Finance Division

Accounting Services

TELECOMMUNICATION SERVICES
Effective:   11/1/82
Revised:  1/31/14
 
Information 

Telecommunication Services, an operating unit of the Division of Computing and Information Technology (DCIT), is responsible for the coordination of the University telephone system. All requests for non-cellular telephone service should be submitted to Telecommunications on a Telecommunication Services Request Form, or on-line through the Telecommunications web site, and approved by the department head or director. Telecommunication Services personnel work with the telephone system users to determine their communications requirements, then develop the most economical and efficient systems, and coordinate all installation and change requests with the telephone company and other vendors. Telecommunication Services audits the communications vendor bills and prepares monthly internal rebillings to University departments utilizing the Monthly Telephone Invoice. Departments are invoiced for any installation charges, local service charges, and toll charges.

The Call Assistance Center (University switchboard) is manned between the hours of 8:00 a.m. and 12:00 midnight, seven days a week. It provides general campus information and locator service for all students, faculty, and staff.

Services provided by Telecommunication Services include campus departmental and student local access and long distance service, employee long distance authorization codes and cards, calling cards, the campus emergency telephones, telephone directories, electronic conference services, paging systems.

Policy

In December 1988, the State Budget and Control Board issued statewide regulations which establish the 
proper use of South Carolina state government telephone services. The intent of these guidelines is to permit South Carolina state government employees to make reasonable use of the telephone system, and simultaneously, to guard against abuse of telephone usage.

1. The use of state government telephone services is limited to official business. It is a violation of state law (Section 16-13-400) to abuse state telecommunications services. In addition to official business calls, the State Budget and Control Board will consider the following non-business telephone calls as being allowed within the policy:

a. Calls to notify the family, physician, etc., when an employee is injured on the job.

b. Calls to notify family of a schedule change when an employee traveling on state government business is delayed due to official business or a transportation delay.

c. An employee, traveling in the United States for more than one night on state government business, makes a brief call to his or her residence (averaging not more than one call per day).

d. An employee is required to work overtime without advance notice and calls within the local commuting area (the area from which the employee regularly commutes) to advise his or her family of the change in schedule or to make alternate transportation or child care arrangements.

e. An employee makes a brief daily call to locations within the local commuting area to speak to a spouse or minor children (or those responsible for them, i.e., a school or day care center) to make certain of their well-being and/or safety.

f. The employee makes brief calls to locations within the local commuting area that can be reached only during normal working hours, such as a local government agency or a physician.

g. An employee makes brief calls to locations within the local commuting area to arrange for emergency repairs to his or her residence or automobile.

h. A call that reasonably could not be made at another time if it is of moderate duration and it does not adversely affect the performance of the state telephone systems (e.g., unauthorized calls, made in rapid succession, to call-in contests on radio stations are detrimental to telephone system service levels).

2. Personal calls that must be made during normal working hours may be made over the commercial long distance network if the call satisfies the guidelines in Section 1 and one of the following provisions:

a. It is charged to the employee's home telephone number or other non-state government number.

b. It is made to a toll-free number.

c. It is charged to the party being called if it is a non-state government number.

d. It is charged to a personal credit card.

e. It is charged to a personal account administered by Telecommunications and billed directly to the employee at his or her home address.

3. This policy applies to departmental cell phones, which are shared departmental cell/shift phones, and departmental cell phones that are issued to individual employees for unique circumstances, including specific purposes and/or for specified periods of time.

a. A shared departmental or shift cell phone is one that may be shared by multiple employees while on duty, does not leave the campus after duty and is turned in by each employee at the end of his/her shift.

b. A departmental cell phone that is issued to an employee individual under a special set of circumstances as determined by the supervisor may leave the campus with the employee.

c. Departmental cell phones are to be used primarily for business purposes. Due to the nature of cell phones, the occasional use of the cell phone for personal calls is allowed and should adhere to the basic guidance outlined in items 1 and 2 above where applicable.

d. Appropriate data usage, where costs are covered by the University, on a departmental cell phone or other telecommunication devises issued to employees (i.e. iPad) will be determined by the departments based on the business case. Data usage should be limited to business purposes only. If data is part of the departmental cell phone, usage will follow other University data policies.

e. Departments are required to periodically review call and data packages to ensure the most cost effective plan is being used and to determine whether a stipend would be more cost effective when there is consistent minimal business use.

f. Departments are required to monitor departmental cell phones for personal use and to arrange for reimbursement if excess costs are incurred. Departments are NOT required to print out monthly records, but may implement such measures if the situation dictates. Departments should consider access to electronic records when access to electronic records is available.

4. Other

a. Under normal circumstances, it will not be acceptable for an employee to use a university telephone account for long distance calls and then reimburse the University for the cost of those calls.

b. Departments are responsible for monitoring the reimbursement of long distance calls and determining reasonable use of phone service.

c. The disposal of any Clemson owned phone or related equipment should be handled through the current University surplus process.

5. Personal Communication Devices Used for Business Purposes

a. Clemson University under prescribed and agreed upon conditions will support the use of personal telecommunications devices to conduct business related activity.

b. Employees who qualify, have a business related need, and the employee’s department has agreed, may be eligible to receive a stipend to cover the business use portion of voice and/or data charges incurred by the employee on a personal communications plan.

c. Guidelines, requirements and regulations covering personal communication agreements and stipends are maintained on this site: http://www.clemson.edu/finance/procurement/announcements/wireless.html

d. All contractual agreements between the employee and any telecommunications carriers are the sole responsibly of the employee and there is no guaranteed expectation for Clemson University to continue the telecommunication stipend service as it is subject to change at any time.