OIT Services General Information
Charge
Disputes for OIT Services
It is important that departments dispute charges for OIT Services as
soon as they are discovered. OIT
Business Services charges a fee of $36.00 per hour (based on ¼ hour increments)
to research non-current charges. Non-current
means four months after the post date. OIT
Services will not credit departments for disputed charges for a fiscal year
after it is closed.
Printing
and Graphics Dept ID’s on Orders
Make sure all individuals who charge copies and complete job orders have the
correct Dept ID. OIT Business
Services posts charges directly from the information provided on print order
forms.
Departments may correct Dept ID errors within their
department by completing the web based Journal Entry form and forwarding it to
Administrative Accounting. An
example of where this form might be used is when an individual enters the wrong
Dept ID on a Print Job, etc. The
Journal Entry form can be used to correct only local to local and appropriated
to appropriated fund corrections.
Telephone & Network Services Information
Plan
Ahead
Submit your
Telephone and Data Line Service Requests as early as possible, particularly for
the Fall Semester. The Telephone
Engineers are very busy prior to the start of each semester.
If you plan to have a phone installed in August for new faculty, submit
the Telephone Service Request via the web in June for a July installation.
See the information below for charges for Priority/Emergency Requests.
Priority Request Charge
Effective June 1, 2002, there is a $108.00 charge (billable in ½ hour
increments) for jobs that are specified as a priority request by the customer
and require immediate attention. An
example would be a request for immediate installation of a telephone for a
conference call. To avoid these charges plan ahead, enter your Telephone and
Data Line Service Requests early, to avoid these charges.
Information regarding placing a priority request is included in the
Telephone & Data Line Installation information included in this packet.
GroupWise
E-mail Addresses Required to Enter Telephone & Data Service Requests
GroupWise is the e-mail standard for conducting business within the University.
A GroupWise e-mail address of a permanent staff or faculty member is
required to submit Telephone and Data Line Service Requests.
Student accounts and generic accounts are not in our database.
The GroupWise e-mail address is the pivotal point between the software
packages that send and receive the information entered on the web form.
If a call is entered using an incorrect e-mail address, the call fails
and is delayed. OIT Business
Services is notified of the call failure and automatically assigns the call to
the Department Contact.
Submit
all Required Work on one Telephone Request or Data Line Service Request
Telephone Engineers plan their schedule based on the telephone or data line
request as entered. Please do not
request that they complete additional work when they come to your office.
Submit a new Telephone Request if you have additional needs.
Work on several
extensions can be entered on one request form, just use the Special Comments
section at the bottom of the web form. Currently, Telephone Service Requests
must be submitted via the web form at http://network.boisestate.edu.
Helpful Hints
Regarding Telephone & Data Line Service Requests
If you have a lengthy request, ie., moving several telephone or lines, type your
request in Word and then copy and paste it to the Special Remarks area of the
Request Form.
Use
Internet Explorer to enter your requests. After
you enter the field information the first time you submit a form, the next time
it will automatically appear in a box below the field when you start to type.
Start to type the information in the data field.
A box will come up below the data field where you can either tab down or
highlight the information you want to enter.
Either click your mouse on the highlighted information or tab to the next
field to enter the information selected.
Telephone and
Network Web Form Confirmation
Print a copy of the Form Confirmation from the web when you submit a Telephone
or Data Service Request. Keep it
for your records. This will help
you reconcile your budget reports with your charges.
You should receive a GroupWise e-mail confirmation of your request within
30 minutes from the time you submit the form. If you do not receive an e-mail confirmation, please fax a
copy of the confirmation form you printed to 426-4232.
Before You Enter a Telephone is Not Working Call
If you have a dead phone (no dial tone), check to make sure the phone is plugged
in to the jack. If you have an IP
phone that has the Cisco logo on it and it won’t function, unplug it for a few
seconds and plug it back in. It may
go through the set-up cycle and start working.
Moving Ericsson
Telephone Models between Extensions
Moving Ericsson telephone models between extensions requires a Telephone
Engineer. Certain features on the
telephones will not work unless they are re-programmed by a Technician.
Enter a Service Request via the web to have telephones switched between
extensions. There is a charge for
moving telephones between extensions.
Instructions for Placing a Telephone Service Call
If you are having trouble with your telephone, please enter a Service Request
via the web at http://network.boisestate.edu.
Click on the “Telephone is Not Working” option and fill out the
information. A call is
automatically generated to the Telephone Engineers regarding you request.
Calling individuals who work in OIT, to report telephone outages will
delay repairs.
Telephone
trouble includes: No dial tone,
static on the line, voice mail does not function, inability to dial long
distance if a telephone extension has long distance dialing capability, the
inability to dial 800 numbers, etc.
A Dept ID is required
to place a call. In most instances,
there is no charge for reporting telephone trouble.
However, in some instances there will be a charge.
An example of a chargeable call is when a user moves an Ericsson
telephone from one location to another.
Avoid Charges for
Password Changes
Passwords
can be changed within a department without the assistance of a Telephone
Engineer if you know the existing password.
Be sure to obtain passwords from employees who are terminating
employment, so you may change the password without the aid of Telephone
Services. Follow the prompts
provided on the Unity voice mail system to change a password.
A
password reset, where the existing password is not known, requires the
assistance of a Telephone Technician.
The usual fee for a password re-set is $9.00. To avoid password reset charges emphasize the importance of
remembering passwords.
Avoid Long Distance
Charges within the Local Calling Area
To avoid long distance charges when dialing within the Boise calling area,
advise staff members not to dial 1-208 and the number, 208 and the number or 1
and the number. Your department
will be billed for these charges if they occur.
Dialing requirements for long distance service on Cisco IP phones require
individuals to dial 1-208 for long distance calls.
The local calling area list can be found on the web at http://network.boisestate.edu,
click on Other Information.
Reimbursement
for Personal Calls
Departments are responsible for collection of charges for personal calls by
employees. Departments may set
policies that require that personal calls be made by personal calling card or
phone cards.
Call Trees
A call tree allows callers to hear a menu of individual/extension options
and select the extension they want to connect with.
The set-up costs for call trees decreased when the new voice mail system
was installed. Departments that
wish to set up a call tree should enter an Other Phone request on the Telephone
and Network Services web sit at http://network.boisestate.edu.
The monthly cost for a call tree is $15.00 for the initial number and
$5.00 for each key press. There is an initial set-up fee is $25.00 per button feature.
Telephone Headsets
Departments may order their own headsets.
Plantronics headsets/amplifiers are compatible with Ericsson and Cisco IP
equipment. They may be ordered
through Boise Office Products or other vendors.
Directory
Changes
The Directory is composed of multiple sections.
There is a database for individual listings and several PDF documents for
the academic, administrative, fax listings and miscellaneous sections.
For Changes to
Academic, Administrative and Fax sections:
When you have changes to numbers/staff listed in
these sections, it is important that the updates are sent to OIT Business
Services. Please e-mail changes via
GroupWise to OIT Business. Academic,
administrative and fax listings are updated in October, February, and July
in PDF format for printing. To
access the Directory, go to the Boise State Home Page and click on Directories
at the top of the page. Select the
Directory you wish to print or view. You
can also create a shortcut to the searchable Directory on your computer desktop.
For Changes to
Individual Listings:
The searchable individual listing is updated weekly
on the web. Changes can be
submitted via the web. To access
the Directory, go to the Boise State Home Page and click on Directories at the
top of the page. Select “Submit a
directory change request”. A
nine-digit employee id number is required. It is important that individuals
check the web directory listings to make sure they are correct.
The extensions listed are the same extensions that the University
Switchboard uses to transfer calls.
Budget Reports - Account Codes Used for Equipment and Long Distance
All
equipment and long distance charges are being charged to Account Code 503000,
Telephone – Local and Equipment. Cell
phones are posted to 503300 – Cellular/Wireless Phone Service.
Calling card charges are posted to 503100 - Telephone Long Distance.
Teleconference Services are posted to Account Code 503500.
Changing a Dept ID for Telephone Services
To change
the Dept ID telephone services are being charged to, go the Telephone and
Network Services website at http://network.boisestate.edu,
click on the Dept ID or Project Grant Change Option, fill out the information
and submit.
AT&T
Wireless Customer Service
There are
state contracts in place for wireless (cellular) telephone service.
These contracts are mandatory for all State agencies.
OIT Business Services is responsible for placing all cell phone orders
and determining the cellular service selected for campus users.
To
place a cell phone order, go to the Telephone and Network Services website at http://network.boisestate.edu
and select University Cell Phones.
To
cancel a cell phone, change a rate plan, user name, etc., e-mail OIT Business
Services via GroupWise at OIT Business or call 426-1433.
If
an AT&T cell phone does not function call AT&T Customer Care:
1-800-255-5422
If
a cellular telephone phone is functioning, press and hold 2 on the phone and you
will be automatically connected to Customer Care or dial 1-800-888-7600.
Corporate Calling Cards
There is a state contract in place for telephone calling cards through
AT&T. Boise State offers the
corporate calling card for employees who travel or need to make long distance
calls from home on behalf of the University. The corporate calling card application form is available on
the web at http://network.boisestate.edu
click on Other Information. If
an individual is having a problem using their calling card, call 1-800-882-2273.
We will be reissuing all AT&T calling cards later this year.
To obtain the
best rates, calling card users should use the 800 number printed on their card.
Teleconference
Services
There is a state contract in place for Teleconference Services through
AT&T. Boise State University
also offers a Meet Me Conference Call Service.
Information about conference call set-up is available on the web at
http://network.boisestate.edu/Telephone/Instructions/ConfCallInfo.htm.
If you need further information, please e-mail OIT Business via GroupWise
or call 426-1433. Teleconference calls may also be charged to AT&T
Corporate Calling Cards, however, this is the most expensive option for setting
up calls.
800
Numbers
There is a state contract in place for 800 numbers through MCI WorldCom.
If you need information about the service, please e-mail OIT Business via
GroupWise or call 426-1398.
Off-Campus Lines
The Office
of Information Technology is responsible for making arrangements for all
off-campus (Qwest) telephone lines and installations. Please call 426-1433 or e-mail OIT Business Services for
information on installation of lines in buildings that cannot be connected to
the Boise State telephone system or if you require a Qwest or dial tone line.
There is a state contract in place that provides less expensive rates for
off-campus lines, including long distance service.
Office of Information Technology Web Sites of Interest to You
Office of Information Technology: http://oit.boisestate.edu
All OIT Web Sites can be accessed through this site. This site also has
access to Boise State printable and searchable directories.
Business Services: http://oit.boisestate.edu/busservices.htm
Computing Services: http://oit.boisestate.edu/cs/
Information on Help Desk Documents, Computer Lab Hours, User Account
Request Forms and other available services.
Printing & Graphics: http://oit.boisestate.edu/printing/
On-line order forms, information about services provided at each location,
prices for BSU forms, etc.
Mail Services: http://oit.boisestate.edu/mailservices/
Information about postage and mailing guidelines and regulations, Mail
Stops, Building Abbreviations, and other services.
Telephone & Network Services: http://network.boisestate.edu/
Telephone Services Order forms, telephone use documentation, includes
access to Boise State printable and searchable directories.
Information Provided By:
OIT Business Services MS-1410
Telephone: 426-1433
Fax: 426-4232
E-Mail: OIT_Business@boisestate.edu
