Telephones

Repairs

• Problems with currently existing phones, sets and jacks: contact the Telephone Repair Office at 617-495-4900.
• Problems with newly installed or changed items: contact Deborah Grohe at 6-1243.

Requesting New Phones, Lines, Sets or Jacks

If you are a faculty or staff member at the GSD, please put in your request to your department head, as changes are always a financial consideration. Once approval for new telephone line, set or jack requests is received from the department head, a staff member should send the information to Deborah Grohe. For up-to-date pricing information contact Deborah Grohe.

The following is based on a "normal" week. During busy times (summertime and beginning of semesters, generally), the schedule can be slowed down greatly.

7 - 9 business days

• Install or move phone lines, sets, and jacks
• Disconnect phone lines

5 - 7 business days

• Add/remove/change line features (call forwarding, call appearance changes, ring cycle, etc)
• Add/remove voice mail

For information on your respective phone set, click here for the UIS website.

For general information on using voice mail and setting up your voice mailbox, click here.

For the full guide on using your voice mail, click here.

Cell Phones

If you are a faculty or staff member at the GSD, please put in your request to your department head, as changes are always a financial consideration. Once approval for new cell phone or change in your plan or phone set is received from the department head, please go to the following web site:

http://www.uis.harvard.edu/departmental_telecom/wireless_phones/ordercorp_service.php

1. Click the first drop-down menu in the middle of the page, "Choose Verizon Equipment and Plans"
2. Click on Corporate Plans - once the document is open, you'll need to choose a service plan. Note that if you're getting a PDA (combined phone and data device), you'll need to pick both a calling plan as well as a data plan.
3. Click on one of two links - either Cellular Phones, PDAs and Equipment with One Year Contract or Cellular Phones, PDAs and Equipment with Two Years Contract. Choose a phone and a contract (one vs. two years) from one of the two forms. To make a comparison among phones, click on Smartphone / PDA Comparison Chart.
4. Click on Equipment Insurance to read information on insuring your new phone.
5. Click the second drop-down menu in the middle of the page, "Order and Activate Service"
6. Click on "Corporate Wireless Application Form: - this will open a word document. You'll need to fill out the form, following the directions below. Please fill out the form on your computer and save it as a word file. Once it's completed, it should be emailed to Deborah Grohe. Do not email it directly to UIS.

a.  On the first page, leave "Name of Approver" and "Phone Number and E-mail Address of Approver  " blank. You should only fill out the 33-digit billing code that your phone, insurance (if chosen) and calling plan will be charged to.

b.  Fill out the second page fully. Please note that there are two kinds of insurance, and within each kind there are two levels of insurance. The first line shows the two levels of insurance for a cellular phone; the second line shows two levels of insurace for a PDA device. For information on insurance, see the directions above (see "Equipment Insurance").

Once the order has been submitted, it can take up to 10 business days to receive your new phone. If you need the order expedited, please note it when sending the order form. Please note that during busy times (beginning of terms, generally), the schedule can be slowed down greatly.

Conference Calls

To make a conference call, there are 7 active phone lines - see below for exact locations. The mere presence of a phone jack does NOT indicate an active phone line - each active phone line exists in only one jack, and cannot be transferred to another location.

For making conference call, follow these steps.

Step 1 — Sign out of Room

To make a conference call, first you need to sign out the room with:

Paul Scannell (617-495-2514) in Building Services.

If you do not have the room reserved, you will not be able to make the call.

6 rooms in Gund Hall and 1 room at 7 Sumner Rd have an active phone line. For the Gund lines, you need to borrow a phone set from Building Services. There is already a phone set in 7 Sumner Road, room 104. All available phone sets are speaker phones.

Step 2- Reserve Phone

You will need to reserve the phone with:

Deborah Grohe ( 617-496-1243) in Building Services.

Please give as much advance notice as possible, as other people use the phones, and they are not always available.

You have three options for making your call, if it is outside of Harvard:

1. If the call is sponsored by a department or for a specific department, you can use an existing authorization code (or one can be created). Please have an administrator from the sponsoring department email Deborah Grohe to confirm the details (that it’s being billed correctly).
2. The person on the other end of the call can call in directly.
3. You can use a calling card (they can be obtained at any grocery store, on-line, or at Broadway Market).

To place a call outside of Harvard, you need to dial 9 before the complete phone number.

Step 3 — Setup with Operator (for multiple connections)

• If more than 1 person is being called or calling in, you need to set up a conference call with the operator. Call the Harvard operators at 617-495-5575 (or, 5-5575 from within Harvard) to schedule the call. Be sure to have the following information available:

1. Name and telephone number of the conference call leader.
2. Billing telephone number (must be a Harvard telephone number – it’s the person who’s going to assume the cost of the call).
3. The requested date and time of the call.

You can also visit the UIS website for more detailed information on audio conferencing—just click here.

IMPORTANT
Plug the phone into the section of the jack labeled V (for voice). If you plug it into the wrong part of the jack, it can destroy the phone. Do not plug it into a data jack, labeled D.

Phone numbers of active phone lines

Gund Hall

7 Sumner Rd.

More

You can find additional information in the back of the Harvard University Faculty and Staff Telephone Directory under TEL INFO.

Public Faxing

If students need to send or receive faxes, there are multiple locations nearby in Harvard Square that provide this service, including Kinko’s at 1 Mifflin Place (off Mt. Auburn St) and a Gnomon Copy at 1308 Massachusetts Avenue.