Directives

PURPOSE

To provide a communication system for the College, its employees and the student residences

SCOPE

All College staff and students requiring non-wireless (mobile) voice communication services

DEFINITIONS

POLICY

1. The College maintains Voice Communications systems which include physical telephones, security phones, voice mail and facsimile devices for College employees and student residences and the required infrastructure to support the systems.
2. The infrastructure required to support the Voice Communications systems is planned by Information Technology Services (ITS) and implemented and managed by ITS and Physical Resources.
3. The Director, IIRTS, is responsible for the annual preparation of a Communication Plan are based on call volumes, traffic plans and growth projections (headcount) provided by College departments.  The Director, Physical Resources provides the capacity expansion needs for new or renovated buildings.
4. The Communication Plan will form the basis for the annual budget submission, including Communication equipment requirements.  The Communication Plan is based on:
   a.  The monitoring of voice communication traffic within the college network and external to the college (local and long distance calls) by ITS, throughout the year.  This data will form the basis for capacity and traffic planning for the upcoming year.
   b.  The identification by departments of their full-time and part-time positions that have desks or workstations where a telephone is required.
   c.  The budgeting of necessary funds by the departments for new communication equipment.  ITS will provide cost estimates for new equipment identified in “b” above.
   d.  The request for direct dial lines (numbers without extensions) by budget holders. Justification for direct dial lines will be submitted to the President’s Executive Committee for consideration and approval.
   e.  The evaluation by ITS of any request for special features, either software or hardware, against the availability, cost and general needs.
5. Only telephones and telephony equipment specified by the College will be installed on the College communication systems.  Unauthorized equipment attached to the communication system will be removed and disciplinary action may result.
6. No individual, other than qualified service personnel and ITS support staff, will be allowed to connect, disconnect, repair, add options or in any way alter the configuration of the College communication equipment.
7. Installation of voice communication equipment will take place throughout the year based on the approved communication systems and infrastructure plan.  Requests for equipment installation, maintenance and relocation can be made through the ITS work order management system through the 5555 phone extension or 5555@algonquincollege.com.
8. Anyone experiencing trouble with communication equipment or requiring repair to damaged equipment should report their request to the Help Desk at 5555 or via email to 5555@algonquincollege.com.  No user of the College communication systems should contact outside agencies for service to College owned voice communications equipment.
9. Every user department is responsible for the replacement costs of lost, stolen or damaged equipment.
10. Long distance calling is managed through a central budget.  Publicly accessible phones are blocked from making any long distance calls.  All other phones are restricted to calls within North America.   International long distance can be enabled by ITS upon request.
11. A direct charge based on actual costs will be made for telephone service provided to OPSEU (Academic), OPSEU (Support Staff), Administration Staff Association, Students’ Association Offices and outside organizations.
12. College personnel with a physical disability may request special communication equipment to aid them in their daily tasks.



PROCEDURES

SUPPORTING DOCUMENTATION
None 

RELATED POLICIES
IT01       Acceptable Use of Networks and Accounts

RELATED MATERIALS
Asset Management Policy – Finance and Administrative Services