing account. There is no activation fee. Cost Table and Service Types.  Calls placed through this service will automatically bill to your department Banner Index code.

2) Using an Ericsson display telephone set

Using your office telephone, you can establish a connection with up to 7 parties on the campus telephone system. Only the person conducting or initiating the conference call (conference leader) can admit participants.

When you call the conference call particpants:
If off-campus parties are included in the conference, the charge for these calls appears on the conference leader's departmental telephone bill. Please note that you must use your Telephone Authorization Code (TAC) each time you call a long distance party.

To initiate a conference call from your Ericsson telephone:

1. Establish a call to the first party on ACCESS 1 key
2. Press INQUIRY or ACCESS 2 (first party is placed on hold)
3. Dial the second party's telephone number; inform about the conference and that they will hear a loud tone when conferenced in
4. Press the CONFERENCE/F3 key -- the all black key above PROGRAM (3rd black key from left)
5. To add new parties:
6. Press INQUIRY or ACCESS 2 (previous parties placed on hold)
7. Dial the new party's telephone number.
8. Press the CONFERENCE/F3 key and conference tone will be heard again.
9. Follow INQUIRY, phone number, CONFERENCE/F3 process until all parties are included in the call

When conference call particpants are calling you:

1. Press "Accept 2nd Call" key
2. Establish a first call on ACCESS 1 key
3. Press INQUIRY (first party is placed on hold) when the next person calls in on ACCESS 2 key
4. Press ACCESS 2 key to answere the additional incoming call; inform about the conference and that they will hear a loud tone when conferenced in
5. Press the CONFERENCE/F3 key -- the all black key above PROGRAM (3rd black key from left)

To add new parties:

1. Press INQUIRY (previous parties placed on hold)
2. Receive next participant's call on ACCESS 2 .
3. Press the CONFERENCE/F3 key and conference tone will be heard again.
4. Follow INQUIRY, ACCESS 2, CONFERENCE/F3 process until all parties are included in the call
5. If during the connection process the line is busy or there is no answer, press the CLEAR key on your phone (the C key directly to the left of the Access 1 key) to disconnect from that call attempt. Then either press ACCESS 1 to re-establish a connection to your original parties, or if not finished, press INQUIRY to continue with more connections.

3) Using analog single lines telephone sets

1. With the first party on the line, press the hookflash and listen for Recall Dial Tone.
2. Dial the second party (Include the telephone authorization code, or TAC, if the number is a toll call)
3. After the scond party answers, dial 3. The Conference Tone indicates that the conference member has successfully been added.
4. Repeat this procedure to connect up to eight parties (including yourself) with a maximum of three external calls.
5. If the called party is busy or does not answer, dial 2 to return to the conference.

Cellular Telephone Service

Policy for Business Use

• Allowance Request

Personal Use:

Verizon Wireless offers Middlebury College employees up to a 10% discount on cellular service. Access the Verizon Wireless Web site, choose Business on the red menu bar and then choose Employee Discounts to receive information on how to apply the discount.

For Students

Residential Hall Telephones

We provide courtesy telephones in all residence halls. These telephones are located in common areas and hallways.  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 x5911, out-going calls to on-campus locations and to make local and toll-free calls. Long-distance calling requires a calling card.

In Room Telephone Service: As of January 1, 2010, residential hall rooms no longer automatically have telephone service. Over the last several years we have found that most students use cellular phone service as their sole voice communication. The need for land line service had declined to such a point that it is no longer necessary, or fiscally responsible, to provide a service used so infrequently. However, if you see a need for a telephone land line in your room, you may request telephone service by emailing telecom@middlebury.edu. A new installation requires at least two weeks notice. Please include your name, ID number, dorm and room number, whether you want a voice mailbox, and the reason you want phone service. This service is currently free to academic year students. You need to provide your own telephone. An email reply will let you know when to expect service activation.  If you are in a double, both you and your roommate can share the extension and have two separate, private voice mailboxes.

Cellular Telephone Service:  At present we find that Verizon Wireless, AT&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, particularly if your present carrier doesn't have coverage in the Middlebury area. 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 a few campus locations due to College building construction

Fax Services for Students

Incoming Faxes:
An incoming-only fax machine is located in the Student Mail Center in McCullough. The number is 802-443-2068. The Mail Center will receive faxes and deliver them through campus mail without notice.
Outgoing Faxes:
An outgoing-only fax machine is located on the main floor of the library. Faxing from this machine is free.
Career Services, also, 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:
Dial 9 and 7-digit local number
Toll Free Calls (800, 888, etc.):
Dial 9 and toll free number or telephone number from Library Info Desk fax.
Long Distance Domestic Calls:
Dial 9 + long distance number
International Calls:
Dial 9 + 011+ country code + city code + number

AlertFind Emergency Notification System

Provide your Cell Phone Number (OPTIONAL, BUT STRONGLY ENCOURAGED) 

In 2007 the College implemented an emergency broadcast notification system, AlertFind. It allows the College to send out timely information to cell phones and e-mail accounts, and if you have one, your dorm extension or office telephone, in a rapid and organized manner. This system can only reach you if we have your contact information. If you provide a cell phone number, it will be stored in our Banner database as well as in the emergency notification system for use in the event of a pressing need to contact you quickly. It will not appear in the on-line directory. If you own a cell phone, it is in your best interest to provide your number for this purpose.

How do I provide my cell phone?

Logon to BannerWeb and select Personal Information.  Choose option, Update Cell Phone.  Provide your number and you are finished.  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 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. 

Take care in dialing. Dial 911 only in an emergency. If you mistakenly dial 911 please do not hang up 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.

In the event of a hang-up PSAP dispatchers will attempt to call you back.  If there is no answer, a campus Public Safety officer is 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. Included in the location information sent to the 911 dispatcher are the telephone number of the calling party, the building and room from which the call was placed, 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.

For non-emergency Public Safety calls dial 5133.

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