Voice Mail Policy

The President's Cabinet and IT Services are announcing a voice mail policy effective November 1st, for developing a consistent and professional image of the College.  This notice is being sent to all administrative department directors and should be conveyed by them to their staff for implementation.  In some cases, no change may be needed, but this is a time to review your office procedures for voice mail and make sure it meets the attached criteria.  It is important that an individual's voice mail greetings identify the full information of the party being called and who to contact if they are not available.  Also, if someone is out of the office for a vacation or other reasons, there is an alternative greeting that should be activated to help the caller find assistance.  This alternative greeting eliminates the need to redo the standard greeting.

LYCOMING COLLEGE VOICE MAIL GREETINGS 

ADMINISTRATIVE OFFICES

 Individual setups:

“You have reached (state your  full name) of (state name of department).  I’m unable to take your call at this time.  Please leave your name, telephone# and a brief message so that your call can be returned.  If you need immediate assistance, please press ####  at this time to be connected to (the department secretary OR someone who can assist you OR the Help Desk, etc.).  Thank you.” 

Main office number:

“You have reached (state your  full name) name (state name of department)  department.  “No  one is available”  to  take your call at this time.  Please leave your name, telephone# and a brief message so that your call can be returned.  Someone will get back to you as soon as possible. Thank you.”

FACULTY OPTION

“You have reached (state your full  name).  I’m unable to take your call at this time. You may stay on the line to leave me a message or if you need immediate assistance, please press #### at this time to be connected to the department secretary.  Thank you.”

ALTERNATE GREETING

Alternate Greeting should be recorded when you will be out of the office due to vacation, sick, etc.  This can be easily activated.

“I will be out of the office on Thursday, September 4^th and Friday, September 5^th” (or a more generic “I am not in the office today.”)  “You may stay on the line to leave me a message or if your call is urgent (or needs immediate attention) you may press #### at this time to be connected to (the department secretary OR someone who can assist you OR the Help Desk, etc.).  Thank you.”

Note: If your message includes an option to speak to your secretary or someone else, you can reduce the number of rings.  If a phone is forwarded to the secretary, the system will ring 5 times at your location and then 5 times at the secretary’s location; and then, if not answered, the call goes to Voice Mail. The caller is unaware that the call has been re-routed from your extension to the secretary’s and may hang-up.  Therefore, you may wish to Call Forward your phone directly to voice mail (while you are on the phone or away from the phone).

If you need any assistance in setting up your voice mail or revising your greeting, please call Telecommunications, x4074.  Brigitte Brahms will guide you through the steps (or record your message for you.?)

To revise your current greeting:

                Press 4999
                Enter your security code
                Press 411 to revise your standard greeting.

To record an alternate greeting:

                Press 4999
                Enter your security code
                Press 411 then select press 2, and press 2 again.

                Upon return: Press 4999
                                       Enter your security code
                                       Press 411 and select option to return to the standard greeting.

Reminder:  You may retrieve your messages from off campus by dialing 321-4999 and when the system answers press “*” plus your extension.

10/27/03 Rev. 3