OP-H-4 Office of Telecommunications
SPECIFIC AUTHORITY
Florida Statutes Chapter 240
Florida Administrative Code Chapter 6C2
OBJECTIVE
The purpose of these procedures is to describe the many telecommunications services available and the policies that govern the University community through the Office of Telecommunications (OTC). The community includes all departments, faculty, staff and students both on and off the main Tallahassee campus as well as State agencies and specific outside entities. The procedures provide information on obtaining services, descriptions of services, technical definitions, informational sources, contacts, organizational structure, and billing procedures.
OVERVIEW
The OTC is the coordinator and provider of telecommunications transport services on and off the University's campus. This includes, but is not limited to, all infrastructure of copper, coax and fiber wiring within and between campus buildings, calling features, CATV, consulting and operator services, local dial tone, directed moves, emergency telephones, frequency coordination, outside plant, pay telephones, telephone instrumentation, voice and video conferencing, wireless technologies, voice mail, long distance services, paging, 2-way radio, DSL, and Access control.
Policy Statement
The OTC's goal is to connect our University community with global communication solutions in a customer-focused, business-oriented environment, emphasizing service excellence. The OTC is also charged with managing, coordinating and providing all telecommunications transport services in a manner that promotes the overall University mission. Because OTC is an auxiliary service, it is necessary to charge for administrative services.
OP-H-4A UNIVERSITY REQUESTS FOR TELECOMMUNICATIONS PRODUCTS OR SERVICES
The OTC is responsible for the selection and approval for all orders that pertain to telecommunication services. Most products and services, listed in the Products and Services Section (B), may be acquired through OTC.
A-1 Directed Moves
A directed move is the mandatory relocation of a department due to planned or unforeseen circumstances and is mandated by Space Utilization and Analysis.
1. Data Lines - Funding for the relocation of data lines associated with a directed move is the responsibility of the department.
2. Voice Lines - Space Utilization and Analysis authorization enables the OTC to properly relocate and bill the associated charges to a specific budget allocated for directed moves. Space Utilization and Analysis will provide a packet that contains all pertinent information necessary to complete a directed move. Directed moves provide for exact replacement of existing voice services and do not pay for the installation of any telecommunication infrastructure (voice/data outlets).
A-2 Office of Telecommunications Requests
All requests for new products, wiring, equipment or telephone service additions, deletions, moves, or changes in line Class of Service and budget number's for billing purposes must be submitted on an on-line Telecommunications Service Request (TSR) via OTC's website at www.otc.fsu.edu. All orders must have the name of an authorized individual that can be confirmed by our Customer Service Representatives using the official University's Authorized Signature List. If an FSU department requests telecomm service from an outside vendor through the University Purchasing Department, Purchasing will forward the request to OTC for prior approval of purchase. The Department of Management Services (DMS) must approve purchase orders of $25,000 or more.
1. Changes to Orders - Departmental Representatives have thirty (30) days to make minor adjustments to an order at no additional charge as long as new services or products are not added. Changes resulting in additional charges must be coordinated through the Departmental Budget Authority and OTC Representative. Telephone technicians are not authorized to deviate from their service order in any way unless approved by the Authorized Representative.
2. Communication Purchase or Lease Authorization (CPLA) - Any request to purchase communications equipment and/or labor (under normal circumstances, not required for purchases of $15,000.00 or less, as set by Category Two of Chapter 287.017 FS) must be accompanied by a CPLA form. The OTC Customer Service Area will process this form.
3. Communication Service Authorization (CSA) - Any request for regulated telephone services through the telephone company (DMS approval not required if less than $15,000.00 as set by Category Two of Chapter 287.017 FS or for less than 25 lines) must be accompanied by Form CSA. The OTC Customer Service Area will process this form.
4. Consulting Services and Estimates - OTC Customer Service Representatives provide Consulting Services and Estimates, when requested, at no charge to FSU customers. Estimates are valid for sixty (60) business days. Although every effort is made to keep actual costs within 10% of the estimate, the work will be billed on a time and material basis.
5. Sponsored Research Requests - Any request submitted under a Contracts or Grants budget number may be transmitted directly to OTC on-line. If OTC determines that annual expenditures resulting from this order will exceed $1000, a request will be submitted to the Office of Sponsored Research for prior approval. Please refer to the Sponsored Research website (link) for information on allowable and restricted expenditure constraints on Contracts and Grants budgets.
6. Order Timeframes - OTC is committed to making every effort to complete orders within ten (10) or less business days after receipt and approval. Some exceptions apply and may take longer, such as requests involving more complex changes, construction work involving cable line rearrangements, or other additions.
A-3 New Construction/Renovations
The OTC has the responsibility of design, development, approval, installation, maintenance and management of telecommunications wiring and infrastructure in all FSU properties. This would include, but is not limited to, voice, video and data infrastructure with fiber, copper or coaxial cabling. This also includes telecommunication closets, raceways, conduit systems, duct banks and the campus telecommunications manhole system. Such responsibility implies a first right of refusal by OTC on all wiring design, development, approval, installation, maintenance and management. The OTC assures that this mandate is carried out in two main ways:1. The OTC, in cooperation with Campus Design and Facilities Planning and Construction, review design documents in several phases of completion to assure their compliance to local and national standards and codes. Typically design development, 50% and 100% drawings, are all reviewed and input on changes are implemented throughout the process.
2. The OTC, in cooperation with the FSU's IMR Manager, ACNS, the Campus Networking Committee and AIS, has developed the Florida State University Telecommunications Infrastructure Standard. Design professionals, departments and electrical engineers have ready access to this standard to reference when questions or conflicts should arise in any construction or renovation process. Through close interaction during the design of new projects, the periodic review of current renovation projects and future campus planning, the entire design team assures that uniform, cost-effective and high quality telecommunications infrastructures are consistently installed.
A-4 Telecommunication Infrastructure Compliance
Departments are not authorized to install their own telecommunications and low voltage wiring without utilizing the campus telecommunications infrastructure. In the event that unauthorized installations take place, the responsible party will be required to bear all expenses necessary for OTC to ensure compliance with the University Telecommunications Infrastructure Standard, revision number 2.2e, dated October 12, 2005.
http://www.fpc.fsu.edu/DGS-2005_appendixA.pdf
OP-H-4B DEPARTMENTAL SERVICES
The following section is a list of products and services currently offered by the FSU Office of Telecommunications (OTC). This list changes frequently so be sure to visit the departmental menu or the OTC homepage.
B-1 Security Services
The OTC has been assigned by the University the specific responsibility of design, development, approval, installation, maintenance and management of card access control, intrusion/burglar alarm, and closed-circuit television (CCTV) video surveillance security systems on the main FSU Campus. OTC works in cooperation with the FSUPD, Purchasing, Environmental Health and Safety, and individual administrative and academic units and departments to design and implement the best security solutions for the department’s needs.
Departments are specifically precluded from independently negotiating for and/or acquiring the types of security services or security components outlined in this section.
1. Security Services System Definitions.a. Card Access Control Systems – A centrally-managed card access system solution that is installed at approved locations which utilizes the FSUCard as a means of gaining access to controlled areas.2. Common security equipment and terminology.
b. Intrusion/Burglar Alarm Systems – A departmentally-localized security system solution that is installed at approved locations and which utilizes local keypad control of arming and disarming through entry of authorization codes.
c. Closed-Circuit Television (CCTV) Video Surveillance Systems – A centrally-managed closed-circuit television security system solution that is installed at approved locations which utilizes camera surveillance and digital video recording, and which is managed on the University Enterprise Video Network.Definitions of commonly used terms and typical equipment for each of these security systems can be found by clicking HERE.3. Card Access Control System Policies.a. Alarms generated due to breaches of security are monitored and responded to by the FSUPD.4. Intrusion/Burglar Alarm System Policies.
b. University Standard Card Access Arming and Disarming Policyi) Exterior/Perimeter Building Doors – The standard arming schedule for University perimeter doors, where access control is used for access to the building, is included on the OTC website (www.otc.fsu.edu) under departmental security services, card access services. All university building perimeter doors that are outfitted with card access system components will be placed on the University Standard Arming Schedule.c. Exceptions to University Standard Card Access Arming and Disarming Policy – (Mandatory Alarm Areas)
ii) Interior Building Doors – Interior doors with card access equipment will not be armed at any time, unless they are covered under “Exceptions to University Standard Arming and Disarming Policies – Mandatory Alarm Areas”.
These standards do not include the following exceptions, which are considered mandatory alarm areas:i) Controlled substance storage areasd. University Standard Shunt Time Policy - All alarm shunt times are set at the same default, whether exterior or interior doors/areas. The current University shunt time standard can be found on the OTC website (www.otc.fsu.edu) under departmental security services. All university building interior and perimeter doors that are outfitted with card access system components and which are exempted from the arming/disarming policy will be placed on the University Standard Shunt Time Policy.
ii) Cash storage or cash collection areas
iii) Technology-enhanced classrooms
iv) Storage areas for confidential student and/or employee records
e. Penalty for excessive false alarms
If excessive false alarms are generated by any given area, the FSUPD may:i) Require the owner departments to reimburse FSUPD the costs of excessive false alarm responses; and/orf. Billing for Access Control System security services is provided through OTC.
ii) Disarm the alarm.a. Alarms generated due to breaches of security are monitored and responded to by the FSUPD.5. Closed-Circuit Television (CCTV) Video Surveillance System Policies.
b. Penalty for excessive false alarms
If excessive false alarms are generated by any given area, the FSUPD may:i) Require the owner departments to reimburse FSUPD the costs of excessive false alarm response; and/orc. Billing for Intrusion/Burglar Alarm security services is provided through OTC.
ii) Disarm the alarm.a. CCTV is used for event recording not event prevention.6. Other General Security Policies
b. Closed circuit television applications are NOT monitored by either the FSUPD or OTC.
c. All video applications utilized for the purposes of safety and security will be connected to the University Enterprise Video Network.
d. Common Applications.i) Capture and recording of video for the purpose of asset protection.e. Policy Exclusions. This policy does not apply to the following applications which are not connected to nor managed through the University Enterprise Video Network:
ii) Capture and recording of video for the purpose of recording financial transactions.
iii) Live monitoring and recording of academic testing sites.
iv) Capture and recording of video in areas deemed appropriate by FSUPD.i) Web cameras installed for University web-cam streaming video applications.f. Downloads of archived video are provided by OTC.
ii) Cameras used strictly for videoconferencing applications.
iii) Cameras and recording equipment used strictly for education purposes, such as those in place for recording and subsequent evaluation of individual student performance.
g. Placement of all cameras, including “dummy” cameras, must be approved by the FSUPD.
h. Any and all criminal activity observed while viewing live and/or archived video must be reported to the FSUPD. Failure to do so may result in a change in CCTV services.
i. Signage advising that CCTV is in use is ordinarily not posted where CCTV is installed. Before placing signage associated with CCTV, departments must first obtain approval from the FSUPD. If approved, signs must be ordered through Facilities, Operations & Maintenance and will follow the University standard for such signage established by the Electronic Access & Security (EAS) Committee.
j. The University Enterprise Video Network service provides 30-days of captured and archived video. Requests for additional days of storage may be made to the FSUPD. Such requests, if approved, may result in additional storage charges per camera per month.
k. Billing for connection to the University Enterprise Video Network is provided through OTC.a. Exemptions to University Security Policies - All requests for exemption from any of the above policies must be made in writing, with clear and concise justification, to the FSUPD. Click HERE for the “Department Request for Exemption from University Interior Alarm Policy”).
b. Security System Design Approval – All security system designs must be approved by the FSUPD through the OTC. Approval will not be unreasonably withheld.
c. Security System Design Installation – All security system installations, unless granted an exemption by the FSUPD, must be installed and maintained by OTC.
d. Authorized Department Security Representatives – A Dean, Director, or Department Head must designate at least one individual within a department to act as the Security Representative from whom the OTC may accept and process requests for changes to security configurations. (Click HERE for the “Request for Assignment of Department Card Access/Security Representative(s)”.)
e. Up-to-Date Security Contact Information Required – It is the department’s responsibility to inform the OTC of changes to contact information for all security services. This includes, but is not limited to, changes in names and contact phone numbers for individuals who should be contacted in the event of security breaches or security service/equipment problems. Contact information must include afterhours contact numbers for at least two individuals per department. Changes to contact information should be sent via email to security@otc.fsu.edu.
f. Safeguarding of Security Informationi) Department users of card access, intrusion alarm, and/or CCTV security systems may request information concerning use of systems in their areas through OTC. Requests are accepted from Deans, Directors, Department Heads, or their designated departmental security representative for the areas associated with their department only.
ii) If a request for information is needed as part of an investigation, and requesting the information through the department would jeopardize or otherwise compromise the investigation, the request for information must be sent in writing to the FSUPD. If the request is approved, the FSUPD will forward the request to the OTC for processing.
B-2 Basic Services
Basic line service includes a dial tone, dialing capabilities (Class of Service), and a standard configuration of features.
1. Class of Service. Dialing capabilities on a line are based on the Class of Service associated with the line. NOTE: Dial 29 to verify your class of service.a. Class 20. Campus, local, operator-assisted calls, SUNCOM, Credit Card, Collect calls, Direct-dial long distance and International calls, and toll-free access.2. Features - A significant number of standard features are included with basic service. Other optional features are available upon request.
b. Class 23. Campus, local, operator assisted calls and SUNCOM calls, and toll-free access.
c. Class 24. Campus, local calls, and toll-free access.
d. Class 25. Campus, local, operator-assisted calls, SUNCOM, long distance dialing, international calls with authorization code, and toll-free access.
e. Class 26. Campus only plus toll-free access.
B-3 Cable Television
Seminole Cable Vision (SCV) - The campus cable television network is installed and maintained by the OTC. This service is available to any department on campus. Installation and monthly fees are applied on a per outlet basis.
B-4 Conference Calls/Video Conferencing
1. 3-Way Conferencing
2. 6-Way Conferencing
3. Meet Me Conference
4. Video Conferencing - OTC offers and coordinates this service for the University community.a. Satellite Downlinks
b. 2-Way Interactive Video Conferencing
c. Multipoint Video Conferencing
1. Blue Lights. As a safety feature, the OTC offers phones (blue lights) around campus for the University community. The Safety and Security Advisory Committee determines the site installations. FSU Police performs routine maintenance checks, and OTC makes the line and instrument related repairs. All other repairs are done by Facilities Operations and Maintenance (FOM).
2. Elevator Phones - Phones are installed in campus elevators as required by the Fire Marshall. OTC performs line and instrument maintenance.
3. Emergency: Call TraceTo activate Call Trace
-Immediately after receiving a harassing phone call, hang up.
-Lift receiver, dial *57, and follow instructions.
-After getting the recording, hang up. Lift the receiver and dial 311.
-The number will be released to the FSU Police.NOTE:This is for harassing or threatening calls only. A police report must be filed. There will be a charge for a successful trace.
B-6 Long Distance Service Options
The OTC offers several departmental long distance call alternatives. The two most frequently used are the direct dial SUNCOM network that provides long distance service to FSU through your existing phone line and calling cards that can be ordered separately. To find out if your line is enabled for SUNCOM long distance dial 29 for your Class of Service.
1. Authorization Codes - For enabling long distance access, authorization codes are available to departments by request.
2. Calling Cards - Calling cards are available to departments by request to accommodate nationwide and international long distance dialing. When completing the TSR, you must include a user name (other than the department name) as well as a 644/645 number and budget number for billing purposes.a. Orders for credit cards must include the budget number to be charged, the authorized signature for budget, the names of persons, and the 7-digit telephone number to bill for the calling card.3. Collect Call Policy - Collect calls are the responsibility of the department. Third party calls are not allowed.
b. The calling card holder must notify OTC thirty (30) days in advance of the expiration date for a budget number. The department is responsible for all charges placed against the calling card during the issue period. The use of telephone calling cards and other University calling cards are restricted to official University business only. Personal telephone calls are not to be charged against University calling cards.
4. Fraudulent Calls Policy - Fraudulent calls are the responsibility of the department. OTC will interface with the budget account coordinator and carrier to help resolve.
5. Local Toll Calls - These are calls to the extended local service area (i.e., Madison). Calling service can be viewed in the Sprint directory or at www.otc.fsu.edu. Charges may apply.
6. Long Distance Information - There is a charge for long distance information calls. These calls may be placed from University telephones by dialing 9 + 1 + area code + 555 + 1212. If 411 is used for long distance information, the first three (3) requests are free, then there will be a charge. This service is available to University faculty and staff only.
7. Toll Free Service - Is available to departments upon request (i.e., 800, 866, 888, 877).
8. 900 Numbers Service - Contact your consultant for the availability of this service.
9. Operator Assisted Long Distance Calls - For operator assistance calls, both domestic and international, dial 9 + 0 + 0.
10. SUNCOM Long Distance - SUNCOM is the official State of Florida long distance network. Calls can be made within the United States, Puerto Rico, U.S. Virgin Islands and Canada.a. SUNCOM Long Distance calls can only be placed over lines that have Class of Service codes that permit such service (Dial 29 to check line Class of Service). To change Class of Service, an order with authorized budget authority, must be submitted.
b. SUNCOM Long Distance calls are placed directly by the caller.
c. DO NOT use SUNCOM for local calls, toll-free calls or long distance information. Charges will be applied.
d. SUNCOM (DMS) Network. To dial long distance:
Lift the handset
Listen for dial tone
Dial access code (9)
Dial 1 + area code + 7-digit telephone number
e. Toll Free Long Distance - Toll free long-distance telephone calls are defined as 1-800 or (other exchanges may apply) + 7-digit telephone number. These calls may be placed by dialing 9-1-800 (866, 877 or 888) + 555-1212 or see website at www.otc.fsu.edu area. Charges may apply.
1. Directory Assistance -- Directory Assistance is provided from 8:00 a.m. through 5:00 p.m., Monday through Friday. After hours emergency calls are referred to Campus Police (311 or 644-1234). Directory assistance observes all holidays observed by the University. Campus Directory Assistance is an on-campus directory service only. Campus Operators do not place long distance calls. Off-campus directory services are available through Sprint.
2. Directories and Directory Changesa. Campus Directory (Seminole Guide) - The Office of University Publications is responsible for the coordination and assembly of directory components and ultimate publication and distribution. The OTC is responsible for the department and services section, facsimile directory, and the telecommunications faculty/staff services directory. This directory is mailed annually to the University community in the December/January timeframe. Mailouts are coordinated through OTC/Postal Services. Extra directories may be requested from the OTC or Postal Services. Directories are updated annually. Updates are distributed on campus with a return address as well as a designated due date. Any corrections that are not returned by the deadline will not be made until the following year.3. Personal Services - Certain telecom services are made available to FSU employees as a benefit of their employment. A complete and up-to-date list is available on our website.
b. Local City Directory (Sprint) - Sprint is responsible for the coordination and assembly of directory components and ultimate publication and distribution. The OTC is responsible for the departmental listings. This directory is mailed annually to the University community in the November/ December timeframe. Mailouts are coordinated through Postal Services. If a department fails to receive the appropriate number of directories, extra Sprint and Seminole Guide directories may be requested from OTC and/or Postal Services. Updates are processed annually. Those update requests are distributed on campus with a return address as well as a designated due date. Any corrections that are not returned by the deadline will not be made until the following year.
c. State of Florida Directory (DMS) - Available online at www.fcn.state.fl. You can also find a convenient list of many other useful directory sites by accessing the Directory Service section at www.otc.fsu.edu.
4. Student Services - Certain telecom services are made available to FSU students as a benefit of their enrollment. A complete and up-to-date list is available on our website.
B-8 Telephones, Features and Dialing Instructions
1. Instrumentation - OTC supplies all equipment and instrumentation that is connected to the campus voice network. For complete and current information and products available, please visit our website at www.otc.fsu.edu.
2. Payphones - The OTC coordinates and maintains all payphones on campus.
3. Telecommunications for Deaf (TDD) - OTC offers on-site, hands-on training for all TDD purchases.
4. Vanity Numbers - Are available upon request depending on availability (i.e., 644-4FSU). A one-time setup fee applies.
B-9 Voice Mail/Fax
The OTC operates and maintains an integrated voice mail service as the official and authorized voice messaging service. You can request a 10, 20 or 50 message box or select some of the other optional voice mail services:
1. Automated Receptionist
2. Fax on Demand
3. Voice Mail Broadcast Box
4. Voice Mail Greeting Only
5. Voice Mail Trees
6. Voice Mail With Paging
7. Voice Mail Without an Instrument
1. Cellular Telephone Purchase or Leasea. Appropriate Use of Cellular Phones - Cellular phones should only be used when a conventional telephone is not readily available. Users should be aware of the rate plan they are currently on and what the associated charges are (the most current information is located on www.otc.fsu.edu). In some instances, long-distance calls may be more expensive than calls made through the SUNCOM network. While the use of cellular phones is more expensive than conventional telephones, improved efficiency resulting from the use of cellular telephones may provide an overall savings. State-owned and leased cellular telephones should not be used for personal calls. In the event that personal calls are made or received, the employee will be responsible for reimbursement to the University for that usage.2. Pagers - Are available to departments upon request.
b. Orders for Purchase or Lease of Cellular Phones - To purchase or lease a cellular phone, the request must be made via a Telecommunications Service Request (TSR). This signature indicates agreement that the request is justified for the use of cellular equipment for a specific authorized public purpose, and that the appropriate departmental personnel have read and understand University procedures for reimbursement for personal use of cellular equipment, and University rules and procedures for collection and handling of cash.
c. Approval of Business Use and Reimbursement for Personal Use of Cellular Phones - Telephone statements showing a detail of cellular phone usage are sent to each account project leader on a monthly basis. Within thirty (30) days of receipt, the department should do a complete review of the bills, including the following steps:i. The budget manager (or designee) should distribute the applicable portion of the statement (showing a detail of calls made) to each cellular user, who should indicate which calls were business related (including detailed explanations as required by each department) and which were for personal use. An example of a monthly tracking sheet of cell phone use is available in a downloadable Excel format.
ii. Once the employee has appropriately designated each call, the budget manager (or designee) should review and approve the designation. For cellular services that include packaged minutes:- If personal usage does not cause the packaged minutes to be exceeded, no reimbursement is necessary.iii. The employee must submit a check (payable to Florida State University) for the total amount of reimbursable personal usage. For cost efficiency, Department Business Managers shall periodically review the choice of billing options considering:
- If personal usage causes the packaged minutes to be exceeded, then personal usage is assessed at the rate of the excess minute rate. This reimbursement will be applied to the amount of personal use or the amount of excess minutes usage incurred, whichever is less.
Personal usage includes non-business related usage communications to include both voice and data.- The demonstrated need for cellular telephone for each specific user;iv. The department must collect and handle these payments in accordance with University Cash Collection and Handling Rules. Payments should be coded as an expense reimbursement. If an employee fails to submit the reimbursement check within the allocated time period, department management should be informed, and the account should be turned over to the University's Accounts Receivable office for collection.
- The most economical billing option for each specific user; and
- It is not allowable for a department to consistently allow personal usage to force the use of a higher valued service.
At a minimum, this documented review should occur on an annual basis.
v. Payments for personal use and amounts designated as business use should be reconciled on a monthly basis to departmental ledgers.
OP-H-4C REPAIRS FOR INSTRUMENTS, LINES, FEATURES, AND SERVICE
C-1 Features and Other Service
Changes to the configuration of the telephone instrument and line are considered orders rather than repairs because they impact billing or because of risks to security. This includes, but is not limited to:
1. Budget number changes
2. Class of Service changes
3. Feature additions
4. Instrument replacements (outdated or out of warranty)
5. Voice mail passcode reset
C-2 Instruments
The OTC is responsible for costs associated with the repair or replacement of defective instruments and for malfunction due to normal wear. Instruments which are lost, stolen, or vandalized, or which malfunction due to improper or abusive treatment are the responsibility of the department.
1. Repairs that are covered under maintenance - Repairs that result from normal usage are covered under the equipment maintenance fee. The OTC recovers part of its costs to maintain telecommunications equipment by charging an equipment maintenance fee on equipment such as telephone instruments, headsets, etc. The monthly charge is based on $1.00 per $100.00 of equipment, with a minimum charge of $1.00.
2. Repairs that result in fees -a. Service calls on non-university instruments will result in a fee charged to the department to cover the cost of the technician's time. Under no circumstances will the technician attempt to repair or replace non-University-installed equipment.
b. Damage or replacement resulting from theft or malicious vandalism.
c. Residence Hall repairs - Students should report all failures to their Hall Manager who in turn will contact OTC. Costs will be charged to Housing.
d. Instrumentation - Due to market availability or affordability, instruments are occasionally discontinued from the equipment maintenance fee program. The most up-to-date information on discontinued equipment can be found at http://www.otc.fsu.edu/Department/Offer/IOffer_disc.html.
Service calls on these instruments will result in a fee to the department, which covers repair or replacement costs.
C-3 Major Outages or Disasters
The OTC offers 644-INFO(-4636), 530 AM Information Channel, www.otc.fsu.edu, and Channel 14 on SCV as official emergency points of information. All content is coordinated through the University Communications Office.
C-4 Telecom Infrastructure
Telecommunications malfunctions that occur at any University facility should be reported to the OTC repair line, 644-5707, Monday - Friday, 8 a.m. - 4:30 p.m. After hours, a message can be left or emergencies can be reported by dialing Campus Police at 311. This includes facilities located at Alligator Point and Turkey Point. Equipment problems at Panama City should be reported directly to the GT ComTelephone Company repair service operator.
C-5 Wireless Technology
The Office of Telecommunications has the responsibility of coordination, development, approval and management of wireless technologies on all FSU owned and leased buildings and properties. This would include, but not be limited to, digital and analog cellular service, Personal Communications Service (PCS), Personal Digital Assistance (PDAs), hand held two-way communications, low wattage transmitters, fixed wireless, fixed wireless data applications, microwave and paging systems.
OP-H-4D BILLING
The OTC is the Billing Agent or Interface for all telecommunications charges through every vendor. If a department receives a telecommunications bill directly from the vendor, the department must forward the unpaid bill to the attention of the Accounting section in OTC.
D-1 Responsibility for Telecommunication Services Usage and Charges Incurred
It is the responsibility of each individual department and respective department head to verify that the University Telephone network is being used for University and State business. The OTC can provide the tools needed to monitor such activity, but assumes no responsibility for inappropriate use of the SUNCOM network, other long distance department calling cards, or other telecommunication services such as cellular telephone airtime and pager services. One method that can be used is to restrict toll access on specific telephone lines. Another method would be to provide authorization numbers that could be dialed prior to the long distance call. The statement would then be presented to the person assigned to that authorization number. Various security methods are in place to prevent improper use of authorization numbers. If charges for personal usage (for example: for long distance calls or cellular airtime) are included on the department's statement, the department must ensure that reimbursement is recovered. (Procedures for cash handling are available from the Office of the University Controller web site at:
http://www.vpfa.fsu.edu/policies/controller/2c-1.html).
D-2 Charges for Telephone Equipment and Telecommunications Service
The charges for telephone equipment and services are listed on the monthly telecommunications statement detail that supports the monthly departmental ledger entries. All services are subject to administrative fees. These charges are divided into the following four categories:
1. Non-Recurring Charges: These costs are generally incurred when products or services are added or modified. The charges include all labor, parts, and materials.
2. Recurring Monthly Charges: This represents the monthly charges for all telephone lines and supplemental equipment or services. Basic line charges are not prorated for partial months of service. Long distance charges, incurred under any of the previously described long distance options, will be billed appropriately by OTC when received from the vendor. The most current monthly line rates may be viewed at http://www.otc.fsu.edu/Department/Cost/BSCost.html.
D-3 Fraudulent Calls
If billing for a call that is suspected to have been made through fraudulent means appears on a department's bill, the following steps should be taken:
1. Make a copy of the bill.
2. Highlight the calls suspected to be fraudulent.
3. Send this highlighted copy to the attention of the Accounting section in OTC, along with a contact name and telephone number. OTC will interface with the budget account coordinator and the telecommunications provider.
D-4 Responsibility for Other Expenses Relating to Equipment Installations, Moves and Changes
It is the responsibility of each individual department to pay all incurred expenses for any additional construction required during installation of services or equipment. This includes, but is not limited to, conduit, electrical moves or additions, plumbing and carpentry.
D-5 Rates
Please visit the OTC website at www.otc.fsu.edu to find our most current rates. As rates and service offerings are subject to change, OTC provides quarterly updates to this site.
D-6 Review and Adjustments
It is the responsibility of each department to review their telecommunications statements within 30 days of receipt of the statement. Questions or irregularities should be addressed to the OTC Billing Support email: billing@otc.fsu.edu. OTC billing staff will research and respond to all questions presented within 30 days of the statement. OTC staff will attempt to research questions related to less current statements as time permits, but cannot guarantee a prompt response. If adjustments need to be made to a department's account, OTC billing staff will make these adjustments during the next available billing cycle subsequent to the conclusion of the research. Adjustments will only be made based on properly submitted and authorized orders. Adjustments will not be made for prior fiscal year errors. Please review your statements promptly.
FORMS
Departmental Online Order Form
Online Repair Form
Student/Personal Order Requests
Personal Cellular Review Sheet (Print-Only)
