All staff with a dedicated telephone number will be provided with a voice mailbox, and encouraged to use it.
After a brief training session covering Voicemail usage and the procedures and policies that govern the voice mail system, a user's mailbox will be activated.
A voice mailbox and the messages within it are the property of Lincoln University. For timely message retrieval, messages can be retrieved and responded to by a nominated third party in the event of the mailbox owners being away or unable to respond themselves.
All phones that have a mailbox associated with them will transfer after 6 rings to the voice mail system. The caller will have the option to get to an attendant (during office hours) by choosing the dial 0 option within a mailbox.
All mailboxes will be PIN number protected. The PIN number should be changed regularly to aid security of the user's mailbox. The mailbox can be accessed from any touchtone telephone, worldwide. Trivial or previously used PIN numbers are blocked by the system. A forgotten PIN number is reset by application to the IT Services Desk (x8048) by the departmental Telecommunications Co-ordinator.
Each mailbox will be allocated 8 minutes message storage time. This can be increased, but there may be a charge for this service. When a mailbox is full no messages can be taken and calls will be forwarded to the revert position.
Each user must set up their mailbox with a personalised greeting. Greetings can be configured for internal callers, external callers and for the temporary absence of the user. The temporary absence greeting is set up that it will revert to the other greetings after an expiry date.
All read messages are automatically deleted from a mailbox after 5 days.
Each operating unit will have a Telecommunications Co-ordinator to manage the day-to-day queries and training of staff in their unit. The co-ordinator must communicate to IT Services any moves, changes or deletions from the voice mail system.
The Telecommunications Co-ordinator will receive an email detailing users in their group who are not clearing their mailbox, or who have full mailboxes. The Co-ordinator must work with the users to keep messages to a minimum and stress the need to keep the mailbox clear and to respond to messages in a timely manner.
Secretarial areas will be treated as special applications and will be set up in consultation with the operating unit.
Overall system design and management will be undertaken by IT Services.
IT Services requires two working days to set up a standard mailbox. Other special applications will be set up after proper discussion.