14.06 Data and Voice Services

Scope

This policy applies to all faculty, staff, and students as well as any other individuals or entities who use voice or data services at the University of Northern Iowa. Further, this policy applies to all IT resources owned or leased by UNI.

This policy does not apply to the use of software-based teleconferencing or webinar solutions utilized over data services, such as Zoom, Skype, Microsoft Teams, etc. However, incoming or outgoing voice calls dialed using traditional phone numbers are still considered in the scope of this policy, should such solutions be offered in the future by teleconferencing providers.

This policy does not apply to cellular telephones owned or operated by the University. Policies and procedures regarding cellular telephones are maintained by the Office of Business Operations.

Policy Statement

University data and voice services shall be the responsibility of IT Network and Infrastructure Services (IT-NIS). IT-NIS shall administer data and voice services as a recharge center via the FTE chargeback program and/or the itemized data and voice chargeback programs. IT-NIS reserves the right to charge colleges, departments, and units for costs and services the FTE chargeback program was not intended to provide. Users accessing data and voice services must utilize them in a manner that is consistent with the mission of the University and as required by UNI Policy 14.04 Acceptable Use of Information Technology Resources.

Procedures

Data and voice infrastructure shall be the responsibility of IT-NIS. All requests for data and voice services shall be directed to IT-NIS. Departments are prohibited from providing their own data or voice services unless approved by the IT Chief Information Officer or designee. All questions regarding data and voice billing shall be directed to the IT Business Manager.

Installation of data and voice infrastructure, including cabling, shall be completed or approved by IT-NIS. IT-NIS will collaborate with Facilities Management when appropriate. All voice telephone devices, including virtual telephones (softphones), utilized on the University data or voice network must be provided by or approved by IT. Users must consult with IT before connecting a device with a modem to the data or voice network. This includes fax machines.

Extending the University data or voice network beyond its intended use is prohibited. The addition of network hubs, switches, access points, modems, and routers by individuals or departments without the approval of IT-NIS is prohibited. Personal calls from University telephones are permitted only to the extent necessary for incidental and emergency use. Excessive personal use is prohibited and excessive charges incurred by the University for personal calls may be billed to the user. As indicated in UNI Policy 14.04 Acceptable Use of Information Technology Resources, IT-NIS may refuse service where there is a violation of policy or a threat to the availability, confidentiality, and/or integrity of University IT Resources. This includes attempts to use devices incompatible with the data and voice infrastructure.

Data and voice services for off-campus University sites shall be coordinated through IT-NIS. Best efforts shall be made to utilize the campus infrastructure wherever possible. Units housed in off-campus University sites shall be responsible for any installation and ongoing costs associated with third-party data or voice providers unless other arrangements are agreed upon in writing.

Chargeback Program

The data and voice FTE chargeback program does not provide physical handsets, sidecars, analog phone lines, fax services, radio services, fiber connectivity, ultra high-speed ports, additional wireless access points, or other specialized data and/or voice services or devices. Costs for such devices and services shall be the responsibility of the units requiring them. Services provided by the FTE chargeback will be documented on the IT website.

The data and voice FTE chargeback program does not provide for a large number of phone lines beyond the FTE count, excessive international calling, excessive long-distance usage, or other excessive usage that generates substantial direct costs. For example, departments with large call centers, contract workers, or departments with frequent, high-cost international calls. Units with such usage will be billed via chargebacks in place of, or in addition to the FTE chargeback program.

IT-NIS, when directed by the CIO and/or senior University leadership, may waive or reduce chargebacks for some costs associated with emergency or temporary use of data and voice services by colleges, departments, and units. Providing emergency or temporary data and voice services is at the discretion of the CIO and/or senior University leadership and does not guarantee that such services or discounts will be available in the future.

IT-NIS, when directed by the CIO and/or senior University leadership, may provide data and voice services to colleges, departments, and units to maintain continuity of operations for the University before a formal agreement for services is negotiated. In such events, colleges, departments, and units shall still be responsible for chargebacks and incurred costs.

Third-Party Entities

The CIO and/or Senior Vice President for Finance and Operations has the authority to allow or require third-party entities leasing or utilizing space from the University to procure their own data and voice services when in the best interest of the University. Installation of these services shall be coordinated through IT-NIS.

Third-party entities that utilize data and voice services provided by the University must abide by all University policies and procedures. Third party entities shall be billed on an itemized basis or at an equivalent rate to an FTE as determined by the chargeback program.   IT-NIS reserves the right to deny service for violations of policy or non-payment.

IT-NIS, when directed by the CIO and/or Senior Vice President for Finance and Operations, may provide third-party entities or governmental agencies data and voice services at a discount or without charge in the event of an emergency requiring the use of campus facilities or on a temporary basis when in the interest of the University. Providing emergency or temporary data and voice services is at the discretion of the University and does not guarantee that such services or discounts will be available in the future. When possible, best efforts to isolate the third-party or agency from potential impacts to availability, confidentiality, and integrity of University IT Resources shall be made.

Disciplinary Action

Violations of this policy may be referred for disciplinary action as indicated in Policy 14.04 Acceptable Use of Information Technology Resources.

Usage of Terms

AVAILABILITY – Availability is the ability to assure that systems work promptly and service is not denied to authorized users. A loss of availability is the disruption of access to or use of information or an information system.

CONFIDENTIALITY – Confidentiality ensures that confidential information is only disclosed to authorized individuals. A loss of confidentiality, for the purposes of this policy, is the unauthorized disclosure of information.

DATA AND VOICE INFRASTRUCTURE – The IT Resources providing and enabling voice and data services, including but not limited to twisted pair cabling, fiber optic cabling, network switches, network routers, telephones, access points, data and voice jacks, patch panels, uplinks, network racks, private branch exchange, and other IT Resources utilized to support and maintain data and voice services.

DATA SERVICES –  Data services include any services to provide connectivity, with or without access to wide area networks, to IT Resources or other equipment using ethernet, Wi-Fi, or other network protocols. Commonly, this would be referred to as network or Internet access.

INTEGRITY – Integrity is the appropriate maintenance of information and systems. A loss of integrity is the unauthorized modification or destruction of information.

IT RESOURCE – IT resource may include computers, software, servers, network utilization, storage utilization, virtual machine capacity, tablets, phones, multimedia devices, storage devices, wireless spectrum, and any other in-demand resource managed by IT staff.

POTENTIAL IMPACT – Potential impact is the level of adverse effect a loss of confidentiality, integrity, or availability could be expected to have on university operations, university assets, or individuals.

UNIVERSITY – University is the University of Northern Iowa.

USER – User includes any faculty, staff, student, developer, contractor, vendor, or visitor as well as any other individual or entity using information, university data, and/or IT resources at the University of Northern Iowa.

VOICE SERVICES – Voice services include the primary function to provide internal telephony, Internet telephony (voice over Internet protocol), short message service (SMS), and/or access to the public switched telephone network. Commonly, this would be referred to as telephone service. Additionally, this includes services such as voice mail, fax service, session initiation protocol trunking, call forwarding, automated call distribution, and any other telephony services.

Information Technology, approved September 15, 2020 
University Council, approved November 9, 2020 
President and President’s Cabinet, approved November 30, 2020 
[Last reviewed and/or updated 11/2020, 6/2000]