WMU VoIP Instrument Relocation Requirements

Purpose and Scope

These requirements involve the relocation* of University-installed Voice over IP telephone instruments.

University-supplied telephone instruments and network ports are provided by the Office of Information Technology for University business communications and to serve the resident students on campus. In addition, they are an integral component of the campus emergency response system by providing 9-1-1 direct dial to the WMU Public Safety dispatch center.

WMU Public Safety is provided with the installation locations of each telephone instrument, whether a traditional PBX telephone or a VoIP instrument. While it is technically possible to relocate* a VoIP telephone from one active jack to another, doing so will result in Public Safety having erroneous location data for the telephone, with the possible consequence of not being able to locate a caller in the case of an emergency.

Requirements

WMU telephone users are not permitted to move a VoIP telephone instrument from the jack where it was originally installed without first contacting the OIT telecommunications office. If it is determined that a spare, active, compatible network jack is available and can be identified, OIT can arrange for a customer-initiated move without charge. If relocation* requires a customer visit by a technician, prevailing service rates will be charged.

If telephone users do not know if the telephone is a VoIP phone, they need to contact OIT before relocating a phone.

Justification

It is essential that WMU Public Safety be able to locate any 9-1-1 caller quickly and accurately. WMU does not currently possess the technology to either prevent or track the unauthorized relocation* of VoIP telephones, except through periodic audits, or reports by WMU Public Safety.

If a telephone instrument is relocated* without updating its location in the telecommunications management system, WMU Public Safety will be unable to locate that caller in case of an emergency.

Enforcement

Any person found to be in violation of this policy will be subject to appropriate consequences, including but not limited to disciplinary action as described by current University requirements and/or applicable collective bargaining agreement.

If a customer telephone is discovered to have been relocated* without the knowledge and consent of OIT telecommunication, OIT will not be responsible for, nor will OIT cover, any costs associated with the unauthorized relocation*, including applicable service charges. An individual who relocates* a VoIP telephone without the knowledge and consent of OIT telecommunications may be personally liable for any claims arising out of the unauthorized relocation*.

*Relocate -- For the purpose of this document relocation/relocate/relocated refers to the movement of a VoIP instrument from one network port/data jack to another network port/data jack.

Document action

Draft: November 3, 2015
Presented to Faculty Senate AITC: December 8, 2015
Reviewed by Legal Council: January 19, 2016
Reviewed by WMU Public Safety: January 20, 2016
Reviewed by Information Technology Executive Advisory Board: January 25, 2016
Reviewed by Provost's Council: March 1, 2016