Summary of Telephone Services

OIT provides telephone service to the UCI campus. Below you will find a summary of the services we provide including pricing and training.  For more information, please contact OIT Telecommunications Customer Service at 4-5123 or oit-tcs@uci.edu

Introduction

The Office of Information Technology (OIT) is responsible for all telecommunications services required by the campus. The levels of service and kinds of equipment available are consistent with University telecommunications policy guidelines.  The office is located in building 423 Physical Sciences Quad, Administrative Modulars.  We are open Monday through Friday from 8:00 a.m. to 12:00 noon and 1:00 to 5:00 p.m. You may contact OIT Telecommunications Customer Services at 4-5123 or oit-tcs@uci.edu  For telephone repair, please contact the OIT Help Desk at 4-2222 or oit@uci.edu.

Authorization Codes

Authorization codes allow departments to limit off-campus calls placed from their telephones and provides selected employees with authorization codes that bypass these off-campus restrictions. To place an “outside” call from a restricted telephone, the employee must dial the authorization code, wait for the confirmation tone, then place the “outside” call in the normal fashion.

Calls are charged by account number and are reported on the monthly telephone billing statements. Charges for these codes are $2 per code per month, with an installation charge of $10 to add, change, or delete each code. Responsibility for all charges to the authorization code rests with the individual department and authorization codes should be handled with the same confidentiality as a credit card number.  To order an Authorization Code, submit an OIT-Service Request Form.

Billing

OIT strongly encourages departments to review monthly billing statements available through the Electronic Document Library (EDL), accessed through the Applications tab of the ZotPortal.  Paper billing statements were discontinued in January 2015.  Contact your Department Security Administrator (DSA) to set up your access to EDL. Charges appear for each line. Direct dial calls or improperly dialed calls cannot be adjusted.  Monthly service, equipment, and installation charges will appear on your departmental ledger and charges will be for the previous month.  Departments have 30 days to dispute charges and/or request a credit. After that time, no adjustments will be made. Call 4-2264 or 4-5123 for answers to billing questions.

Calling Cards

Telephone calling cards are available for $2 per month. To obtain a card, please submit an OIT-Service Request Form with the name of the individual who will use the card.  When the card is ready, the requestor will be notified to pick it up. Calling cards will not be sent through campus mail.  After the card has been picked up, any and all calls made with that card will be the responsibility of the department.  If a card is lost or stolen, please call OIT at 4-5123 immediately. For calling card dialing instructions, review instructions provided with the card or call 4-1155.

Campus Directory Assistance – Operator Services – Electronic Directory

Maintaining the correct information for each faculty and staff member, as well as department information, has been decentralized.  Every UCI and UCIMC department has a Department Directory Coordinator (DDC) who is responsible for making changes to directory information via the On-Line Directory Update System (OLDUS).  To find the name of your Department Directory Coordinator, or to view your own listing, visit the UCI Directory.

The campus operator switchboard is staffed Monday through Friday from 8:00 a.m to 5:00 p.m. Pacific Time. The main campus telephone number is (949) 824-5011. Just dial “0” from an on-campus telephone.  An auto-attendant/phone tree is available when the switchboard is closed to assist callers with some frequently-called numbers.   Please note that because of the high volume of calls to UCI, we encourage students, faculty and staff to consult the UCI Directory at Directory.uci.edu  Campus operators will not connect calls for on-campus users.

Change in Telephone Installations

Requesting Change in Telephone Installations

If changes are necessary after your order has been processed by the Office of Information Technology, the OIT-Service Request Form will have to be modified, resubmitted, and completed at a later date. Please include the following information.

  • Telephone number of instrument to be worked on or moved.
  • Locations affected by change (i.e., present instrument location, room and building, and room and building location to which equipment is to be moved). If the equipment to be moved is within the same room, indicate that the equipment move is “same room.”
  • Name and extension of a person familiar with work requested whom the installer can contact for proper placement of telephones.
  • UCInetID of individual authorized to charge against department funds with account/fund/sub to be charged.

If possible, attach a room layout with desired location of telephone instrument designated by a small triangle. Keep in mind the location of existing telephone outlets in the room when considering location of telephone.

Submit the OIT-Service Request Form on-line.

Changing of Orders

Requests for changes in existing equipment must be submitted on an OIT-Service Request Form.  Please submit one form for each line. Please do not ask the telephone installers to make changes to the order as they can do only what the order specifies.

Conference Calling Services

The campus telephone system includes a conference call feature. You may place conference calls from any campus telephone. Conference calls are an economical way to meet with people, both on and off campus. They are an easy, effective way of cutting travel time and expenses, allowing participants to work from their own offices or wherever they can be most productive.

Directories & Directory Distribution

UCI Directory

The UCI Directory  available to everyone and provides the most up-to-date information on departments, faculty, staff, and students at UCI.  It can be accessed through electronic mail applications (contact your department’s computing support coordinator to configure your mail application properly).  The campus operators use the UCI Directory for inquiries made by callers to the main UCI switchboard.

AT&T White Pages (Orange County Central) and Smart Yellow Pages

We no longer have a standing order for printed AT&T phone books.

Directory Listings / Advertising

AT&T White Pages (Orange County Central)

The University of California, Irvine has a “CAPTION” listing in the AT&T Orange County Central directory.  Only departments who have specifically requested to be listed here are included.  The information in the caption listing is used for calls to Directory Assistance (411 or 555-1212).  This information is often shared with other directories throughout the country.  If your department is listed here, YOU HAVE A PUBLISHED NUMBER.  We cannot guarantee you won’t receive misdirected calls because your number is published.  Please pay close attention to the wording of your listing and the telephone number that is used.  Obviously, once the directory is PUBLISHED, changes cannot be made.  If a change is necessary after the directory is published, submit a change request for Directory Assistance calls.  To order a new listing, change an existing listing or remove a listing in the UCI caption, please submit an OIT-Service Request Form.

Disconnecting Telephone Equipment

Requests for disconnecting telephone equipment must be submitted on an OIT-Service Request Form and must include the following information:

  • Telephone number to be disconnected and last day of service date. Disconnects cannot be retroactive.
  • UCInetID of authorized individual.

Submit the OIT-Service Request Form on-line.  If you have questions about your service request, please call 4-5123.

Incomplete requests will be returned to the originator. If you have questions about your service request, please call 4-5123 before submitting request form.

Features

UCI’s telephone and voicemail systems offer many features. Detailed information can be found in our training guides. For more information, please call 4-5123.

Mobile / Cellular Phone Service

OIT provides information for wireless services for several different vendors. Users may choose ANY mobile vendor and pay for the equipment and monthly charges using a UCI PAL card.

Portable Conference Telephone Units

The portable conference telephone unit is a high-quality speakerphone. The conference unit can be connected to any existing campus single-line (ANALOG) telephone. The rental cost of the unit is $10 per day.   A conference unit can be reserved by submitting an OIT-Service Request Form.   The unit must be picked up from OIT between the hours of 8:00 a.m. – 12:00 noon and 1:00 to 5:00 p.m.  You may pick the unit up the day before it is needed.  Please be sure that the room or office you are using for the conference call has a single-line (ANALOG) jack available!  Digital (multi-button) phones will not work with the Conference Unit and plugging a conference unit into a digital jack can cause damage to the unit.  If an analog telephone jack installation is needed, please allow at least 5 working days lead time. The department will be billed for the installation of the jack and for a minimum of one month’s fees.  If you are unfamiliar with the Conference Unit or with making conference calls, please allow time for testing before the call is to take place.

Requesting Telephone Installations & Other OIT Services

Requesting New Installations

Requests for new installations must be submitted on an OIT-Service Request Form and must include the following information. Please submit one form for each line requested.

  • Type of equipment and class of service required for each line. Include diversion destination if call diversion is desired, include other desired features for each line.
  • UCInetID of the person authorizing the work.
  • Contact name and extension we can contact for clarification and proper placement of telephones.

Temporary Telephone Installations

The Office of Information Technology will coordinate temporary telephone service for University-sponsored conferences, meetings, seminars, etc. The sponsoring department will be responsible for all charges incurred which include installation charges, a monthly service charge billed at a one-month minimum, and any usage on the service for the time it is installed and working.

For events held on campus, the department must submit an OIT-Service Request Form five working days prior to required install date. Events being held off campus require a lead time of 15 working days. Service for contractors doing business with the campus must be handled directly by the contractor and the telephone company.

Modification of Previously Submitted Orders

If changes are necessary after your order has been processed by OIT, the OIT-Service Request Form will have to be modified, resubmitted, and completed at a later date. Please do not ask the telephone technicians to make changes to the order as they can do only what the order specifies.

Lead Time for Installation

To ensure timely installation of telephones, please allow the proper amount of lead time. For installation of one to 10 telephone instruments in a department, please allow three to five working days from the time the request is received by OIT.

Telephone systems involving more than 10 telephone instruments require more lead time. Please call 4-8977 for an estimate of the time required for your larger project.

Location of Equipment

All telephone terminal and cable facilities must be accessible at all times for installation and repair. Bookcases, ceiling tiles, file cabinets, and all other furniture blocking access to facilities must be moved in advance by the requesting department.

Service

The campus telephone system is an integrated voice and data direct inward and outward dial digital PABX. Telephone users have access to the public telephone network dependent upon the calling area restrictions of their individual telephone line.

Telephone Equipment & Services

Types of Equipment

There are various types of equipment available for installation at UCI:

  • Single-line analog telephone sets
  • Multi-line digital telephone sets
  • Approved special purpose equipment such as fax machines

Class of Service

There are five classes of service available for University telephones:

  • Class 5: Campus dialing only
  • Class 4: Includes all campus extensions, 411, toll-free, all 7-digit numbers within 949, 714 and 909 area codes
  • Class 3: Includes all of the above plus all of California
  • Class 2: Includes all of the above plus nationwide dialing excluding Alaska and Hawaii
  • Class 1: Includes all of the above plus Alaska, Hawaii and all international locations

Telephone & Voicemail Training Classes

OIT offers free hands-on telephone and voicemail training classes when there are at least 5 participants registered.  Telephone classes are offered the 2nd Friday of every month from 9:00-10:30 a.m.  Voicemail classes are offered the 3rd Friday of every month from 9:00-10:30 a.m.  Classes are held on campus in building 423 Physical Sciences Quad (Administrative Modulars).  For more information or to register, please call 4-5123. These classes are recommended for new users, but even seasoned employees will learn new features.

Telephone Repair

In many instances, the trouble can be quickly resolved by phone. However, if we are unable to resolve the problem remotely, we will dispatch a technician to your location within one working day. We will determine the cause of the problem and correct it within two working days from the receipt of your call. Please contact the OIT Help Desk at 4-2222 or oit@uci.edu to initiate a telephone repair. Please see “Telephone Troubleshooting Guide”.

Voicemail Service

The information below pertains to our NEW Voicemail system, launching on February 22, 2016.

Your mailbox is private and not accessible to anyone without your password and available 24 hours a day, 7 days a week. Messages can be received at any time, they may be saved, erased, or copied to another subscriber on the system. Voicemail alerts users to newly received messages by a flashing light on digital phones or a stuttered dial tone on analog phones.

Some Voicemail features include:

  • Receive voice messages from other Voicemail users on campus.
  • Receive voice messages from outside callers.
  • Send voice messages to other Voicemail users on campus.
  • Send messages to groups via pre-established group lists.
  • Listen to, scan or review messages.
  • Skip forward or backward while listening to messages.
  • Erase messages or save them for up to 60 days.
  • Copy a message to another mailbox.
  • Several greeting options are available.

Levels of Voicemail Service:

  1. Basic Voicemail service allows a maximum of 90 messages, with a three minute time allowance for each message, and a three minute time allowance for the outgoing greeting. The monthly cost is $4 per line.
  2. Announce Only Voicemail service provides an outgoing message of up to eight minutes to be played to your callers, but does not allow messages to be left in your mailbox. The monthly cost is $12 per line.

To add Voicemail service, the one-time installation charge is $20 per line. A change to an existing mailbox is $10.

To order Voicemail service, please submit an OIT-Service Request Form.