Phone Services for Departments

Telephone coordinators: use the Coordinator Resources Site to request phone services and changes.  Service-related bills are emailed to the Telephone coordinators in each department. 

Connecting your Phone

VoIP phones must connect to a network jack to function.  Analog telephones (those phones on the old system), FAX machines and modems must connect to the old phone jacks.  They will NOT work in the network jack unless the jack is converted to analog service.

Dialing Instructions

Long distance calls within the 50 states are $.09 per minute.  For calls to US territories, consult the international rate listing.

Monthly Equipment Costs

Listed below are the monthly charges for voicemail and the four different models of ShoreTel telephones:

	ShoreTel 115	Cost $17.00 per month
	ShoreTell 212k	Cost $20.00 per month
	ShoreTel 230	Cost $20.00 per month
	ShoreTel 655	Cost $30.00 per month
Voice Mail Box	Voice Mail	Cost $5.50 per month
Extension Only	Extension	Cost $5.50 per month
Button Box	Additional Buttons	Cost $5.00 per month
Analog Phone Lines	Phone line	Cost $30.00 per month

Voicemail Service

Voicemail service is available on all campus phones for faculty and staff.  Tenured and tenure-track faculty with office phone service are provided with one voicemail box at no monthly charge. All other faculty and staff will incur $5.50 per month for each mailbox.

To retrieve your voicemail messages, either press the Voice Mail key on the phone, call 1-1000 on campus, or call 757-221-1000 off campus. The Voice Mail Quick Reference Guide (pdf) is a helpful tool in understanding the flow of the voicemail system menus. 

The on-line companion software, Communicator, can also be used to view your call history and access Voice Mail messages.

Additional Calling Services Available

Hunt Group:  Hunt groups will allow calls to ring on multiple desks.  The hunt group service is cost free, however, there is a monthly fee for a Voice Mail box, if one is requested.

Work Group:  Work groups are usually only used in offices or departments with a heavy volume of calls.  Work groups provide customizable features such as call-answering hierarchies and scheduling.  Because work groups require licenses (for each person in the group), there are additional fees for the service. 

Auto-Attendant: The auto-attendant service routes callers from a central line to a specific destination using a voice message like "Press 1 for William, press 2 for Mary". 

Licenses

Licenses have a one-time charge.

Telephone Service Work Orders

All department telephone services are available through our Coordinator Resources Site. From this link, department telephone coordinators can:

• Submit telephone work order requests (adds, moves, changes and removals)
• Access department telephone bills
• Submit telephone troubles
• Update campus directory information

Required information includes names, locations, and telephone numbers for the requested work and the account number(s).  Most work order requests are free of charge, however a new network jack installation will incur a charge (use the Coordinator Resources Site to request an estimate).

Moving a Telephone

VoIP phones may be moved within a department.  To do so, simply unhook the phone from the network jack where it is currently located and rehook it in the network jack at the desired new location.  The phone number will stay the same, but the new location of the phone will have to be verified by the department's telephone coordinator (done through email).

If moving to a different department, the move must be submitted through the Coordinator Resources Site.  This is to ensure the correct department is being billed for use of the phone.

In order to move an analog phone line (fax machines, alarms, credit card readers...), a work order request will need to be submitted by your telephone coordinator.

Long Distance Calling Cards

Long distance calling cards are available for faculty and staff members to use for department-related calls while away from campus. Requests for calling cards must be submitted by the department telephone coordinator using the Coordinator Resources Site. The coordinator will be notified when the card is activated and it will be held for pickup (proper identification required) in Jones Hall, Room 208.