MASSEY UNIVERSITY

% Computing Services
Telecommunications Policy and Procedures Massey University
Campuses Albany Palmerston North Oteha Rohe Main Turitea Hokowhitu Ruawharo (Napier) CS1 Computer Services
Document Number Document Author Revision History
Draft - May 1994 Second Draft - August 1994 Third Draft - December 1994 Final Draft - April 1995 Amendment - October 1995 Amendment - March 1997 Amendment - May 1997 Amendment - June 1997
Document Summary The purpose of this document is provide University Colleges, Departments, Sections and Centres with the detailed University Policy and Procedures that are required to be adhered to when contemplating any changes or additions to the University Telecommunications Infrastructure. It also contains information and policies relating to a number of Telecommunications Services that the University has negotiated with external suppliers that can be utilised.

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Contents
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22.
Provision of Telecommunications Services and Equipment Charging Policy New Building Telephone Standards Adds, Moves and Changes Facsimile Standards Answerphone Standards Cellular Telephone Standards Upgrading Existing Equipment or Services Replacement and Repair of Faulty Equipment Modem Connectivity Toll Barred and Toll Allowed Extensions Direct Dial In Extensions Extension User Charges Local Call Charges Private Network Voice Point/Audio Conferencing Loan Equipment National Calling Cards Telecommunication Accounts University Telecommunications Reimbursement University Confidential Numbering University Internal Directory Services
Appendix A Telephone Functional Specifications

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Appendix B Facsimile Functional Specifications
Appendix C Form WO9001 New Telephone Connection and New/Replacement Equipment
Appendix D Form WO9002 New Facsimile Connect and New/Replacement Equipment
Appendix E Form WO9003 New Answerphone Connection and New/Replacement Equipment
Appendix F Form WO9004 Equipment/Service Fault Report
Appendix G Form WO9005 New Modem Connection

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Provisions of Telecommunications Equipment and Services
Policy All telecommunications equipment, i.e. Telephones, Cellular Telephones, Facsimiles, Pagers, Answerphones and services, i.e. Business Lines, 0800, National Calling Cards and Data Networking, are to be priced and procured through the Telecommunications Section of Computing Services. This will ensure that equipment and services provided are compatible with the current telecommunications network and facilities. In a situation where a Teaching or Administration Unit is located off campus and requires telephone, facsimile or modem services that would normally be provided by the main PABX facility, a direct line, distant extension or alternative service will be provided. This external connection service must be procured through the Telecommunications Section of Computing Services. Procedure For all quotations or procural of telecommunications equipment or services a College, Department, Section or Centre should : (a) Discuss the requirements with the Telecommunication Section of Computing Services, by contacting the Telecommunications Help desk, extension 5292. Write to the Telecommunications Manager detailing the request as follows : The nature of the request. Provide a College, Department, Section or Centre Purchase Order number for equipment or service and installation. The account number to which the on going service charges are going to be charged if appropriate. The implementation time frame for the equipment or service. State whether the equipment or service replaces an existing arrangement. Is the equipment being installed in a new office location, if so, provide office details and location. Is the equipment or service for a new staff member. Will training be required. Ensure that the request is signed by the Head of College or Department or by a person authorised to access the accounts specified.

(b) C C C C C C C C (c)

Charging Philosophy

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Policy C C Installation charges are apportioned to requesting Department, Sections or Centres. Such charges apply to additions, moves or changes to existing facilities. Toll charges are apportioned to Departments, Sections, Centres, Cost Recovery Units and External Organisations connected to the University Telecommunications System. Local call charges are apportioned to Departments, Sections, Centres, Cost Recovery Units and External Organisations connected to the University Telecommunications System (see Section 14). Service Request Calls, such as Directory Assistance, Operator Assistance, Conference Call, Collect Call Acceptance and any other type of Call are apportioned to Departments, Sections, Centres, Cost Recovery Units and External Organisations connected to the University Telecommunications System. External connection service charges are apportioned to Departments, Sections and Centres. External connection services involves contracts for services with a Telecommunications Provider such as Telecom New Zealand Limited or Clear Communications Limited. Extension Users charges covering Direct Dial In (DDI) rental, line rental and extension maintenance costs are apportioned to Department Sections and Centres (see Section 13). Extension User charges covering Direct Dial In (DDI) rental, line rental and extension maintenance costs are apportioned to Cost Recovery Units and any External Operating Unit associated with the University's Telecommunication System.

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New Building Telephone Standards. Policy The University will provide the following telephone equipment as standard for new buildings, in consultation with the new building occupants. The type of telephone equipment deployed may vary depending on standards, technology advances, availability and in some case the distance from the PABX. Equipment deployed will be based on appropriate use criteria, these criteria will be identified in consultation with the Telecommunications Section of Computing Services and the Telecommunications Users. Position Full time secretary Part time secretary Telephone Type Meridian 2616 Meridian 2006 Panasonic KX-T2365A Pacific 845 Panasonic KX-T2365A Pacific 845 Meridian 2616 Panasonic KX-T2365A Pacific 845 Pacific 728 Pacific 728 Pacific 728 Panasonic Cordless KX-T3826 and KXT3000 Appendix A of this document has a functional specification for each of the above telephones.
Management and Senior Academics Senior Management
Academics General Staff Unmanned Positions Special Case
When the type of telephone can not be identified at the time of building planning and construction, a basic phone will be provided for that location. Should this not prove to be satisfactory for the future requirement of the occupant, then the upgrade cost will have to be met by the Department, Centre or Section in accordance with the upgrade policy (see Section 7 of this document). The funding for the new building telephone requirements will be submitted to the Equipment Office for inclusion into the Furnishing and Equipment component of the new building budget. For buildings that are being renovated the Department, Centre or Section will have to fund the telephone requirements in accordance with the upgrade policy (see Section 7). Procedure

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At the time of the new building planning, the number of information outlets (voice and data) and associated equipment will be identified by the new occupants of the building in conjunction with the Telecommunications Section of Computing Services. The final list of required equipment with the associated pricing will then be forwarded to the Equipment Office for inclusion into the Furnishing and Equipment component of the building.

Adds, Moves and Changes Policy < For Adds, which include the provision of additional extension outlets for Telephones, Facsimiles, Answerphones and Modems, the requesting party will be charged for the following : C C C < Physical outlet if a new outlet is required Equipment installation PABX (Private Automated Branch Exchange) programming changes associated with installation request.
For Moves, of Telephones, Facsimiles, Answerphones and Modems from one location to another, the requesting party will be charged for the following : C C C Physical outlet if a new outlet is required in the new location Equipment installation PABX programming changes associated with the move.
For Changes, which include the installation of a new Telephone, Answerphone, Facsimile or Modem into a location with an existing outlet, the requesting party will be charged for equipment installation only. Changes to extension features, ie toll bar and number changes or direct dial in, will be free of charge.
Where possible in the event of a move or change, the existing extension numbers will be retained. The University however will not reserve a number for a vacant position for more than three months as an appointment pending. Procedure To request an Add, Move or Change a Department Section or Centre should : (a) Discuss the requirements with the Telecommunication Section of Computing Services Complete a works order Form WO9001 (see Section 21, Appendix C) which

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details the following: C C C C C C C (c) The nature of the request. Provide an College, Department, Section or Centre Purchase Order number for equipment and/or installation. An account number to which the tolls calls are to be charged. The room number and location of the outlet. The existing extension number for a move or change. The required completion date for the request. The contact name and extension number for queries.
Ensure that the request is signed by the Head of College or Department or by a person authorised to access the accounts specified.
Facsimile Standards This section deals only with stand alone facsimile equipment. It does not consider facsimile capable modems. For help with modem based facsimile equipment please contact a Computer Consultant through the Computing Services Help Desk, extension 5200. Note : Use of a dedicated modem line is recommended, see Section 9 on Modems Connectivity.

Traffic Volumes and quality requirements will be used by the Telecommunications Section to determine the appropriate level of facsimile equipment.
Policy Facsimile machines will be funded by the requesting Department, Centre or Sections and the requesting party must price and procure this equipment in accordance with Section 1. of this document. The extension used by the facsimile machines will require a direct dial in number and attract an extension user charges for further details please contact the Telecommunications Help Request Desk on extension 5292. The Telecommunications Section of Computing Services recommends a specific range of proven facsimile machines, which comply with the standards, features and functional specifications of the Massey University PABX. Current recommended machines are : Model Description

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Xerox 7041 Xerox LF70 Panasonic UF 322 Panasonic UF 315 Panasonic UF 305 Xerox 7016 Panasonic UF 128M Panasonic UF V60 Panasonic UF V40 Note :
Plain Paper Plain Paper Plain Paper Plain Paper Plain Paper Thermal Paper Thermal Paper Thermal Paper Thermal Paper
Appendix B of this document has a functional specifications for the above facsimile machines.
Procedure To procure a facsimile machine, a Department should : (a) Discuss the requirements with the Telecommunication Section of Computing Services Complete a works order Form WO9002 (see Section 21, Appendix D) which details the following : C C C C C C C (c) The nature of the request. Provide an College, Department, Section or Centre Purchase Order number for equipment and installation. An account number to which the toll calls are going to be charged. The building location and room number of the outlet. The required completion date for the request. The external directory listing requirements. The contact name and extension number for queries.
Answerphone Standards Policy

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Answerphones will be funded by the requesting Department, Centre or Section and the requesting party must price and procure this equipment in accordance with Section 1. of this document. The Telecommunications Section of Computing Services recommend the following types of Answerphone, which comply with the features and functional specifications of the University PABX. Model Takacom AT551 Panasonic Answerphone KX-T1470BA

Procedure To procure an Answerphone a College, Department, Section or Centre should : (a) Discuss the requirements with the Telecommunication Section of Computing Services Complete a works order Form WO9003 (see Section 21, Appendix E) which details the following : C C C C C C (c) The nature of the request. Provide an College, Department, Section or Centre Purchase Order number for equipment and installation. The building location and room number of the outlet. The required completion date for the request. The extension which will call forward to the Answerphone The contact name and extension number for queries.
Cellular Telephones Policy The use of cellular telephones on campus should be carefully screened by Heads of Departments to ensure that the use is appropriate and justified. The running costs associated with the use of the cellular telephone are significant and will be apportioned to Departments, Sections or Centres as an External Connection Service.

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Procedure Cellular Telephone acquisition should be channelled through the Telecommunications Section of Computing Services to ensure the most cost effective options are identified.
Upgrading Existing Equipment or Services Policy A Department, Centre or Section may upgrade telecommunications equipment or services at their own cost. The justification for the upgrade should be directed to the Telecommunications Sections of Computing Services. Procedure To upgrade equipment or services a College, Department, Section or Centre should : (a) Discuss the requirements with the Telecommunication Section of Computing Services Complete works order Form WO9001 for Telephone, WO9002 for Facsimile and WO9003 for Answerphones (see Section 21) which detail the following : C C C C C C The nature of the upgrade. Provide an College, Department, Section or Centre Purchase Order number for the upgrade equipment and installation. The building location and room number of the outlet for equipment upgrades. The required completion date for the request. The account number to which the tolls or charges for the service are going to be charged The contact name and extension number for queries.
Replacement or Repair of Faulty Equipment Policy The University will maintain and service all Telecommunications Equipment purchased through the Telecommunications Section of Computing Services. Loan equipment will be provided by the Telecommunications Section to ensure a

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continuation of service for the Department, Centre or Section. Equipment provided at no cost to a College, Department, Section or Centre by the Telecommunications Section will be serviced free of charge. All other equipment will attract a service or replacement charge which will be met by the Department, Centre or Section. Procedure To replace or repair faulty equipment the Department, Centre or Section should : C C C C Report the fault to the Telecommunications Help Desk on extension 5292 or fax fault report Form WO9004 (see Section 21, Appendix F) to 5641. The building location and room number of the equipment. Provide a contact name and extension number for queries. For non standard equipment provide an College, Department, Section or Centre Purchase Order number to which the fault or replacement can be charged Ensure that the request is signed by the Head of College or Department or by a person authorised to access the account specified.
Modem Connectivity Policy The University will not allow the general deployment of modems on desktop computers and Departmental servers as this activity compromises the fundamental security of the Campus networks. There are however exceptions and in these cases, all modems are to be connected using a separate extension port and must not share the same extension port assigned to a telephone. The Department, Centre or Section will fund the installation and programming (if required) of this additional extension port. The additional modem extension will attract a monthly extension rental, details of this rental can be obtained by contact the Telecommunications Help Request Desk on extension 5292. Procedure To procure a modem connection, a College, Department, Section or Centre should : (a) Discuss the requirements with the Telecommunication Section of Computing Services Complete a works order Form WO9005 (see Section 21, Appendix G) which details the following :

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C C C C C C (c)
The nature of the request. Provide a College, Department, Section or Centre Purchase Order number for equipment or service and installation. An account number to which the tolls calls and monthly line rentals may be charged. The building location and room number of the outlet. The required completion date for the request. The contact name and extension number for queries.
Ensure that the request is signed by the Head of College or Department or by a person authorised to access the accounts specified. : For reliable communications through the University PABX, the modem line speed should not exceed 14400 bits per second.

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Toll Barred and Toll Allowed Extensions Policy All extensions, including facsimile and modem extensions will be default toll barred. Extension users who are required and authorised to make toll calls can either: C or C Have a Personal Identification Number (PIN) allocated to override the toll bar. The PIN will allow extension users to make toll calls out of University business hours. Place a toll call through the telephonists during University business hours.
When a PIN is allocated to an extension user, the College, Department, Section or Centre is accountable for all toll charges attributed to the use of that toll allowed extension or PIN number. The Department, Centre or Section is responsible for notifying the Telecommunications Section of Computing Services when a PIN has to be deactivated due to changed staffing circumstances. Procedure To gain toll access for an extension number through the telephonists a College, Department, Section or Centre should : (a) Write to the Telecommunications Manager detailing the request as follows : C C C C C (b) The user name and extension number required to make toll calls. The source of funds in the form of an account number to which the toll calls are to be debited. The building location and room number of the outlet. The required completion date for the request. Contact name and extension number for queries.
To gain PIN toll bar override for an extension user a College, Department, Section or Centre should : (a) Write to the Telecommunications Manager detailing the request as follows : C C The user name and extension number required to make toll calls. The source of funds in the form of an account number to which the toll

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calls are to be debited. C C C (b) The building location and room number of the outlet. The required completion date for the request. Contact name and extension number for queries.
Direct Dial In Extensions Policy A DDI Number (Direct Dial In) may be allocated to any member of staff subject to an additional monthly charge as specified in section 13 of this document. DDI lines are recommended where extension users receive a high volume of external calls. The suitable candidates for DDI numbers will be determined by the Head of College or Department, Centre or Section. There is no charge to change a current non-DDI extension to a DDI extension. There is a monthly charge for DDI extension functionality as specified in Section 13, Extension Users Charges. The new DDI number will be forwarded to the Department, Centre or Section once it has been allocated. It is the responsibility of the Department, Centre or Section to propagate this new number through Massey University Campus News and to external Massey University callers. Procedure To obtain DDI functionality a College, Department, Section or Centre should : (a) Write to the Telecommunications Manager detailing the request as follows : C C C C The user name and whether the user is a new or existing user. If existing then the current extension number is required. The source of funds in the form of an account number to which the toll calls are to be debited. The building location and room number of the outlet. The required completion date for the request.

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The contact name and extension number for queries.
Extension Users Charges Policy All extensions will attract a monthly extension user charge. This monthly charge will incorporate the following charges : < < < Extension line rental DDI rental (where appropriate) Extension maintenance
The extension user charge is applicable to all extensions used for telephones, facsimiles, answerphones and modems. For a list of current extension charges please contact the Telecommunications Help Request Desk on extension 5292. 14. Local Call Charging Policy Local call charges will be apportioned to each of the Department, Centre or Section Account Numbers on a monthly basis. The totals will represent the number of calls (in dollars) made by the extensions associated with the account number, it is not intended to provide detailed analysis of local call charges by extensions. For a list of current local call charges please contact the Telecommunications Help Request Desk on extension 5292.
Private Network Current Private Network Configuration Albany to Palmerston North The Private Network between Palmerston North and Albany Campus is currently configured such, that extension users placing calls from the Albany Campus to Palmerston North PSTN (Public Switched Telephone Network), ie off net calls, do not pay networking charges for these calls. Extension users placing calls from the Palmerston North Campus to Auckland PSTN are charged a flat rate significantly less than the current PSTN rates. On Private Network congestion, calls will overflow to the PSTN and a toll

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charge will apply. Extension to extension calls in either direction are free but limited by the capacity of the Private Network.
Policy The Private Network will be configured as follows to gain the maximum benefit from this resource. < The PABX Network will be configured with virtual networking services, this will automatically establish calls using the network resources available and the extensions class of service. Users placing calls from the Albany Campus to Palmerston North PSTN numbers will be free of charge unless they are transported across the public network using virtual network services, then Public Network charges will apply. Users placing calls from the Palmerston North Campus to Auckland PSTN numbers will be charged at the Private Network rate if the Private Network can be used. If the Public Network is used then Public Network charges will apply Extension users placing calls between Albany Campus and Palmerston North Campus and visa versa will be free of charge unless they are transported across the public network using virtual network services, then Public Network charges will apply. The cost of using the private network will be reflected in a lower toll charge being incurred by the College, Department, Section or Centre.

The private network use is restricted to teaching, administration and cost recovery units.
Voice Point/Audio Conferencing The Telecommunications Section has equipment available for on campus audio conference use. With this technology groups greater than three people are able to share a voice point and participate in audio conferences. Procedure To book the equipment a College, Department, Section or Centre should : (a) Completed the Audio Conference Equipment Booking Form WO9006, see Section 21 Appendix H.

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The audio conference equipment is hired out on a session by session basis, please contact the Telecommunications Help Request Desk on extension 5292 for the service definition and current equipment rental charges.
Loan Equipment Policy The Telecommunications Section of Computing Services does not in general provide loan equipment to Colleges, Departments, Sections or Centres except to replace faulty equipment purchased through the Telecommunications Section of Computing Services.
National Calling Cards Policy National Calling Cards can be allocated to members of staff who are working off campus and are required to make numerous University related toll calls. National Calling Cards can only be allocated to a person that has a valid Direct Dial In extension number. The application for National Calling Cards is subject to Head of College, Department, Centre or Section approval. The College, Department, Section or Centre are responsible to keep the PIN confidential and notify the Telecommunications Section immediately in the event the card is lost or stolen. Procedure To procure a National Calling Card. (a) Write to the Telecommunications Manager detailing the request as follows : C C C C (b) Identify the Direct Dial In extension number the toll calls made on the National Calling Card are going to be debited against. State whether the National Calling Card is going to be used to make international toll calls. State whether the National Calling Card is going to be used in foreign countries and if so identify the countries. Determine the date on which the National Calling Card is required.

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Telecommunications Accounts Policy In order to track University Telecommunications expenditure, all accounts for telecommunications equipment and services will be processed for payment through Computing Services. Internal Transfers for this equipment and services will be issued to College, Department, Centre or Section as the accounts are processed. The Telecommunications Section will generally not provide detailed account analysis or copies of original accounts to College, Department, Centre or Section utilising the telecommunications services.

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University Telecommunications Reimbursement Policy The University will not as a matter of policy reimburse private telecommunications rental and operational costs, these include telephone, cellular telephone, modem line rental, facsimile equipment and line rental, network services such as call waiting and internet connections. External telecommunications services that are required due to employment contract and/or critical out of hours support will be considered on a case by case basis. These resources will be provisioned for business use only. Procedure To provision a telecommunications service for an external off campus location, applications in writing should be made to the Telecommunications Manager detailing the following: C C C C C C C State the service requirements. Provide a justification for the service request (eg employment contract reference). Provide address details where the equipment and services is to be provisioned. Identify a contact person and telephone number at the address who can be contacted to arrange the provision of service. State the date when the equipment or service is required. Identify the account details to which the installation and operational costs can be attributed. Provide a University Purchase Order for the work to proceed.
Ensure that the request is signed by the Head of College or Department or by a person authorised to access the accounts specified. 21. University Confidential Numbers Policy All University extension numbers will have the extension number and calling party name displayed. Numbers that require confidentially will have the extension number removed but will still have the calling party name displayed. Confidential numbers will only be issued if the case for confidentially can be established prior to the number being allocated. Procedure To obtain a confidential number, applications in writing should be made to the

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Telecommunications Manager detailing the following: C C C C C C C C (a) The name of the user. Why is confidentiality required. Whether the user is a new or existing user. If existing then the current extension number is required. The source of funds in the form of an account number to which the toll calls are to be debited. A purchase order to which the extension installation can be charged if it is a new extension. The building location and room number of the outlet. The required by date for the request. A contact name and extension number for queries.
Ensure that the request is signed by a person authorised to access the accounts specified (usually a Head of Department, Section, Centre, Institute or College).
University Internal Directory Listing Policy The University reserves the right to publish extension listing details both in a hard copy format and electronically. This information will contain at least the following details, the first name of the person, the last name, the title, the extension number and the Department.