Policies & Procedures

I. PURPOSE

This policy regulates the use and management of voice, fax and cellular services provided to employees of Longwood University..

II. POLICY

Telecommunication (voice, fax, pager and cellular) services provided by the University are for University business. The telecommunications services are not to be used to support private business practices.

1. Administration: The following officials must review the assignment of all telecommunication services annually to ensure compliance with this policy and appropriate assignment of equipment and services.
   1. The Chief Information Officer (CIO) or his or her designee is responsible for the administration of telecommunications services, including the:
      1. acquisition of telecommunications equipment,
      2. plan for telecommunication use,
         1. Direct dial: should be used for long distance calls in the continental United States, Canada and North American calling zone. Employees should utilize assigned personal billing number (PBN), third party billing or personal telephone calling card in combination with PBN for personal calls.
         2. University calling cards: Employees issued telephone calling cards shall limit their use to University business only. Calling cards should be used for long distance and international calls as well as business calls when away from the University. Requests for calling cards must be approved by area Vice Presidents and forwarded to the communications system administrators for distribution.
         3. All cellular phone plans must be purchased to meet the business needs of the university and approved by the CIO.
      3. method of reimbursement for personal telephone calls made by employees.
   2. Area managers must approve the assignment of all telecommunication services within their area.
2. Billing: A monthly usage bill will be provided to each area Vice President. All long distance calls are billed to local budgets.
   1. Vice Presidents are responsible for reviewing the monthly bill.
   2. Department heads are responsible for correcting any discrepancies with the communications management system administrator and having the necessary adjustments made.
   3. All employees are responsible for reimbursing the University for personal calls placed utilizing these telecommunication 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.

Procedures for Policy 6122

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.
Revised and approved by the Board of Visitors, September 14, 2012