Telecommunication Services Policy

Please note that this policy has not yet been revised or converted to the new format .

1.  Preamble

The deregulated telecommunications environment provides an opportunity for Monash to achieve cost savings by regularly testing the market for a variety of telecommunications services with its combined purchasing power.

The consolidation of the University’s telecommunication services into a single service through Strategic Cost Management allows Monash to negotiate the most favourable cost and service arrangements with the major telecommunications carriers. This policy addresses the issue and use of Monash corporate telecommunications services, such as:

• mobile telephone services,
• broadband services,
• Public Switched Telephone Network services,
• Integrated Services Digital Network or other data network services,
• roaming usage accounts, and
• other telecommunications services.

This will ensure that optimum benefit in cost savings and service is gained. Regulations and procedures have been established to support this policy and to assist Information Technology Services in providing and managing this telecommunications service on behalf of the University.

2.  Purpose

The purpose of this policy is:

• to achieve optimum cost benefits through the provision of corporate telecommunication services to Monash approved users and to identify certain conditions and procedures that assist in the realisation of these cost benefits, and

• to ensure that all Monash University telecommunication services are connected, via the University’s corporate plans, with the approved carrier/s selected through a competitive purchasing process.

3.  Policy Status

Approved by  UNITPOL 6 March 2003

4.  Responsible Officer

Executive Director, Information Technology Services.

5.  Approving Body

UNITPOL

6.  Definitions

These definitions apply to the Monash University Policy on telecommunication services and the associated Regulations.

6.1  PSTN Service

Public Switched Telephone Network refers to the provision of a voice-oriented analogue telephone service, providing access to the world-wide collection of interconnected public telephone networks.

6.2  ISDN Service

Integrated Services Digital Network refers to the provision of a digital telephone or data service, providing access to the world-wide collection of interconnected public telephone networks.

6.3  Broadband Service

In general, "broadband" refers to telecommunication in which a wide band of frequencies is available to transmit information at high rates. In this policy, "broadband" refers to ADSL (Asymmetric Digital Subscriber Line), cable (i.e. Pay-TV co-axial cable) or satellite as the medium by which IP (Internet Protocol) services are transmitted into small business or home premises.

6.4  Mobile Telephone Service

In Australia, there are currently three different types of mobile telephone network in operation: those conforming to the GSM (Global System for Mobile) standards, those conforming to the CDMA (Code-Division Multiple Access) standards, and satellite phones. In this policy, the term "mobile telephone service" covers GSM, CDMA, satellite and any other system which may be introduced in the future, or which may operate in other countries.

6.5  Mobile Handset

The mobile telephone handset enables the Service Number to access the carrier network. In the case of GSM, the handset is taken to include the SIM (Subscriber Identity Module) card. In the case of CDMA, there is no SIM card, its functionality being performed by the handset itself.

6.6  Service Number

This refers to the telephone number associated with the service, be it on the PSTN or ISDN, or GSM or CDMA mobile or other network.

6.7  Service Provider/Carrier

The Service Provider/Carrier is a telecommunications company that has been selected by the University to provide telecommunications network services.

6.8  Monash Telecommunications Corporate Account

The Monash Telecommunications Corporate Account reflects the relationship between the service provider/s selected by the University and Monash University.

6.9  Staff/Monash staff/users

Those people directly employed by Monash, including post-graduates, visiting academic staff and others that are determined to be Monash staff by Student and Staff Services Division.

7.  Policy Scope

This policy applies to all Monash staff and other authorized users issued with a telecommunications service provided or funded by the University.

8.  Policy

On behalf of Monash University, Information Technology Services will undertake competitive procurement processes to obtain the most favourable cost and service arrangements for telecommunication services from the major telecommunications carriers. Negotiations will occur with the view of establishing agreements for a period of twelve (12) months, however, a longer agreement may be entered into if significant benefits can be obtained by so doing, but this will normally not exceed twenty-four (24) months.

9.  Regulations and Procedures

9.1  Purchasing

9.1.1  All corporate service procurement is to be approved by a budgetary unit head or their nominee.

9.1.2  The method of purchase of mobile handsets is through the vendor, either reseller or carrier, selected by Monash and available via the following web site:  Mobile Phone Procurement for Monash University

The method of purchase for broadband services is available at the following web site:  Carrier Services

The method of purchase for direct connection of carrier PSTN or ISDN services is available at the following web site:  Carrier Services

9.1.3  Requests for services must be accompanied by budget Cost Centre and Fund codes.

9.2  Usage

9.2.1  The suppliers selected by Monash are to be used, unless there are exceptional circumstances that justify the additional costs that the adoption of an alternative supplier would cause. This is particularly important for mobile telephone services where there are high charges for carrier interconnections.

9.2.2  Managers and other staff members responsible for the issue of telecommunications services to staff and authorized users are to ensure that the users are aware of this policy.

9.2.3  All equipment purchased for provision of these services remain the property of the budgetary unit and/or the carrier.

9.2.4  Service Numbers not considered to be of strategic importance may be transferred, where this is technically possible, from the Monash corporate accounts at the discretion of the budgetary unit head.

9.2.5  It is the responsibility of the budgetary unit to determine those members of staff entitled to participate in any of the Monash telecommunications corporate plans, but the plan cannot be extended to non Monash staff.

9.2.6  Monash-issued telecommunication services must not be used for unlawful activities, or for commercial purposes not authorized by or under the auspices of the University.

9.3  Mobile Telephone Services

9.3.1  Mobile telephone services are to be GSM and/or CDMA services (see definitions 6.4). Satellite telephones are only to be purchased and used in those remote areas where GSM/CDMA services are not available.

9.3.2  Stolen mobile telephones must immediately be reported to the carrier directly by the custodian of the mobile telephone. The carrier must be supplied with the service number together with the name of the custodian and further informed that it is a Monash University mobile. A request must be made for a bar to be placed on the service. The carrier contact details are to be found at:  Mobile Phone Procurement for Monash University.

9.3.3  Subject to clause 9.2.4, Service Numbers on the Monash corporate mobile telephone account are the property of Monash University, including those that have been transferred to the Monash corporate account from a private mobile account.

9.3.4  Additional information on matters such as international roaming can be found at the following web site:  Mobile Phone Procurement for Monash University.

9.4  Broadband Services

9.4.1  Purchasing broadband services is to be done in accordance with the procedure located at the following web site:  Carrier Services.

9.5  PSTN, ISDN and other data network services

9.5.1  Purchasing new direct connections of carrier analogue or digital telephone or other business data services to Monash sites is to be done in accordance with the procedure located at the following web site:  Carrier Services.

9.5.2  Transferring an existing telephone or data service to the Monash corporate account to obtain Monash tariffs is to be done in accordance with the procedure located at the following web site:  Carrier Services.
 

9.6  Roaming accounts and other ancillary services

9.6.1  Establishment of roaming access accounts, ancillary services such as public telephone directory (White Pages, Yellow Pages) listings, or any other telecommunications services are to be done in accordance with the procedure located at the following web site:  Carrier Services.

9.7  Charging

9.7.1  ITS will charge the budgetary unit for the full charges imposed by the carrier for the budgetary unit’s services, including any early cancellation or other penalty payments.

9.7.2  The budgetary units will be responsible for monitoring and reconciling private usage from their staff.

10.  Amendment History

Attachments

1. Service Level Agreements