TELEPHONE DIRECTORY AND USAGE GUIDE The main College number is (201) 684-7500, which is answered by an automated attendant.

The automated attendant is an advanced call processing system that answers the College's incoming calls on the first ring and allows callers to dial the desired extension directly or through a dial-by-name directory. The caller may also choose from a menu of options, including access to the College telephone operator.

I. TELEPHONE USAGE:

The telephone is one of the most important tools in the operation of the College. Since each telephone has its own number, bills will be generated by computer and will list all calls made at each instrument. A process has been set up to monitor these phone bills for cost analysis and to assure that only authorized calls are being made. College telephones are for use in conducting official business and should not be tied up for matters relating to personal business. However, occasionally, when personal telephone calls are necessary, they should be kept as brief as possible. At no time may long distance calls or toll calls of a personal nature be made at the College's expense. Such calls should be charged to personal calling/credit cards.

A. Telephone Courtesy

Tact and courtesy in handling telephone contacts are of vital importance to the College's public relations. The telephone should be answered promptly, and on the first ring whenever possible. The person who answers the telephone should identify his/her office and him/herself immediately and courteously. If a message is being left, all data should be recorded for the individual concerned. If the call is being transferred, remain on the line with the caller until the appropriate party is reached.

B. Coverage of

Telephone Units Never leave office phones unattended. Always be sure that someone from your unit is there to answer a call. Voicemail should not be used as a substitute for staff coverage of telephones; rather, it should be considered a backup for unavoidable times that you or other staff is unavailable.

III. TELEPHONE INSTRUCTIONS

A. Intra-College Calls

Dial: Four-digit number given in this directory.

B. Calls to 201 Area:

Dial: 9 + 1 + 201 + seven-digit number. (Mandatory as of 12/29/2001)

C. Calls to other Areas:

Dial: 9 + 1 + Area Code + seven digit number

D. Incoming Calls:

When giving your telephone number to individuals off campus, please give your full number, i.e., 201- 684-xxxx, so that people who call you frequently may reach you directly and not go through the operator. Or, please give the main College number, 684-7500, and your full extension (xxxx), and the caller using a touch-tone phone can be connected to your extension through the automated attendant.

E. Directory Assistance:

On Campus: Dial "0" for College telephone operator.
201 Area: Please be aware that "411" calls are charged to the College. Please consult with telephone directories located in the reception area of the Department of Human Resources. Dial 9 + 411. Other Areas: Dial 9 + 1 + area code + 555-1212

F. Wrong Numbers:

If you are dialing a number yourself and complete a call to a wrong number, please ask the telephone company operator for a credit (dial "9" then "0").
If the College operator, in dialing a number for you, reaches the wrong number, please notify the College operator (dial "0").

G. Collect Calls/Third Party Billing:

There are to be no collect calls accepted on College telephones, and no third party billing will be accepted by the College.

H. Online College Staff Directory:

An online campus directory is available on the Internet at phonebook.ramapo.edu.

I. Correction to Directory:

If any listing in the telephone directory must be changed, please notify your Unit.s secretary or the Department of Human Resources in writing or via e-mail (aniero). Corrections are publicized in the Newsletter.

J. College Operator Hours and Offices with Evening Hours:

The College's main number will generally be staffed Monday through Friday, 8:30 a.m. through 4:30 p.m. (during the summer Monday through Thursday, 8:00 a.m. to 5:00 p.m.).
Some offices are open during the evening and those telephone numbers are listed below:
Offices with Evening Hours:

Advisement . 201-684-7441 Maintenance . 201-684-7663

Athletics . 201- 684-7674 Security . 201-684-7432

Housekeeping . 201-684-7510 or 7289 Library . 201-684-7575 or 7574

K. Special Events:

Please notify the College operator about all events and meetings occurring on campus. Our operator needs up-to-date information to provide accurate responses to inquiries and to forward calls to appropriate offices.
L. New or Changed Services: Additions to or changes in telephone service should be requested in writing to Telecommunications Services, via email (telecomm@ramapo.edu), or by calling (201) 684-4700.

M. Equipment Difficulty:

Before contacting anyone, make sure all connections are properly plugged in. Please report any equipment difficulty to the College Operator (dial "0").

N. Emergency Closings:

In the event of inclement weather, the President will determine whether the campus will be closed or remain open, whether classes will be cancelled or delayed in starting, and when there may be an early closing. The appropriate information will be recorded on the College closings/special announcement number, (201) 236-2902. Appropriate information will also be provided to the radio stations listed below:
Radio Station Times Announcements
Will Take Place

WINS -1010 AM 5:00 AM to 9:00 AM

WGNY - 1220 AM 6:00 AM to 10:00 AM

ENERGY - 103.1 FM 6:00 AM to 10:00 AM

WGHT - 1500 AM 6:00 AM to 10:00 AM

WCBS - 880 AM 5:20 AM to 8:50 AM

WOR - 710 AM

Information will be available to the public through a telephone hotline (1-877-871-9208) or on their website (WOR710.com). It will NOT be announced over the radio.

L.Cable Television

NEWS 12 New Jersey Announcements will be displayed at the bottom of the television screen during the .Morning Edition. newscast beginning at 5:30 AM You should be guided by instructions for Ramapo College faculty, staff, and student, NOT State Office closings ordered by the Governor. Units are encouraged to develop telephone call chains with telephone numbers of unit faculty and staff to disseminate information regarding College closings.

O. Telephone Security:

Prevent unauthorized use of your telephone, i.e., keep office doors locked when you are away. As stated previously, calls will be monitored from each telephone instrument by a computer system. Therefore, all employees should be able to identify all calls transacted from their telephone instruments.

IV. TELEPHONE FEATURES:


The following are explanations of some of the features of this telephone system. For additional information, booklets are available in CCIS. The Center for Computing and Information Systems (CCIS) is available to help you with any problems you may encounter with telephone usage.

A. Transferring Calls:

To transfer a call to another internal station:
Depress Flash (or the hook switch on single-line phones);
Listen for tone;
Dial desired number;
Announce call; hang up
Call in now transferred

B. Call Pick-Up:

To answer a ringing telephone in your work group, depress the Group Pick-Up button on your phone. Only members of your assigned pick-up group can intercept calls for other group members. To add more extensions to you assigned pick-up group, please contact CCIS.
For single line phones, dial *4 to answer another ringing station.

C. Call Hold:

Call hold allows you to place a call on hold at your instrument. If you have a single-line instrument (no line buttons), when you place a call on hold your line remains free enabling you to place or receive another call. If you have multi-line instrument, when you place a call on hold, it is held on that line and no other calls can be placed or received on that line. To enable you to use the line, consider using "Park" (see D over).

1. For single-line phones: While a call is being held on your single-line station, you may still originate, receive, and transfer calls.

You are now reconnected to party.

2. For Multi-line phones: While a call is being held on your multi-line station, no other call can be placed or received on that line.

You are now reconnected to party.

D. To Park a Call:

The Park feature allows you to place a call on hold and leave your line free to receive other calls or make an outgoing call. ("Hold" does not allow for this if you have a multi-line phone.) If you are talking with someone and you want to place a call on hold and continue your conversation at another location, you may PARK the call and reconnect from a new location.

E. Three-Party Conference:

While engaged in a two-way conversation, you may add one additional internal or external party to your conversation. On an external call, you must press "Flash" twice to reconnect to the original party.

For single-line phones AND multi-line phones:

To add another party:

Ask party to wait;
Depress Flash or hook flash for single line phones;
Listen for dial tone;
Dial number for additional party;
Announce call privately;
Depress Flash again (once for an external call);

A three-way conference is now established.

To reconnect to the original party: (in the case of a dialing error, or the station you are
calling is busy or does not answer):

Depress Flash;
You are now reconnected to the original party.

F. Call Forwarding

This feature permits you to divert all or some of the calls directed to your line to another station. Each call may be forwarded a maximum of two times. When Call Forwarding is cancelled, the destination reverts back to what was initially programmed. If a system power failure occurs, Call Forwarding must be re-established after the power is returned.
If your telephone does not have a Call Forward button, please call CCIS, at extension 7537, for assistance.

1. Call Forwarding for single-line phones:

To initiate Forwarding:

Lift handset;
Listen for dial tone;
Dial *3;
Dial Condition Code; (1 . Fwd No Answer, 3 . Fwd No Answer/Busy, 4 . Fwd ALL)
Dial Station number - where your calls will go;
Listen for success tone;
Hang up.

To cancel the Flexible Forward:

Lift handset;
Listen for dial tone;
Dial *3;
Dial Condition Code; (9 . Fwd No Answer, 9 . Fwd No Answer/Busy, 0 . Fwd ALL)
Listen for success tone;
Hang up.

2. Call Forwarding for multi-line phones:

Lift receiver;
Depress Forward button (display reads FORWARD ALL CALLS)
Dial 4-digit station number to which you want calls forwarded;
Listen for confirmation tone;
Hang up;
Forward light will remain on.

3. To cancel Call Forwarding:

Lift handset;
Depress Forward button (display reads CANCELLED);
You will hear a confirmation tone;
Hang up.

G. Time and Date:

This information is programmed system-wide by CCIS

H. Additional Information:

For information regarding additional telephone features, refer to the System User Guide, which is available in CCIS.


V. VOICEMAIL:


Greeting

The user options menu allows you to change your greetings. Follow appropriate
access procedure for your extension. Press 31 to access user options from the main menu.

Press 3 to change your greeting(s);
1 Busy greeting 2 Standard Greeting (Primary) Press 5 to re-record your name;
Press 4 to change your security code.
The recording will provide detailed instructions. For additional help at any time, dial #.

Instructions for Single User Extensions Setup Procedure:

1. Dial 7500
2. When prompted for a security code, dial 0000
3. The system will automatically begin a tutorial Access Procedure:

A. On Campus from your extension:

1. Dial 7500
2. Enter your security code when prompted

B. On Campus from a different extension:

1. Dial 7500
2. When asked to enter your security code, dial in succession *#
3. Dial your mailbox number (same as extension) when prompted by the system
4. Enter your security code when prompted

C. Off Campus:

1. Dial the voicemail access number (201) 684-7500
2. When you hear the main greeting, dial the # key when prompted to enter an extension
3. Dial your mailbox number (same as extension) when prompted by the system
4. Enter your security code when prompted Instructions for Multiple User Extensions

Setup Procedure
NOTE: Necessary information in order to setup your mailbox:

- Mailbox number as assigned by Telecommunications Services
- Extension Greeting Mailbox, is ONLY for the user of Mailbox 1
- In order for mailboxes to receive messages, the Extension Greeting Mailbox must have a recording created by the user of Mailbox 1 (see below)

Individual User Mailboxes (as assigned by Telecommunication Services)

1. Dial 7500
2. When prompted to enter a security code, press in succession *#
3. Dial your mailbox number when prompted by the system
4. When prompted for a security code, dial 0000 The system will automatically begin a tutorial

Extension Greeting Mailbox (ONLY for Mailbox 1 or Sponsor) 1. Dial 7500 2. Press in succession *# when prompted to enter a security code 3. Dial your mailbox number when prompted by the system 4. When prompted for a security code, dial code created in tutorial 5. When system plays message status, dial 316 6. When prompted to enter a mailbox to create a recording, dial Extension Greeting Mailbox Access Procedure A. On Campus from YOUR extension 1. Dial 7500 2. When prompted to enter a security code, press in succession *# 3. Dial your mailbox number when prompted by the system 4. Enter your security code when prompted B. On Campus from a different extension: 1. Dial 7500 2. When prompted to enter a security code press in succession *# 3. Dial your mailbox when prompted by the system 4. Enter your security code when prompted C. Off Campus: 1. Dial (201) 684 7500 2. When you hear the main greeting, dial the # key when prompted to enter an extension 3. Dial your mailbox number when prompted by the system 4. Enter your security code when prompted Telecommunication Services