WMU Telecommunications Rules
Purpose
This document establishes rules for the use and management of Western Michigan University Telecommunication Services and related assets.
Scope and Definition
Scope
This rule has been developed to define the official WMU telecommunications and phone services utilization for conducting official business of the University. The use of other telecommunications services to conduct official business is prohibited unless approved by the Chief Information Officer. This rule applies to all work-related telecommunications services used by all University employees, faculty, and staff.
Definition
- Telecommunications: communication at a distance
- Telephone: a device by which sound (such as speech) is converted into electrical impulses and transmitted (as by wire or radio waves) to one or more specific receivers
- Phone Number: a number assigned to a telephone line for a specific phone or set of phones (as for a residence) that is used to call that phone
- Softphone: A software application-based telephone
- Phone Device: A hardware-based telephone
Rule Statements
1. Phone Number Assignment
1.1 At the time an employee is hired, transfers, or separated from their position at the university, the supervisor must submit a Telecommunication Support Case to ensure phone service records are maintained properly.
1.2 Upon transferring to a new department, an employee will receive a new phone number as specified by the hiring department. If an employee wishes to maintain their existing phone number, they must provide written approval from their current and new department heads.
1.3 The following WMU affiliation types are entitled to personally assigned WMU phone numbers. These users may use a departmental computer workstation via softphone application, accessible via a computer and/or mobile app (as the primary means of accessing phone services), and/or a physical phone to utilize phone services. All other users may access and use phone services via departmental computer workstations or physical phone devices.
- Faculty
- Temporary Faculty
- Part-Time Faculty
- Staff
- Temporary Staff
- Part-Time Staff
1.4 Numbers that are published on public websites or marketing collateral that must remain consistent for business purposes may be reserved for use. These may include a department’s primary phone number, a call center number, or any primary contact number for a business function.
1.5 Numbers that are assigned to a specific University job position or role where it is important for the phone number to remain consistent over time may be reserved for use. These may include executive, administrative, and department head numbers that remain the same, even if the individual who holds the position changes.
2. Service Charges
2.1 Phone service charges, including one-time and recurring, will be billed to the department’s fund and cost center based on the following:
- Employees: The fund and cost center in which an employee’s job position is funded will be used to bill for phone services assigned to the employee.
- All other numbers: The fund and cost center designated for funding the operations of the department will be used.
2.2 A phone device (desk phone) is required for device-only phone service plans and is available as an additional option for user-based accounts, with the approval of the unit department head
2.3 A one-time, non-refundable charge is applied to each phone device upon setup and delivery. At that time, the device is assigned to the department for use. While the department does not own the device, it retains the authority to reassign it or discontinue its use as needed. Devices that are not actively in use may remain in the department’s possession until they are reactivated and assigned to a new phone number.
3. Phone Device Management
3.1 The Office of Information Technology retains the authority to configure and manage all phone devices to uphold institutional security standards and ensure compliance with applicable laws and regulations. When a device requires replacement due to functionality issues, OIT may remove the existing device and issue a new one. Any associated costs for replacements or upgrades may be charged to the department.
3.2 To ensure timely security updates and continued compliance with university IT standards, physical phone devices must remain connected to the university network at all times. Devices must remain in the same configuration as originally installed.
3.3 If the repair or replacement of a phone device is covered under warranty, it will be provided at no cost to the department. However, if the issue is not covered under warranty, the department will be responsible for the full cost of the replacement. Phone devices that are defective, damaged, or no longer functional must be returned to the Office of Information Technology (OIT) for appropriate repair, replacement, or disposal. OIT does not provide reimbursement or refunds for returned devices under any circumstances, including unused or unneeded devices.
3.4 3rd party phone devices, headsets and peripherals that are not issued and managed by the Office of Information Technology must be reviewed through the Technology Compliance Review Process before requesting support by Telecommunications. Devices not reviewed and approved by this process will not be supported and allowed to connect to University Phone Services.
Justification
Western Michigan University uses telecommunications to communicate official University information to students, faculty, staff, and external constituents.
The University must comply with federal law, regulations, and information security compliance requirements to protect University and personal data. If unapproved, non-WMU managed telecommunications systems are used, University data is at risk.
Enforcement
Individuals who conduct official business for Western Michigan University shall abide by the rules of this policy. Any person found to be in violation of this policy, will be subject to appropriate disciplinary action as defined by current University policy.