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Resources for Faculty and Administrators

Telephone Service

Installation and Repair

1. Installing a Private Phone in Your Room
1. Fill out a form located outside the Communications Office (Verrill Hall, Rm 24). Be sure to enclose your payment. Deposit both in the slot in the Communications Office door. Also, your Resident Advisor can give you a form and help you with questions.
2. Is there a phone jack in your room? If there is, the charge is $35 to Maharishi University of Management; if there is not, the charge is $45. (Payment may be made in the form of cash or a check made payable to: “Maharishi University of Management.”)

NOTE:

1. Wiring in a campus room is a permanent addition for all future use.
2. In order to meet safety and aesthetic standards, Maharishi University of Management reserves the exclusive right to install or modify telephone wiring on campus.

Maharishi University of Management will deduct $50 from the room deposit or stipend of anyone who installs, changes, or removes telephone jacks or wiring in campus buildings.

2. Telephone Repair
1. Maharishi University of Management services all campus telephone wiring at no charge. If you have a problem with your line, please make these simple checks before calling Communications:
• Borrow someone’s working phone and see if it works in your phone jack.
• Borrow someone’s working phone cord that connects the phone to the phone jack and try the cord in your phone jack.
2. If the problem is not with your phone or cord, then call the Communications Department at extension 4272; state your name, phone number, building, room number, and the problem with your phone.

Calling to and from campus phones

• Campus phones are installed by MUM in offices and hallways of residence halls.
• Non-campus phones are installed in your room by other providers, such as Iowa Telecomm or LISCO, and are outside of the campus network.

1. Calling campus phones from other campus phones

Do not dial “472” before an extension number or you will get the wrong number and disturb someone in town. To dial a campus phone number (indicated by “ext.” in this directory) from another campus phone, dial just the four digits listed after the “ext.”

2. Calling campus phones from non-campus phones

Dial 472-7000 to reach the campus network. Then:

• IF YOU ARE CALLING FROM A TOUCHTONE PHONE, you may dial any four-digit campus extension at any time during the Automated Attendant greeting.
• IF THE EXTENSION IS BUSY, you will hear the greeting begin again after only one ring. At this point, you may try another campus extension, or dial “0” to reach the Campus Operator. The operator can put you on hold for the busy extension, and/or take a message.
• IF THE EXTENSION IS FREE, the call will ring for 30 seconds. If no one answers by then, the greeting will start again. To continue ringing, simply dial the extension again.
• TO REACH THE CAMPUS OPERATOR, dial “0” at any time during the greeting (during business hours only).

NOTE: Outside of normal business hours, calls to the Campus Operator will be connected to the MUM Message Center. Please leave a clear message after the beep, spelling both your name and the name of the person you are calling, and leave your contact information (phone number and/or email address).

3. Calling non-campus phones from campus phones
   1. To dial a local Fairfield phone number, first dial 9, and then dial the full number (all seven digits), e.g. 9 + 472-6531. The following prefixes for the 641 area code may all be dialed this way: 472, 469, 470, 209, 233, 451, 919, 693, and 695
   2. To dial “800,” “866,” “877,” or “888” numbers, dial 9-1-8XX-XXXX.
   3. To make a collect, third party, or charge card call within North America: dial 9 + 0 + area code + number. You will be connected to an operator who will assist you in placing your call.
   4. To make a collect, third party, or charge card call outside North America: dial 9 + 01 + country code + city code + number.

Telephone System Features

1. Transferring Calls to Another Number
1. After receiving the call and determining that you must transfer it, depress the switch hook briefly (or press the “flash” button if there is one on your phone); you will hear an interrupted dial tone.
2. Dial the number of the person you are transferring the call to; it will start ringing.
3. When someone answers, announce that you are transferring a call. When you hang up, the first and third parties will be connected.
4. If the third party is busy or does not answer, depress the switch hook or “flash” button again to return to the first party.
5. If you are transferring to a Fairfield number, do not hang up until at least 20 seconds have passed after dialing the last digit of the outside number. NOTE: this procedure works only when transferring a call from another extension to a Fairfield number! If you try to transfer a call from outside the university to another number outside the university, when you hang up the call will be disconnected. (See “NOTE” below under Three-Way Calls.)
6. If the third party answers and is unavailable, you are automatically reconnected to the original call when the third party hangs up.
7. To transfer back to the operator, use the above procedure using “0” as the third party number.
2. Setting Up a Three-Way Call
1. While connected with the first party, depress the switch hook or “flash” button; you will receive an interrupted dial tone.
2. Dial the third party; wait for an answer.
3. Announce that you are going to get the first party on the line; depress the switch hook again.

The three-way call is now established.

NOTE: Any party may hang up at any time. The other two parties will remain connected, unless both parties left are off-campus in which case they will be disconnected.

3. Putting a Call on Hold and Calling Another Party

If, while talking to someone, you determine that you need to call someone else:

1. Depress the switch hook or “flash” button; you’ll receive an interrupted dial tone. This puts the other party on hold.
2. Press *4; receive a normal dial tone.
3. Your call is now on hold and the line is free to make another call.

To release the 2nd call and return to the original call:

1. Replace the handset, releasing the new call.
2. Your phone will ring with the original call.
3. Lift handset and continue with the original call.

To put the 2nd call on hold and return to the original call:

1. Depress the switch hook or “flash” button to receive an interrupted dial tone.
2. Press *4; the 2nd call is now on hold, and the original call is automatically returned. By repeating these procedures, you can converse alternately with two parties, but they cannot speak to each other. To conference call, see “Setting Up a Three-Way Call.”
4. Automatically Calling Back a Busy Number

This feature lets you connect to a busy number as soon as the busy number becomes free (provided your phone is also free). If you are talking on the phone, you will miss the call-back.

1. After you call someone and receive the busy tone, depress the switch hook or “flash” button; you’ll hear an interrupted dial tone.
2. Press *0; you’ll hear the service set tone (it is a constant tone).
3. Hang up.
4. When the desired number becomes free, your phone will ring for 30 seconds. When you pick up the receiver, the number you have set on call-back will ring. If you do not pick up your receiver within 30 seconds, the call-back will automatically be cancelled.

To cancel the call-back:

1. Lift the handset and receive a dial tone.
2. Press #0 and receive a service set tone.

NOTE: Only one call-back can be set at a time. Also, if you try to set a call-back and instead of receiving a service set tone you receive an interrupted tone that means that someone else has already set a call-back to that phone.

5. Forwarding All Calls

This feature lets you route all incoming calls to another phone.

1. Lift handset; receive a dial tone.
2. Press *2; receive an interrupted dial tone.
3. Dial the number you want calls forwarded to; receive a service set tone.
4. Remember to cancel your call-forwarding. You won’t be able to call out until you do.

To cancel call-forward:

1. Lift handset; receive a dial tone.
2. Dial #2; receive a service set tone.
3. You will not be able to call out from a call-forwarded phone, except to the campus operator. (If you try, you will always receive a fast busy signal.)
4. Only the phone you have forwarded to can call you.
6. Forwarding Calls If Your Number Is Busy or There Is No Answer

This feature lets you route incoming calls to another phone if your phone is busy or if no one answers your phone within 30 seconds:

1. Lift handset; receive a dial tone.
2. Dial *7; receive an interrupted dial tone.
3. Dial the number you want calls forwarded to; receive a service set tone.
4. Please remember to un-forward your calls. unless you want this to be a permanent situation. Some people who have two lines use this feature like a “rollover” so they don’t miss calls.

To cancel:

1. Lift handset; receive a dial tone.
2. Dial #7; receive a service set tone.
7. Picking Up Calls from Other Phones

This feature lets you answer any calls directed to other numbers in your office (contact the Communications Office to set this feature):

1. A phone within your pickup group rings.
2. Lift the handset; receive a dial tone.
3. Dial *9.
   
4. The call is connected to your phone.
8. Retrieving Calls at Another Phone

If, while speaking to someone, you decide to move to another phone, you can park the call, and then retrieve it at the other phone to continue your conversation from there.

1. Depress the switch hook briefly and receive an interrupted dial tone.
2. Dial *3; hang up.
3. Go to the desired phone location.
4. Pick up the receiver; dial #3.
5. Dial the extension number where the call originated (i.e., the extension from where you “parked” the call).
9. Speed Dialing

This feature allows you to store up to 10 frequently called numbers in your telephone, which can then be dialed using a two-digit code. This feature only works from office phones. Please call the Communications Office at extension 4272 to set up this feature.

Example: You wish to store the number for Time & Temperature, 472-6531 in your phone to be speed dialed by dialing #62:

1. Lift the handset; receive a dial tone.
2. Dial *6 followed by the single digit that will store the number (2 in this example).
3. Dial the number that you would like stored (9-472-6531 in this example).
4. Wait 5-10 seconds, until you hear the service set tone.
5. Hang up. The number is now stored.

To speed dial that number:

1. Lift the handset; receive the dial tone.
2. Dial #62.
3. The number will automatically dial out.

Phone Etiquette

1. Treat others as you would most like to be treated

When we speak to someone on the phone, we have a unique opportunity to help them fulfill their desires by providing information and inspiration.

The way you conduct yourself on the telephone says much about you, your living area or office, and about the University. It’s important to learn and follow the highest standards of telephone etiquette, just as it’s important to learn and follow the highest standards of behavior for all social interactions.

Any book on etiquette contains a chapter on telephone etiquette. The basic principle is to always treat others as you would most like to be treated.

2. Answering the Telephone

Give a friendly greeting. The ideal greeting when picking up the telephone consists of three parts:

1. A salutation, 2) the name of your office or living area, and 3) your name.

“Good morning, Student Accounts, Lilly speaking”;
“Good morning, 143, Jon speaking.”

By offering a salutation, you make the caller feel welcome. By giving the name of your office or living area, you tell the caller the right number has been reached. By giving your name, you convey friendliness and helpfulness. If you must abbreviate you greeting, at least offer the name of your office or living area and your name: “Facilities Management, Kit speaking.”

Smile. When you smile, that smile is reflected in your voice. As one book on etiquette says, “When someone calls a company, the voice of the person who answers speaks for the spirit of the firm.” A good telephone voice contains a smile.” A good voice has variety of tone and expression, is neither too formal nor too familiar, and words are pronounced clearly.

Offer assistance. Offer to help the caller in any way you can. Give the information required; direct the caller to the appropriate department; take a message if they are calling for someone who is not in at the moment. Fulfill their needs to the greatest extent you are able.

Summoning someone else. If you have to bring someone else to the phone, set the receiver down gently or put the caller on hold if you will need to call to the person or talk in the background. If it will take the person some time to reach the phone, explain this to the caller and ask if they can wait. If the person is out, take a message.

Taking a message. If you take a message for someone else, be sure to get the caller’s name (first and last), company or University department, telephone number (including area code and extension), and message (briefly stated and to the point).

Write this information on a proper sheet of paper. Add the time the message was received and your own initials, and indicate whether the caller wants the call returned or will call back. And be sure the message is delivered as soon as possible.

Close properly. Whether the call is business or social, always say “Thank you for calling” before hanging up.

“The art of speaking pleasingly,” Maharishi says in The Science of Being and Art of Living, “lies in speaking in a simple and natural way….It is sincerity and truth in speech and the intelligence behind it which make an impression and accomplish its purpose.”

3. Placing Calls

Asking to speak to someone else. If someone other than the person you wish to speak to answers the phone, offer: 1) a greeting, 2) your name, and 3) the name of the person you’d like to speak to.
“Hello this is Paul; may I speak to Maureen?”

If the person you’d like to speak to is out, it is considerate to leave your name: “Would you tell her John called? Thank you. Goodbye.”

Return your calls immediately. “The most important thing to remember about telephone manners,” one authority on etiquette states, “is to return your calls promptly.”

Reaching wrong numbers. If you dial a wrong number, it is common courtesy to say, “I’m sorry,” or “Please excuse me,” before hanging up.

By following these guidelines, we can ensure that anyone who speaks by telephone with us will realize that this is a place where ideal social behavior is naturally being cultivated and the finest feelings nourished.

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