HR Policy 1.17

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1. Introduction to MMSD Telephone Policy

• The purpose of this policy is to provide standardized procedures for the installations and maintenance of MMSD Telecommunications Systems.
• The long-term goal of MMSD is to have a telephone in every classroom and office.
• The Telecommunications Systems are managed by the Building Services Department.

II. Definitions

• Classroom – Instructional space as defined on the Facilities Usage Plans.
• Approved Classroom Space – A room used for instruction, which meets the requirements of State of Wisconsin Uniform Building Code.
• Special Education Space – Approved spaces used for students with special needs.
• Time of day programming – Monday through Friday. This includes summer school.

III. Location of Classroom Telephones

• Classroom Telephones shall be located at the classroom door. Exceptions to this would be existing classrooms where phones were wired through tunnels, special education rooms where the phone is needed to be in a more secure location, etc.
• Each classroom is capable of making local and 800 calls.

IV. Time of Day Access to Classrooms from Outside the District

• Calls originating outside the District will be routed to the main number of the school from the start of the school day to the end of the school day. The Office Staff can decide if a call should be rerouted to the classroom. If the rerouted phone call is not picked up after six rings, the call goes back to the main number, where the office staff can decide if this is a message that should be written down or forwarded to the staff member’s virtual voice mail box.
• Exception for allowing calls originating from outside the District is Special Education rooms and associated rooms where doctors, etc. need to be in direct contact for student safety.
• High school classroom telephone calls originating from outside the District will be evenly distributed to grade level offices. High School Offices will "0" out to the main phone number.

V. Location of Office Telephones

• Office telephones typically are located near a desk.
• Due to office staff rearranging their offices, staff have been requesting longer line cords or having the telephone jacks moved. We review each request to see if the longer cords could be damaged during normal functions in the space (if existing wiring was used). If a new telephone jack is needed, the building may be responsible for the cost to relocate the telephone jack.
• Each office is capable of making local calls.

VI. Emergency Analog Telephones

• Emergency analog telephones will be located in the Principal’s office and the main office.
• Emergency analog telephones should be left plugged in at all times.
• Emergency analog telephones shall not be used when the Alcatel telephone system is operational.
• Emergency analog telephones do not have long distance capabilities.

VII. Analog Telephone Extensions off of the Alcatel Switch

• Each school will be able to select six phones that will be converted from an Alcatel telephone to an analog cordless telephone.
• Each respective building will need to provide funding for the cordless telephone. If new or relocated telephone jacks are needed or if an AC outlet is needed for the cordless phone, associated cost shall be paid for by the school.

VIII. USA Long Distance Calling

• Typically the Main Office, Principal’s Office, Nurse’s Office, Social Worker’s Office, Psychologist’s Office, and Guidance Counselor’s office shall have USA long distance calling abilities.
• Requests for long distance calling abilities for additional telephones will be reviewed on a case-by-case basis and must have a letter of request with justification from the Building Principal.
• Personal long distance calls are not allowed, as the phones are capable of accepting long distance calling cards

International Long Distance Calling

• Currently only two phones are programmed to be able to make international long distance calls.
• Additional telephones will be reviewed on a case-by-case basis and must have a letter of request with justification from the Building Principal or Department Head.

Cell Phones

1. Assignment to Office

Each building shall have a cell phone that is assigned to the building and does not leave the building.

2. Special Uses/Needs

Staff members who can show special needs shall have a letter from Building Principal or Department Head requesting a cell phone and the time period that a cell phone is needed.

3. Personal Use of Cell Phones

If a cell phone (other than the building cell phone) may be used for personal use, the cell phone shall be a two-line phone. The first line for MMSD use is paid for by MMSD. The second cell phone line is for personal business and shall be paid directly by the person requesting the cell phone.

While it is understandable that accidental dialing happens, ongoing personal use may cause the cell phone to be confiscated.

Voice Mail

Typically each staff member who does not have a DID voice mailbox has a virtual voice mailbox. Exceptions to this are Custodians, Food Service Workers, Building Services Shops, and Grounds Crew. These staff do not have virtual voice mail boxes.

Broadcaster Telephone Lines

• Each high school will have two telephone lines assigned for broadcaster lines. This will include respective sports field lines.
• MMSD will charge $10.00 per day for use.
• MMSD will provide a model 2500 desk phone and associated line cord to the jack.
• There will be no long distance capabilities on these telephone lines.
• If additional telephone lines are needed, the request shall be made one month in advance.

Review of Billing/Usage

• MMSD reserves the right to review telephone billing and telephone usage. Any irregularities will be brought to the attention of the Building Principal or Department Head.
• Personal use of fax machines is not allowed.

Request for Service

1. General Requests for Changes, Repairs, or Additions to Telephone System

All requests for telephone changes, repairs, or additions to the telephone system shall be made on the Custodial Work Order System.

Questions regarding status of work orders shall be made by the Building Custodian or Facilities Supervisor.

Additional or detailed questions shall be addressed to Joe Anderson, Facilities Manager, Building Services.

Each telephone number has specific 911 information. Moving a telephone number requires notification to the National 911 center and a fee to update the database. MMSD typically does not change telephone number locations.

2. Unlocking Voice Mail Boxes

Typical response time to resetting passwords on voice mail is 5 working days. The Building Custodian or Facilities Supervisor will be notified of the change, so they can advise the affected staff member.

3. Repair of Non-Working Phone

Repairs to a non-working phone may take between 5 and 10 days.

4. Loss of Phone Service to the Building

The Building Custodian or Facilities Supervisor shall be notified of loss of phone service. They will follow the proper emergency procedures and notify Building Services.

5. Adding New Telephones

Requests for new telephones shall have a letter submitted by the Building Principal or Department Head indicating why an additional phone is needed, if this is a classroom, and if long distance is needed. The Building Principal or Department Head shall provide an account number to pay for installation of the new telephone (average cost to install a telephone is $325).

6. Moving Existing Telephone

Requests to relocate an existing telephone shall have a letter submitted by the Building Principal or Department Head indicating why the telephone needs to be moved. The Building Principal or Department Head shall provide an account number to pay for relocation of the telephone (average cost to relocate a telephone is $175).

Pay Phones

• Pay phone service will now be provided by MMSD, not a Telephone Provider.
• Pay phones in the high schools will be located where MMSD can break even. Pay phones in the middle schools will be located where MMSD can break even.
• Otherwise the District may install an analog line and wall phone in a lockable cabinet. The Custodial Staff would lock and unlock the phone from just after school through 10 minutes after the last after-school function.
• The middle school analog lines will be restricted in use to outgoing local calls only.
• If telephone usage increases, MMSD will install a pay phone.

May 2002