UCLA Policy 350:

Telecommunication Systems Services

Issuing Officer:

Vice Chancellor - Business & Administrative Services
PDF
Printable View

Responsible Dept:

Communications Technology Services

Effective Date:

December 16, 2005

Supersedes:

UCLA Policy 350, dated 7/16/2001

References   |   Background & Purpose   |   Statement

I. REFERENCES

  1. California Public Contract Code, §§ 10500-10506 and 10520-10526;

  2. UC Facilities Manual;

  3. UC Business & Finance Bulletin IS-5, regarding the Licensing and Operation of University Radio, Television, and Microwave Facilities, January 1, 1977;

  4. UC Electronic Communications Policy (regarding Allowable Use), November 17, 2000 (Revised 8/18/2005);

  5. CTS Acceptable Use Policy.

II. BACKGROUND AND PURPOSE

UCLA Communications Technology Services (CTS) has management responsibility and authority for provision of the equipment and auxiliary services for the campus that are used to communicate information at a distance, including telephones and related voice services, data transmission systems, radio and radio paging equipment, video transmission systems and associated switching systems and attachments. Data products and services include campus-wide Internet connectivity, local and remote access for individual users, and the design and maintenance of the Campus Backbone voice and data network infrastructure. CTS also provides networking services, high-speed data access and Internet-related services including internal domain name registration. Additionally, CTS is authorized to coordinate transmission services when a common carrier is utilized.

This policy describes the primary responsibilities of CTS and departments for the appropriate installation and business use of campus telecommunication systems, principal products and services, and ordering and billing mechanisms.

III. STATEMENT

Licensing, installation and the use of the UCLA telecommunication systems are regulated by the Public Utilities Commission and/or the Federal Communications Commission, as well as by conformance to related University policies including, but not limited to UC Business & Finance Bulletin IS-5 and the UC Electronic Communications Policy.

In addition, certain state laws require the University to follow specified procedures for the design, bidding, and construction of projects. The California Public Contract Code (PCC) sets forth the processes whereby the University of California may let contracts for projects. The UC Facilities Manual dictates the process for the solicitation, bidding and awarding of contracts. Construction projects for the installation of low voltage wiring components for voice, data, video and fiber must be in compliance with the PCC and the UC Facilities Manual.

A. CTS Authority and Responsibilities

CTS has the authority and is responsible for installing, maintaining and managing systems and platforms required to provide voice, data and video communications and all associated wiring components for the UCLA campus and to designated off-campus locations. This includes the authority to facilitate contracts for the purpose of installing low voltage wiring and components.

CTS has project management responsibility for the installation of new and modifications to existing telecommunication systems under its purview. While it has authority to execute and administer contracts for such projects, CTS must coordinate with Capital Programs in the solicitation, bidding and awarding of contracts. Capital Programs has overall responsibility for ensuring compliance of all UCLA construction contracts with the PCC and UC Facilities Manual.

CTS is responsible for approving and providing services and establishing recharges to UCLA departments for voice, data and video communication systems. Rates are structured to fully recover costs for all related services and initiatives provided to the campus. The Policy Committee on Sales and Service Activities and Service Enterprises (POSSSE) reviews rates for all CTS products and services annually.

B. Department Responsibilities

University voice, data and video telecommunication systems are provided for the conduct of University business. Departments are responsible for managing their own telecommunications use and for controlling abuse, based upon existing University policies and guidelines. Such use requires that individuals act responsibly, respecting the rights and privacy of other users, and maintain the integrity of the systems and related physical resources.

Personal use of University telecommunication systems that violates the provisions set forth in the UC Electronic Communications Policy (Section III. Allowable Use) and the CTS Acceptable Use Policy regarding incidental personal use may result in corrective action (including disciplinary action, termination of services, etc.) and/or require reimbursement related to misuse of University resources. Department management has the responsibility to take corrective action as necessary in the event of inappropriate, non-business use in accordance with University policies. CTS can provide analytical assistance to departmental administrators in managing telecommunication systems and in detecting patterns of abuse.

Departments must consult with CTS for any changes to existing, or installation of new telecommunications wiring components. This process needs to be carefully managed in order to avoid violations of PCC regulations that could result in civil or criminal penalties. Departments may utilize in-house staff to perform maintenance work within their own area of responsibility provided such work does not involve penetrating walls, ceilings, floors or other permanently affixed building furnishings, equipment or structures.

C. Products and Services

CTS provides a variety of voice, data and video products and services including:

  • Voice - telephone instruments and accessories, cellular phone service, calling features such as voice mail/unified messaging, and a selection of line access (trunking) and service options (calling cards), plus consulting, project management, and repair services;
  • Data - on-campus and off-campus connectivity, high-speed data lines, Internet access and related products including Bruin OnLine (BOL), which offers dial-up and LAN access to email, campus network services and Internet resources; and
  • Video - the cable television network available on and off campus to UCLA-managed properties.

For a complete listing of products and services, see the CTS Web site.

The following administrative procedures provide more detailed service, product, and proper usage information:

D. Ordering CTS Products and Services

Ordering authorization is granted to individuals within UCLA departments who are responsible for ordering and changing voice, data and video service. Campus departments have the option of placing an Express Order or a Regular Order.

  • Express Orders include certain basic voice services (single lines, certain software, instruments and equipment) that may be ordered over the telephone by authorized departmental contacts. "

  • Regular Orders exceed the maximums for Express Orders and require a Telecommunications Service Request (TSR) signed by an authorized signatory. A Bruin OnLine account is required in order to submit an Online TSR.
Orders for service are prioritized in the following sequence: medical emergency, police/fire emergency, administrative priority, facilities emergency, standard service request.

E. Recharges and Reconciliation

CTS services are recharged directly to departmental accounts and appear on monthly communications charges statements. Departments are responsible for reconciling their statements each month as any adjustments for billing errors will only be posted within the current fiscal year. These charges also appear on the campus General Ledger.

Departments are responsible for contacting CTS Billing Services for billing inquiries or disputed charges. A copy of the statement with the disputed charges highlighted must be sent or faxed to CTS Billing Services. If needed, CTS Customer Service can assist customers with ways to identify and prevent telephone call abuse in the workplace. Other types of billing and recharges include:

  • Sundry debtors (typically entities with separate financial ledgers that operate on campus such as ASUCLA, Faculty Center, etc. and private businesses that operate on UCLA premises) are billed and receive invoice statements directly from the campus Billing and Accounts Receivable (BAR) System, and make payments directly to the Administrative Main Cashier Office Remittance Processing Center.

  • Departments that utilize non-CTS provided services (external vendor) have their invoices processed for payment by Accounts Payable after review by CTS Billing Services.

For more detailed information regarding CTS financial policies, refer to the CTS Web site.

 

Issuing Officer
/s/ Sam J. Morabito
____________________________________________
Vice Chancellor - Business & Administrative Services
Questions concerning this policy or procedure should be referred to
the Responsible Department listed at the top of this document.

Printable View PDF   |   Admin Policies Home   |   UCLA Home