FILE:  EFB

BENTON HARBOR AREA SCHOOLS TELEPHONE POLICIES

Introduction
The district has installed a district-wide telephone system.  This system will provide much improved communications for all staff.  Because of the size of the new phone system, it will introduce a new level of capability over the existing telephone system.  The policies listed here have been developed to ensure proper operation of the system.

Telephone Dialing

1. The new telephone system will be programmed to provide efficiency within the district.  It will be possible to place four digit calls between buildings and within classrooms in the same building.  Fax calls between district buildings may also be placed using four-digit dialing.

2. In classrooms, it will only be possible to place calls to other extensions within the district or to 911.  To place calls outside of the district, local and long distance will require entering a pass-code.  Entering one’s calling pass-code incurs responsibility for the calls placed.  Make every effort to protect your pass-code.  If you share your pass-code with another who places long distance calls, you will be deemed responsible for the calls placed.

3. In kitchens, libraries and lounges, calls may be placed only after a pass-code is entered.

4. In counselors’ and building administrators’ phones, local and long distance calls may be placed without a pass-code during the day.  To place local and long distance calls from these locations at night, a pass-code must be entered first.

5. For lobby or counter phones, the secretary will place an outgoing call from the secretary phone and then transfer the call to the counter phone.  The counter phone will not be capable of placing outbound calls without entering a pass-code.  This prevents unauthorized telephone users from placing calls at these locations.

6. All international calls will be blocked.  Any international calls, which are legitimate, may be placed using a credit card.

7. Calls placed to “directory assistance” will also be blocked. 

Inbound Calls and Voice Mail

1. All external calls placed to the classroom during school hours will transfer directly to voice mail for the instructor.  This prevents interruptions during instruction.  If a teacher must be reached during class instruction periods calls may be placed to the main building phone number and then transferred by the secretary.  Calls placed from within the district’s phone system will ring through and become “hands-free intercom” conversations.

2. When callers are placed on hold, the “hold recall” time will be two minutes; this means that the phone which placed the caller on hold will ring back every two minutes while a caller is on hold.  This will allow ample time for a secretary to retrieve a file while the caller remains on hold.

3. A feature known as “Night Mode” whereby after hours, all phones require a pass-code to place local or long distance calls, will be implemented.  This special feature may go into effect 4:00 PM until 7:00 AM in many buildings dependent upon building schedule.  All phones will be configured for night mode during weekends.

4. In office environments, the voice mailbox will be assigned to the telephone.  For itinerant teachers, if they have an office, the voice mailbox will be assigned to that phone.  For itinerants who don’t have an office, their Direct Inward Dial (DID) number will go directly to their voice mail.

5. The district will publish all main DID numbers in the phone book during the next available opportunity to publish.  The old numbers will be removed from the phone book once the new numbers have been published for at least one year.  Please advise parents and vendors to update their telephone records. 

6. You will be responsible for recording your personal greetings for your mailbox.  Examples of greetings are:

1. Out of Office:  “Hello, this is Sally Jones of Fairplain West Elementary; I am out of the office today but I value your call.  Please leave your name, number and a brief message and I’ll return your call promptly.

2. In Office:  “Hello, this is Sally Jones of Fairplain West Elementary; I am in the office today but unable to answer your call.  P lease leave your name, number and a brief message and I’ll return your call promptly.

3. Out of Office for Extended Time:  “Hello, this is Sally Jones of Fairplain West Elementary;I am out of the office until December 12th.  If your message requires attention prior to December 12^th, please contact Mike Robbins at extension 1150.  If you message is intended for me and a response after December 12^th is acceptable, please leave your name, number and a brief message and I’ll return your call when I return to the office.

7. Voicemail is a powerful tool however it is only as effective as the user.  Check voicemail messages regularly; it is a good idea to check them each time you end a call or return to your desk.  Calls must be returned within a reasonable timeframe to maintain the effectiveness of the voicemail system.

8. The voicemail system and all content stored within the system remain the property of Benton Harbor Area Schools.  Your messages may be listened to and responded to by a nominated third party in event of your absence.

9. The voicemail box should not be used to screen calls; its purpose is secondary to answering calls in person.

911 Services
Any 911 calls placed from within the district’s phone system will automatically conference to the principal and secretary’s phone.  At the high school, the security office will also be joined into the call.

Acceptable Use Policy
It is the policy of Benton Harbor Area Schools to maintain access for its community to local and national sources of information and to provide an atmosphere that encourages the free exchange of ideas and sharing of information.  Access to this environment and the district’s telephony resources are a privilege that should be treated with the highest standard of ethics.

Any member of our community found using telephony resources for unethical and unacceptable practices has violated this policy and is subject to disciplinary proceedings including suspension of system privileges, expulsion from school, termination of employment and/or legal action as may be appropriate.

Although all members of the community have an expectation of privacy, if a user is suspected of violating this policy, his or her right to privacy may be superseded by the District's requirement to protect the integrity of telephony resources, the rights of all users and the property of the District.

User Responsibility

• Comply with all existing school board policies as they may be interpreted to apply to telephonic resources, including but not limited to the following:
• Help maintain the security of the district telephony resources by protecting telephone pass-code.
• Monitor and supervise any student or guest to whom access to telephony resources is granted by you.
• Telephone use related to instructional, administrative, and other support activities considered consistent with the mission of the district.
• Respect the privacy and personal rights of others.
• Obscene, abusive or threatening material via telephone is not permitted and may result in disciplinary action.
• Use of telephones for a commercial, political, or profit-making enterprise is prohibited except as specifically agreed to with the district.

The Benton Harbor Area Schools, Berrien County, Michigan