How To Request and New Phone or Fax Line

To request a new phone line or fax line to be provisioned, submission of a Telecommunications Service Request (TSR) Form is necessary.

This new request procedure should be followed if a NEW extension is required. This may occur under the following conditions:

  • A new UTD employee is hired and needs a new phone extension
  • A current UTD employee moves from one department to another and a new extension is desired
  • A new fax line extension is desired
  • A new mobility device is to be provided (i.e. University-owned Cell phone or mobile device)
Note: DO NOT use the “NEW INSTALL” if an employee is moving from one department to another and is assuming the extension of another employee that is leaving. Use the Change Ownership Procedure instead!

Use the following procedure to fill out the TSR Form:

DEPARTMENT INFORMATION

  • Requestor: This is the name of the Administrative Assistant handling the request (NOT the person to which the action is desired).
  • Contact Ext: The extension of the Administrative Assistant handling the request.
  • Date: Date that the request is being sent to Telecommunications.
  • Account: The cost center under which the extension will be subscribed. ALL TSRs MUST have a valid Cost Center.
  • Approval: Signature of a person who has signature authority in the above cost center.
  • Dept: Department under which the new extension/phone will reside.
  • Mail Station: The UTD Mail station of the Requestor, Upon completion of the TSR, a paper receipt will be sent to this location.

TELEPHONES SECTION:

  • User Name: Subscriber name to which the new extension will be associated. For individuals, this should be the employee name (i.e. James R. Doe), For departmental generic use, this should be the name of the department (i.e. Administration). For fax lines, this should be the identification of the fax use (i.e. PR Employment Verification). For portable devices, it should be the person who has accountability for the device.
  • Room #: The building and room number to which the extension will be installed (i.e. JO 3.120). In cases where cubicles are identified, please also include the cubicle designation (i.e. ROC 2.200-W16).
  • New Ext #: On new requisitions for service, leave this blank.
  • List number with campus directory: Ignore this, as Telecom has no control over this. Contact HR if you wish the new extension to be delisted from the online directory.
  • Caller ID shown as: The name that the user chooses to display when others receive a call (i.e. .Jim Doe). For Department generic phones it may be the department itself (Administration).

NEW INSTALL SECTION:

This section must be completed for ALL new extension/phone assignments.

  • Model #: Leave this blank, as the technician will install the most current model available.
  • Multi-Line/Single-Line/Fax; Please circle the appropriate need. For most phones this will be Single line. If there is a need for a user to have more than one line on their phone, then circle Multi-Line.
  • Room: Enter the Building and Room number where the phone is to be installed (see above).
  • New Ext #: Leave this field blank.

RELOCATION/DISCONNECT/OTHER CHANGES SECTIONS:

  • Please leave these sections blank.

VOICE MAIL:

  • For new extensions, indicate if you would like Voice Mail to be activated for the Line.
NOTE: If nothing is checked, NO VOICE MAIL will be created.

LONG DISTANCE ACCESS:

This option is not applicable for mobility devices.

Long distance access is currently broken down into TWO choices: Domestic and International.

For DOMESTIC Long Distance, the user has two choices: To use and authorization code or not. Some departments require the use of an authorization code and some do not.

To request Domestic long distance access USING an authorization code, circle NO to “Allow National access without an Authorization Code” AND circle National under the “Require Authorization code for access”.

To request Domestic long distance access by just dialing 9 and direct dialing, circle YES to “Allow National access without an Authorization Code.”

To enable International Long Distance Access, ALWAYS requires an Authorization Code. Simply circle the International option under the “Require Authorization code for access”.

DO NOT WRITE ON THE RIGHT SIDE OF THE FORM UNDER ANY CIRCUMSTANCES! This area is restricted to Telecom Support Personnel and the Telecom Technicians.

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How To Request a Relocation of a Phone or Fax Line

To request the relocation of an existing phone line or fax line, submittal of a Telecommunications Service Request (TSR) Form is necessary.

This request procedure should be followed when an extension/employee is moving from one location to another and keeping the same extension.

Use the following procedure to fill out the TSR Form:

DEPARTMENT INFORMATION

  • Requestor: This is the name of the Administrative Assistant handling the request (NOT the person to which the action is desired).
  • Contact Ext: The extension of the Administrative Assistant handling the request.
  • Date: Date that the request is being sent to Telecommunications.
  • Account: The cost center under which the extension is currently subscribed. ALL TSRs MUST have a valid Cost Center
  • Approval: Signature of a person who has signature authority in the above cost center.
  • Dept: Department under which the current extension/fax resides.
  • Mail Station: The UTD Mail station of the Requestor, Upon completion of the TSR, a paper receipt will be sent to this location.

TELEPHONES SECTION:

  • User Name: Subscriber name to which the extension is assigned. For individuals, this should be the employee name (i.e. James R. Doe), For departmental generic use, this should be the name of the department (i.e. Administration). For fax lines, this should be the identification of the fax use (i.e. PR Employment Verification). For portable devices, it should be the person who has accountability for the device.
  • Room #: The building and room number of the destination (i.e. JO 3.120). In cases where cubicles are identified, please also include the cubicle designation (i.e. ROC 2.200-W16).
  • New Ext #: Enter the CURRENT extension that is to be relocated.
  • List number with campus directory: Ignore this, as Telecom has no control over this. Contact HR if you wish the new extension to be delisted from the online directory.
  • Caller ID shown as: Typically this can be left blank.

NEW INSTALL SECTION:

  • Leave this section blank

RELOCATION/DISCONNECT/OTHER CHANGES SECTIONS:

  • From Room/To Room: Enter the room that the extension is moving from and the destination room accordingly.

VOICE MAIL:

  • Typically there will be no change here, so it can be left blank.

LONG DISTANCE ACCESS:

This option is not applicable for mobility devices.

Typically the LD access will remain the same as before. If there is a change, following the considerations below:

Long distance access is currently broken down into TWO choices: Domestic and International.

For DOMESTIC Long Distance, the user has two choices: To use and authorization code or not. Some departments require the use of an authorization code and some do not.

To request Domestic long distance access USING an authorization code, circle NO to “Allow National access without an Authorization Code” AND circle National under the “Require Authorization code for access”.

To request Domestic long distance access by just dialing 9 and direct dialing, circle YES to “Allow National access without an Authorization Code.”

To enable International Long Distance Access, ALWAYS requires an Authorization Code. Simply circle the International option under the “Require Authorization code for access”.

DO NOT WRITE ON THE RIGHT SIDE OF THE FORM UNDER ANY CIRCUMSTANCES! This area is restricted to Telecom Support Personnel and the Telecom Technicians.

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How To Change the Ownership on an Existing Extension or Mobility Device (Caller ID change and VM change)

To change the ownership of an existing extension or mobility device, submittal of a Telecommunications Service Request (TSR) Form is necessary.

This procedure is most commonly used when an employee has left a department and another is assuming that extension. This request, occasionally may be associated with a relocation also. Both services can be requested on the same TSR. (For example Jane is taking over Bill’s extension and moving to a new office next door.)

Use the following procedure to fill out the TSR Form:

DEPARTMENT INFORMATION

  • Requestor: This is the name of the Administrative Assistant handling the request (NOT the person to which the action is desired).
  • Contact Ext: The extension of the Administrative Assistant handling the request.
  • Date: Date that the request is being sent to Telecommunications.
  • Account: The cost center under which the extension will be subscribed. ALL TSRs MUST have a valid Cost Center
  • Approval: Signature of a person who has signature authority in the above cost center.
  • Dept: Department under which the extension/phone resides.
  • Mail Station: The UTD Mail station of the Requestor, Upon completion of the TSR, a paper receipt will be sent to this location.

TELEPHONES SECTION:

  • User Name: New Subscriber name. This would be new subscriber to which the current extension will be associated. For individuals, this should be the employee name (i.e. James R. Doe), For departmental generic use, this should be the name of the department (i.e. Administration). For fax lines, this should be the identification of the fax use (i.e. PR Employment Verification). For portable devices, it should be the person who has accountability for the device.
  • Room: Most of the time this will be the location of the existing phone to be renamed. However, if the phone is to be relocated, then enter the destination room (i.e. ROC 2.200-W16).
  • New Ext #: Enter the current extension or phone number to be renamed.
  • List number with campus directory: Ignore this, as Telecom has no control over this. Contact HR if you wish the new extension to be delisted from the online directory.
  • Caller ID shown as: The name that the user chooses to display when others receive a call (i.e. .Jim Doe). For Department generic phones it may be the department itself (Administration).

NEW INSTALL SECTION:

  • Leave this section blank.

RELOCATION/DISCONNECT/OTHER CHANGES SECTIONS:

  • Please leave these sections blank, unless you intend to move the extension at the same time as renaming. If this is the case, enter the from and to room locations as indicated.

OTHER CHANGES SECTION:

  • Under the “From” place the former user’s name. Under the “To” Place the New User’s Name.

VOICE MAIL:

  • Typically, you should check the “Reset” here to have the password reset for the new employee. If this is not necessary, just leave this section blank.

LONG DISTANCE ACCESS:

This option is not applicable for mobility devices.

Long distance access is currently broken down into TWO choices: Domestic and International.

For DOMESTIC Long Distance, the user has two choices: To use and authorization code or not. Some departments require the use of an authorization code and some do not.

To request Domestic long distance access USING an authorization code, circle NO to “Allow National access without an Authorization Code” AND circle National under the “Require Authorization code for access”.

To request Domestic long distance access by just dialing 9 and direct dialing, circle YES to “Allow National access without an Authorization Code.”

To enable International Long Distance Access, ALWAYS requires an Authorization Code. Simply circle the International option under the “Require Authorization code for access”.

DO NOT WRITE ON THE RIGHT SIDE OF THE FORM UNDER ANY CIRCUMSTANCES! This area is restricted to Telecom Support Personnel and the Telecom Technicians.

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How To Request a Voice Mail Password Reset

The quickest way to request a Voice Mail Password Reset is to call Telecom Support at x2700 and request the password reset. All requests for password reset will be set to the default of 883883. It is the user’s responsibility to reset his/her own password after the reset.

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How to Submit a TSR

The best way to submit a TSR is to scan the completed form then email it as a pdf to telecom@utdallas.edu.

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