Guidelines for contacts of phones enabled to place International calls

SLAC Telephone Users' Guide | SLAC Phone Service Request System (SPRS)

SLAC 7 February, 2005

This page is to define the contacts for International calls, and to provide guidance for reviewing international usage.

Introduction

By default, user phones  are assigned the ability to make calls to the USA & Canada. To enable international calling access for a phone, the relevant ATOM must submit a Feature Change Request to identify the requirement; assign a contact person; and, provide an account number for potential charges.  The ATOM must also submit an e-mail/letter/memo, to entapps-tc@slac.stanford.edu with a "cc" to the requestor's group or department leader, authorizing the international access.  The authorization for international access must be renewed each year.

Contact person

What is a contact person?

All phones at SLAC that can place international calls have a contact person. Typically this is the ATOM or group/department leader who directly or indirectly requested the phone to have international access and provided an account to potentially charge the calls to.

What does a contact person do?

At roughly monthly intervals the contact person will be sent a report of all international calls placed from phones for that contact. This report will contain the user/location for each phone, times, dates, durations, rough cost, numbers called, and the countries and institutions called when known.

The contact person should review the report and decide if the usage is appropriate. Some possible indicators of inappropriate use are given  below.  

If you are an ATOM:

In the event that you see a discrepancy, you  should:

1. Notify immediate supervisor and group leader.
2. Send e-mail to cottrell@slac.stanford.edu with specific information.
3. Unless you are the immediate supervisor, DO NOT try to obtain/solve problem without having followed steps 1 and 2.

After reviewing the list the ATOM should acknowledge this has been done by sending email to cottrell@slac.stanford.edu.  A statement like..."I verify that the March phone usage is accurate and no further action is needed." Or...."I noticed several discrepancies on  the phone usage for March, I have followed the necessary steps to  address the issues...., " Or.... "I have forwarded the phone  listing for so and so to review..." Or...."So and so is on leave  (vacation), therefore I have forwarded the list to Mr. Doe..."

If you do not acknowledge, then it is assumed that you have reviewed the report and approved the usage.

Who are the contacts?

See Phones for Contacts to find out the phones associated with each contact.

Changing the contact person

If you wish to change the contact for some or all of  these phone (e.g. an ATOM may feel more comfortable with the group/department leader being the contact), then please discuss it with the new contact to get their buy-in and understanding and then please send email to entapps-tc@slac.stanford.edu with a cc: to the new contact.  Include in the email the extension number of the phone  to be assigned to the contact, and the email address of  the new contact.

Possible indicators of inappropriate use

Note that these indicators are very rough. You probably know your people's habits better than any guidelines we can provide you information on. We will update the guidelines as we gather experience and especially as we hear from you, our contacts.

• calls to countries where there is no known business interest for SLAC
• long calls (e.g. greater than 10 minutes), from phones where a long call is not expected (e.g. a conference room phone might be frequently used to make long conference calls)
• a large number of calls
• calls made outside normal working hours, in particular from a common area phone, e.g. a FAX

Short calls (e.g. with a duration of less than 60 seconds), especially if they have an unknown country code are probably mis-dials.

If you are aware of some numbers that are dialed and are at sites of definite interest to the SLAC program, then we can add them to a database so the site will appear in the report in future. To do this please send email to cottrell@slac.stanford.edu identifying the site and phone number at the site. This should help in identifying appropriate calls.

SLAC policy

If people in your area have made personal calls, then they should reimburse SLAC by writing a check, payable to SLAC, for the amount, attach the information on the calls it applies to (highlighting the relevant calls), and send it to accounts receivable (mail stop 6) referencing P.O. 8509, SLAC account number 57-5797-0 as the account to be reimbursed.

Generally, we encourage persons to use a personal calling card for personal calls made from SLAC. If you wish to reference SLAC's policy on personal calls it can be found in the SLAC Telephone Users Guide at: http://www2.slac.stanford.edu/comp/telecom/phone/phoneusersguide/PhoneUsersGuide.htm

Changing the international access of a phone

If you wish to have international access removed from a phone then please request your ATOM to submit a Feature Request via: http://www2.slac.stanford.edu/comp/telecom/phone

It is possible to set up a phone so it has international access only between the hours of 8:00 and 19:00.  If you need such a capability submit a Feature Request and note in the comment that you only want international access between 8:00 and 19:00. We do not have the capability to change these hours, or to use different hours at the weekends.