VI-3.5 ITS Telecommunication & Network Services (TNS)

VI-3.5 Telecommunication & Network Services (TNS)

(Amended 12/16)

Effective December 2016, this policy has been revised. For the most current version without redlining, return to VI-3.5.

The Telecommunication & Network Services (TNS) department provides planning, development, implementation, and support of networking, data, video, cable television, and voice communications for the University main campus (except for The University of Iowa Hospitals and Clinics) and the Oakdale Campus UI Research Park. TNS also ensures that the services provided to the University community are cost-effective, dependable, ubiquitous, and of the highest possible quality. For more information on any of these services, please contact Telecommunication & Network Services, 2800 University Capitol Centre.

  1. Services.
    1. Telephone service, including maintenance and repair
    2. Cable television service, including maintenance and repair
    3. Data networking for access to the campus data network and the Internet, including authenticated wireless access for laptops and other mobile devices
    4. Satellite uplinks and downlinks 
    5. Video conferencing
    6. Video streaming
    7. Campus video networking
    8. User training and consulting on telephone services and features
    9. Voice processing (voice mail, auto-attendant, bulletin boards, etc.)
    10. Long-distance calling
    11. Conference bridge (conference calling)
    12. Campus directory service
    13. On-campus relay service for the hearing impaired (assistive technology)
    14. Consultation, design, and inspection for communications cabling and outlets
    15. Installation of communication cabling and outlets
    16. Locating buried University communications cables
    17. Installation and maintenance of campus fiber and coaxial cables
    18. Support for Hawk Alert

    As part of the campus universal wiring plan, every communications outlet has the capability of providing voice and data connections.

  2. Requests for service. A University Service Requisition form is required for any installation, move, change, removal, or replacement of telephone, data, video, or cable service. For service requests, please forward the requisition form to the Telecommunication & Network Services customer representatives.
  3. Infrastructure. Telecommunication & Network Services has ultimate responsibility for all campus communications infrastructure, including: outside plant copper, fiber, and coaxial cable; in-building copper, fiber, and coaxial cable; communications closet infrastructure, access, and security; microwave, satellite, and other point-to-point communication infrastructure; wireless design, radio-frequency use, and deployment, including cellular sites; and all other communications infrastructure. All communications infrastructure installed on campus must be in accordance with current campus standards and be approved and inspected by Telecommunication & Network Services. Unapproved infrastructure may be removed, replaced, or redesigned at the expense of the offending department. For more information please contact Telecommunication & Network Services.
  4. Construction projects, remodels, and relocations. When a construction project, remodel, or relocation causes the need for additional communications infrastructure, equipment, or services, the one-time installation and capital costs shall be borne by the project and should be included in the project budget.
  5. Outside vendors. All significant contracts for services provided by outside vendors should be coordinated with the director of Telecommunication & Network Services. These include but are not limited to: local and long-distance service providers, contractors and consultants, and equipment vendors. Please contact the director of Telecommunication & Network Services before negotiating with outside vendors. Telecommunication & Network Services is in the best position to coordinate and integrate the proposed products, services, and vendor relationships with existing campus telecommunication services. As with all contracts, compliance with purchasing policies (V-11) is required.
  6. Consultation and training. Telecommunication & Network Services provides consultation, training, and support upon request. Customer representatives are available to answer questions regarding your existing telephone service or new service offerings available, or to help evaluate the best service options for your needs. Please contact them by phone to schedule an on-site visit or training session.
  7. Billing. Departments pay monthly for telephone service. The charges include the telephone line, instrument, system features, maintenance, and repair due to normal use of the service. Departments also are charged for data connections, which includes circuit, equipment, and maintenance costs.

    Repairs required due to customer misuse or abuse of University-owned equipment or customer-provided equipment will be billed on a repair time and material basis.

    Long-distance charges are billed monthly and appear on each department's monthly Transaction Detail Reports (TDRs). Statements Reports showing call details of monthly long-distance calls are mailed to departmental executive officers each month maintained by TNS for up to five years and are available to departmental billing coordinators as neededBilling coordinators, in coordination with the account reviewers and individual employees, are responsible for reasonably ensuring compliance with University policy.

    Questions regarding any of these billings should be directed to Telecommunication & Network Services.

  8. Personal long-distance telephone and cellular phone policy. Departments are responsible for determining when an employee needs to have access to telephone service and the type of service required in order to fulfill job responsibilities. (Types of service include: single-line phone, multiple-line phone, calling card, cellular phone, local service only, restricted long distance service, unrestricted long distance service, authorization code required to activate phone service, etc.) All costs related to such services are borne by the department. Examples of related costs may include: acquisition, installation, and ongoing fees related to use of the equipment or services.

    Personal phone calls made on University equipment should be kept to a minimum. Long-distance personal phone calls are the responsibility of the employee and should not be made on University equipment. In the event an employee is abusing this policy, the employee's department is responsible for taking corrective action. If an employee needs to make a personal call that, if dialed direct, would result in a long-distance phone charge to the department, he or she should either: 1) call collect; 2) charge the call to their home phone; or 3) charge the call to a personal calling card. If, due to an emergency or through inadvertence, a personal long-distance telephone call is charged to a University account, the caller will be required to reimburse the University by check. An employee may need to reimburse the University for cell phone use on a pro rata basis if personal minutes result in additional charges. Personal misuse of University long-distance may result in disciplinary action. The University will conduct periodic reviews of long-distance usage to ensure compliance with this policy.

    Departments are responsible for retaining documentation indicating employees have reviewed the monthly long-distance or cellular telephone charges made from University equipment. This requirement could be addressed by having an employee initial each statement approving the charges as legitimate business expenses. Documentation supporting these charges must be retained by the department for three complete fiscal years.

    Routine personal calls are never to be made not allowed on University-provided cellular phones. (See also V-11.23 Technology Allowance Policy.)

  9. Restrictions. All University phones are restricted from making operator-assisted calls (9+0), from making third-number calls billed to a University number, or from receiving incoming collect calls. These types of calls are allowed by exception only. If a department needs such an exemption, contact Telecommunication & Network Services for an "Operator-Assisted" call form. Once the form has been completed and approved by an officer of the department, it should be returned to Telecommunication & Network Services. After receipt of the approved request, it takes approximately two to five days for the restriction(s) to be lifted. The department requesting the lifting of the restriction(s) will be liable for all long-distance calls charged to that number.
  10. Telephone Calling Cards. University telephone calling cards are available for University faculty and staff who are traveling on University business and need to bill long-distance calls to their department. Requests for calling cards can be made by sending a completed requisition approved by a departmental officer to Telecommunication & Network Services. Lost or stolen telephone calling cards should be reported as soon as possible. Personal misuse of University calling cards may result in disciplinary action.
  11. Directories.
    1. The University Directory (https://www.dna.its.uiowa.edu/Whitepages/) lists contact information for students, staff, faculty, and departments.
    2. Information about how to update University Directory information can be found at https://uiowa.edu/homepage/updating-directory-info.
    3. The University Student, Staff, and Faculty Directory (Herdbook) contains student and faculty/staff sections and is available in mid-October. This directory is prepared by Information Technology Services, University Life Centers Marketing and Design, and Office of Student Life.
    4. University directory updates for faculty and staff who need to correct their individual listing in the back section of the directory should be made via Employee Self Service.
    5. Copies of the University directory may be obtained by submitting the standard requisition to General Stores. The directory is also available at the University Book Store or at Iowa Book, 8 S. Clinton St.
    6. Local Iowa City telephone directories are delivered by General Stores each year during November and December. Departments may obtain copies of the directory by submitting the standard requisition to General Stores.