University of Hartford

Faculty/Staff Telephone System

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Using Telephone Features

Speed dialing - You can program your extension to remember up to 10 phone numbers and then call them by touching just three keys. To program a speed number: lift the receiver, key in ##3 and a digit from 0 to 9, then the four-digit on-campus number (or: 9, your authorization code, and the off-campus number); then hang up. To use the speed number you entered: lift the receiver, key in #3 and the digit from 0 to 9 you used when you programmed the number. The system will dial whatever numbers you programmed. There is a limit of 20 digits per entry. If you use this feature to just dial 9 plus your authorization code, ensure that nobody can get to your phone when you're not present. Please consider programming 9 plus all but the last 3 or 4 digits of your authorization code to keep it safe from abuse.

Call forwarding - If you want all your calls to ring at another phone on campus, you can tell the system to "forward" your calls. Lift the receiver, key in #9 and the on-campus number where you want your calls to go; then hang up. All your calls will ring at the number you entered. (It's advisable to check there first to ensure they are able to take your calls.) When you no longer want your calls forwarded: lift the receiver and key in ##9. (If you find someone else has forwarded calls to your phone and you want it to stop, just dial the number that is forwarded to you. This cancels the unwanted forwarding. Find out what number it is by asking a caller what they dialed.)

Call Transfer - To transfer your call to another campus phone, FLASH, key in *7 and the number to transfer to. Wait at least until ringing starts before hanging up. If the number you dialed is busy or unanswered, FLASH then key in *1 to connect back to your caller.

Callback Busy - If you call an on-campus number and it's busy, FLASH, key in #1 and hang up. The system will call you back with a long ring when they're not busy any more. Answer the ring and their phone will start ringing. Remember, this only works for ON-CAMPUS calls.

Conference Call - You can join up to 8 phones in a conference. No more than 2 of them should be off-campus. Make the first call in the usual manner. To add another party: FLASH, dial the next number (use 9 and your authorization code for off-campus numbers), FLASH, key in *4 and talk to both parties. Add more calls by following the same steps again. If a new party is busy or doesn't answer: FLASH and key in **4 to drop the last party and get back to your conference call.

Digital Phones have feature buttons to facilitate use but can also use all features as described here for standard (analog) phones. Digital phone details, click here.

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Obtaining University of Hartford Voicemail Service

UofH employees wishing access to the University's voicemail system must fill out a Voicemail Request Form.

You can download a Voicemail Request Form here. Please note that the signature of your Voicemail Coordinator (your department coordinator, chairperson, director, or dean) is required to for us to process your request.

Employees should consult with their department's management before applying for voicemail service. Initiation of voicemail service will be at the discretion of Information Technology Services management and may not be available at all times depending on system capacity and usage. An annual charge of $24 will be charged against your department's TELEPHONE budget line.

Since every voice mailbox is the personal responsibility of the employee who is specifically named in the voicemail request, mailboxes are not transferable from one employee to another. As a matter of privacy policy, mailboxes and their contents left behind by former employees are removed from the system when Telecom is informed an employee has left.

If you are already a subscriber and want to know more, please follow this link to Advanced Voicemail Features.

Faculty and Staff Voicemail Guidelines

The University of Hartford voicemail system is a powerful and sophisticated tool designed to make our telephone communications easier and more effective. The system's effectiveness, however, depends to a large extent on how it is used. Each of us has the power to make the system work well both for ourselves and for those who call us seeking our help, advice or cooperation.

The rules for effective system use are nothing more than guidelines for common courtesy. Far too often we use a different standard dealing with callers we answer through a machine than we would if we were speaking to them directly. The one trick to doing it right is to remember that the disembodied ear listening to your disembodied voice on our machine is really a person talking with you. Keep this in mind and you can make sure that person receives the same kind of treatment you would want if you were the caller.

  1. Check for new messages regularly. If this is not possible, update your personal greeting to inform callers any time you will be unable to check messages regularly and respond to them promptly.
  2. Try to respond promptly to all messages requiring a response. If you establish a habit of doing this, your callers will gain faith in you and the voicemail system and will be less likely to think they need to talk to a "live person."
  3. Provide a referral extension for callers who do not wish to leave you a recorded message. This referral extension should be one that is staffed during working hours and should not be answered by voicemail during those hours.
  4. Your personal greeting should tell callers how to reach your referral extension. ("During office hours, touch zero and pound to reach an assistant")
  5. Make a sincere effort to read instructional materials and/or attend training so that you will know how to use the voicemail system in an effective and responsive manner. Voicemail is easy to use, but it's easier when you know how.

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