Telecom

• Yes! So long as the student has an active st-xxxx email account, and the department agrees to the monthly service charges as well as any additional applicable fees, the student may have a phone extension. 

• Two physical phones may share one extension on line one under the following conditions:

  • The phones are in the same office or suite (cannot be down the hall, on different floors or in a different building)

  • The voicemail box on that extension states that they have reached a department (ex. You have reached the Office of Information Technology, please us a message) and cannot state they have reached individuals (ex. You have reached John and Jane, please leave us a message). 

    • If they do want the voicemails to state they have reached individuals, they must each have their own voicemail box.

  • The phone would still need to be paid for unless the department is using a spare.

• To request this service, submit a new phone build ticket and include the MAC address of the phone if a new one is not needed. 

• Two people may share the same extension under the following criteria:

  • The users must reside in a single department.

  • The voicemail box states that they have reached a single department

  • The users of that extension are located in the same office or suite (not down the hall, on another floor, or in another building)

  • The voicemail box on that extension states that they have reached a department (ex. You have reached the Office of Information Technology, please leave us a message) and cannot state they have reached individuals (ex. You have reached John and Jane, please leave us a message). 

    • If they do want the voicemails to state they have reached individuals, they must each have their own voicemail box.

• International calling is available once approval from the department Dean or Vice-Chancellor has been obtained. It is the user's responsibility to obtain written approval of this change, prior to the request and approval must be provided within the ticket. Long-distance charges will be reflected within the monthly invoice and billed back to your department. Please allow two business days to process this request. 

• The phone and extension belong to the current department. Please have the department in which you are transferring to, put in a Cherwell ticket for a new phone/extension for you. The current department should also place a Cherwell ticket in order to change the name on the phone and remove your name from the extension/phone.

• Due to billing from our vendor, disconnects can only take place the first three business days of the month. Any requests received after this date, will take place during the next month. 

• No. Only one speed type can be assigned to an extension. The fees incurred for each extension or phone cannot be split amongst several funding sources. 

• Replacement phones may be provided due to power outage surges, it stopped working, or another electronic issue. A technician or Director will determine if the replacement is needed. Replacements will be provided with a like model, with a zero dollar charge, so long as the replacement is accepted within thirty-days of the reported incident. If an upgrade to the 8845 model is requested within the thirty-day period, the upgrade fee will be assessed. Should a replacement be denied, for any reason, no further replacement attempts will be made and an 8845 can be requested at a later date, to the full fee of $270 per phone. 

Display instant help about buttons and features

• Press the ? button once, and then press a button or soft key.

• Highlight a feature in the Directories, Settings, or Services menu, then press the ? button twice quickly.

To change the number of times your extension rings before going to voicemail, contact the Help Desk.

There are four playback speeds: Slow, Normal, Fast, and Fastest. To change the playback speed, do one of the following while listening to a message from a phone:

• To slow messages down, press the number 4.

• To speed messages up, press the number 6.

Once changed, the setting is remembered for all messages. However, this setting does not affect the playback speed of messages listened to from e-mail.

1. Dial your number.

2. Once the system connects, press *, followed by your extension (the last four digits of your on-campus phone number), followed by #.

   • If you pause after pressing *, the system will ask for your ID (your extension).

3. Enter your PIN, followed by #.

4. Congratulations, you are now in your voicemail box!

1. Press the "messages" button on your phone (the button with an envelope on it).

2. Enter your PIN, followed by #.

3. Congratulations, you are now in your voicemail box!

To set a vacation message, you will use what is referred to in the system as an "alternate greeting". This greeting can be turned on or off as needed and can be set to auto-expire at a specified date and time. By using the alternate greeting, you do not have to re-record your standard greeting each time you take leave. By using the auto-expire feature (referred to as "setting an end date"), you also do not have to remember to turn off your alternate greeting when you get back because the system will return to using your standard greeting on its own.

To record the greeting first, then turn it on or off:

1. Log into your voicemail box

2. From the main menu, press 413.

3. Press 3 to edit your alternate greeting, including recording your message and turning on the greeting if you are ready to do so.

4. Press 1 to record your alternate greeting.

5. Press 3 to turn on/off your alternate greeting.

6. Press 1 to set an end date or press # to leave the message on indefinitely.

7. Follow the instructions to set the day and time the greeting will stop playing. The end date can be as soon as later the same day.

8. Press * to save and exit the current menu; if you do not exit properly, the end time will not be saved.

To turn the greeting on or off first, then record it:

1. Log into your voicemail box

2. From the main menu, press 412.

3. If your alternate greeting is currently off, press 1 to set the end date; press # to leave it on indefinitely.

   • If you wish to change your alternate greeting, you will be given the option to do so after setting an end date.

4. Press * to save and exit the current menu. If you do not exit properly, the end time will not be saved.

Voicemail emails show up in Office 365 with a Subject starting with "Message from" followed by either a number or a name. To listen to the voicemail, click on the attached .wav file and open it with an audio player (Windows Media Player, iTunes, etc.). While the message is marked as Unread, the Message Waiting Indicator (MWI) light on your phone will be on and there will be a flashing envelope next to your extension on your phone's screen. Your phone's screen may also state "You Have VoiceMail". This is not the same as "# New Missed Calls", where "#" is a number. The synchronization between the system knowing that you have "read" a message and it turning off the phone's indicators is at least a few seconds.

If you delete a voicemail message from your Email, it will go to your Deleted Items folder (like all other Emails), where it will sit for up to two (2) weeks until the email system permanently deletes it. During this time, the message will still count against your voicemail quota. The voicemail system will not permanently delete a message that is still in your Email, even if it is in your Deleted Items folder. If you need to permanently delete one or more messages due to quota issues, go to your Deleted Items folder and either empty your folder, or find all messages with a Subject starting with "Message from" and delete just those messages. Once you have deleted the messages from your email, log into the voicemail system from your phone. If less than 24 hours have passed, you should be prompted to permanently delete all messages that have been marked for deletion.

There are three types of quota limits:

1. Warning Quota: When reached, this limit provides a warning to users that their mailbox is approaching the maximum limit. This limit is currently set to 12 Megabytes (approximately 25 minutes of recorded messages).

2. Send Quota: When reached, this limit will prevent a user from sending, forwarding, or replying to messages from their voicemail box. However, callers can still leave messages for the user and the user can retrieve their messages. This limit is currently set to 13 Megabytes (approximately 27 minutes of recorded messages).

3. Send/Receive Quota: When reached, this limit will prevent the user from sending and receiving messages from their mailbox. Internal callers (anyone calling from a UCCS phone number) will not be able to leave messages, and a non-deliverable receipt will be sent to the internal caller's voicemail box (if applicable). Currently, external callers can still leave messages for a user who has reached this limit. This limit is currently set to 14 Megabytes (approximately 29 minutes of recorded messages).

In all cases, when the affected voicemail box is checked, the applicable warning message will play every time, in its entirety, until the mailbox is brought back below the quota limit.

Note: It is not the number of messages that matters; it is the total size of all stored messages (new, saved and deleted) that matters.

When there are personnel changes involving personally assigned phone numbers, please be aware that the voicemail box will follow the user. What this means is, if the user is no longer employed at UCCS, their voicemail box will be deleted, which means all messages will be lost. If the user changes departments or phone numbers within a department, the phone number associated with their voicemail box will change, but the user will retain all messages and will not have to change their PIN or greetings. It is not possible for two users to be assigned to the same voicemail box, nor is it possible to transfer an unemployed user's voicemail box to a new user.

To assign a voicemail box to a new user, first, the user must be in the IT system. If there is a voicemail box for a previous user still in the voicemail system for the phone number in question, it will be deleted. All previous messages will be lost at this time. The new user will then be assigned a voicemail box associated with the assigned phone number.