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Longwood
University |
Policy 6122
TELEPHONE USAGE
I. PURPOSE
The purpose
of this policy is to establish uniform rules and regulations for the use and
management of voice, video, fax and cellular services by employees of Longwood
University.
II. POLICY
A. Charges: A monthly usage bill will be provided to each area Vice President or his or her designee. The Vice President or his or her designee is responsible for reviewing the monthly bill. All employees are responsible for reimbursement of all personal calls placed utilizing University owned services. All long distance telephone calls are billed to local budgets. It is the responsibility of each department head to correct any discrepancies with the communications management system administrator and have the necessary adjustments made.
B. Continental and International Calls: Direct dial should be used for all long distance calls in the continental United States, Canada and North American calling zone. Telephone credit cards should be used for other international calls as well as business calls when away from the University. Requests for telephone credit cards must be approved by area Vice Presidents and must be purchased through the Information and Instructional Technology Services approved vendor.
C. Official Use Only: Telecommunications (voice, video, fax, pager and cellular) services provided by the University are for University business. The University telephone services are not to be used to support private business practices. All cellular phone plans must be purchased to meet the business needs of Longwood University. University cellular phone purchases must be approved by the Chief Information Officer (CIO).
Personal long distance calls may not be charged to Longwood University accounts, but may be made from University telephones using the assigned personal billing number (PBN) issued by the communications management system administrator. Calls may also be placed by using third party billing or by personal telephone credit card including PBN. Employees issued telephone credit cards by the University shall limit their use to University business only.
D. Administration: The CIO or his or her designee is responsible for the administration of telecommunications services, including the acquisition of telecommunications equipment, the plan for telephone use and the method of reimbursement for personal telephone calls made by employees. Area managers must approve the assignment of all telephones within their area. These officials must review the assignment of all telephones annually to ensure compliance with this policy and appropriate assignment of equipment and services.
III. ENFORCEMENT
The University regards any violation of this policy as a serious offense. Violators of this policy are subject to disciplinary action, in addition to possible cancellation of information technology (IT) resources and systems access privileges. Users of IT resources and systems at Longwood are subject to all applicable local, state and federal statutes. This policy does not preclude prosecution of criminal and civil cases under relevant local, state, federal and international laws and regulations.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised, March 20, 2004.
Revised and approved by the Board of Visitors, December 5, 2008.