Instructions for voicemail setup and quick reference guides.

Voicemail System Instructions -

Checking your voicemail from off campus: 

Use these steps/instructions after voicemail is setup.

• Call 760 750 3400
• Press # when the system answers then your extension
• Enter your security code

Setting up your mailbox: 

Use these steps/instructions for the first time entering your code.  The new code you setup can be 4-15 digits. Record your name and greeting as instructed. 

From your office phone: 

• Press the voicemail button
• then Enter the security code 4000

From off campus:  

• Call 760 750 3400
• Press # when the system answersthen your extension
• Enter the security code 4000

Then enter your name and greeting

Additional References:

• Current/Old Phones:
  • Voicemail quick reference guide
  • Sample Greetings
  • Shortcut Codes
• Mitel (New) Phones:
  • Mitel Basic Guide

Why does my Call Forward Light Stay on?
Your forward light may stay on if your phone has the appearance of another individual's extension and that extension is forwarded. You can still make and receive phone calls on your own line.  Contact tservices@csusm.edu, x4530 if you can't identify which extension is causing the call forward light to be on. 

My Phone is not Ringing
Adjust the ringer volume dial on the left side of the phone while the phone is ringing.  There are two dials on the left side -- volume and tone.  Adjust the dial with a picture of the bell.
Note: The slider on the right side adjusts the speaker volume only.

Making a Conference Call from your Phone
You can conference three (3) parties together.  With the first party on the line, press the Transfer button and dial the second party.  When they answer, announce the conference and press the Transfer button.  All three (3) parties will be able to converse.  For conferencing more than three (3) parties, contact telephone services for instuctions. 

Speakerphone Reservations
A speakerphone can be reserved for use in campus general-use conference rooms.  Request this with your request to reserve the room through Event and Conference Services, or contact Telephone Services directly.  For requests to use the speakerphone in rooms other than the campus-wide conference rooms, contact Telephone Services.  There is a $35 charge to provide this service and an existing voice jack must be available.

How do I Make an International Call?
First make sure your long distance authorization code is capable of making international calls. Then dial 011 (the international access code), the country code, the city code, and the local telephone number.  After the beep enter your long distance authorization code.  Most country codes and city codes can be found on the web. Remove any 0s that precede the country code or city code. Example: If you wanted to call Norway,  dial 9-011-47-33-123-4567. 

How do I Send an International Fax?
Follow the instructions for making an international call.  When programming the dialing string into the fax machine, enter four (4) pauses between the end of the phone number and the authorization code.  This is necessary because international numbers vary in length and the system has to wait to ensure all digits are entered before it prompts for the authorization code.

How do I Make Long Distance Calls?
To make a long distance call, you may need a long distance authorization code.  An authorization code is required for all calls outside the 760 and 442 area codes.  If an authorization code was not received when hired, please have a budget manager contact tservices@csusm.edu to request one.  Visit the Dialing Instructions webpage for detailed dialing instructions (only viewable from a CSUSM computer).

How do I get another printed Campus Directory?
The last printed campus directory was 2015/16.   Copies are available in Craven 2311 while supplies last.  Contact Telephone services at x4530 to have one sent through the campus mail.

How do I transfer a call?
With the party on the line, press the Transfer button.  Dial the second party.  If the phone call is successful, hang up.  If the phone call is busy or misdialed, press the Cancel button and begin again. Visit the Transfer webpage for more instructions (viewable from campus computers only).

How do I transfer calls to a Voicemail Box?
With the party on the line, press the Transfer button.  Dial 3400.  When voicemail answers, press 1 and dial the extension of the person to which you are transferring and then press # (1 xxxx #).  The greeting will begin and you can hang up to complete the transfer allowing the caller to hear the greeting.

If you need to cancel the transfer and start over, press the Cancel button on the phone and you'll be returned to the original caller.

If your question is not on this page, or you need additional clarification, contact tservices@csusm.edu, x4530.

Billing Changes
Request for changes in billing should be made by email to tservices@csusm.edu.  Please include the service, extensions, and the account it is moving from and to.  For new auxiliary accounts, include the description of the account and the program director.  Requests must be authorized by the department budget manager or department director or manager. 

Any potential mis-billed items should be sent by email to tservices@csusm.edu.  Please provide extension billed, dates, what the issue is or any other pertinent information that will help us resolve the problem quickly.

Check here for information about the online directory.

Directory Updates

Telephone Services updates the directories based on New, Separation and Move ESPs.  This includes updates to the Outlook Address book, as well as the location and phone number information on the web directory.  Based on ESPs, our department also updates the display on the telephone and names associated with voicemail boxes.

Web Directory
If you would like your name displayed differently, or if your department, phone number or location information is incorrect, please contact tservices@csusm.edu.

Outlook Address Book
If your information is incorrect, contact tservices@csusm.edu. Information is changed based on New, Separation and Move ESPs submitted. Please allow up to 10 days for changes to be made. For employees working in more than one department, only one department can be displayed.

When calling the operator number (760-750-4000) after hours, an automated system will direct callers to a department or faculty/staff member. 

To use the automated operator, simply dial 760-750-3000 and ask for a person or department when prompted and the system will transfer you.  For instance, to reach Telephone Services, you may call x3000 and ask for Telephone Services or dial x4530.

Look here for more information about installations, moves or changes, disconnects and directory updates.

Installations
New phone requests are accepted from budget managers.  Please allow 3-5 days from the time the request is received for changes to be completed.  Requests must be sent to tservices@csusm.edu and include the chargeback code.

Moves & Changes
Move requests involving phones and computers should be made at least 2 weeks in advance to allow for preparation and coordination between IITS and Facilities.  Move requests for phones and computers must be submitted via ESP.

IITS will work with Facilties and the department moving to coordinate a move date and discuss details after an ESP is received.  An IITS representative will coordinate all telephone, computer and network changes required.

Telephone change requests can be directed to tservices@csusm.edu.  You may contact Telephone Services to discuss options, but requests must be made via email from an authorized department representative with a chargeback code provided.

Disconnects
Phone sets can be disconnected at no charge.  Phones will be picked up and placed in storage for the department.  If a phone needs to be reinstalled, charges apply.

Lines can be disconnected.  If the line disconnect changes templates on multiple phones, charges apply.

Cell phones/PDAs can be disconnected at any time without termination charges.  Cell phone equipment belongs to the department.  If a department no longer needs a cell phone, it can be returned to Telephone Services for disposal.

Voicemail can be removed from any line.  Please provide instructions as to how calls to that line should be directed.  Lines without voicemail can ring continuously or be directed to another voicemail box.  To reinstall voicemail on a line after disconnect, charges apply.

Directory Updates
Telephone Services updates the directories based on New, Separation and Move ESPs.  This includes updates to the Outlook Address book, as well as the location and phone number information on the web directory.  Based on ESPs, our department also updates the display on the telephone and names associated with voicemail boxes.

Web Directory - If you would like your name displayed differently, or if your department, phone number or location information is incorrect, please contact tservices@csusm.edu.

Outlook Address Book - If your information is incorrect, contact tservices@csusm.edu. Information is changed based on New, Separation and Move ESPs submitted. Please allow up to 10 days for changes to be made. For employees working in more than one department, only one department can be displayed.

To request a Campus Directory, contact tservices@csusm.edu. The Campus Directory is distributed in fall.

Forms for a new hire request or personnel change

The Employee Status Page (ESP) forms are used to notify various departments of personnel changes.  Various departments receive information that may be pertinent to providing services to the person involved.  These departments include, but are not limited to the IITS Help Desk, Telephone Services, Facilities, Parking, Mail Room, and Library.

ESP forms are available via myCSUSM login is required and access is restricted to authorized users only. 

A New Hire ESP form is used when an employee is new to a department.  They may be new to the University or they may be leaving another department and starting a new position in a different department.  The New ESP form sets up services specific to their position in the new department. The New Hire ESP is also used for extension of appointments and for name changes.

A Separation ESP form is used to separate an employee from a department.  They may be leaving the University or only leaving a department to start a new position in another department.  It is important to separate an employee who leaves a department to close all services -- access to accounts, authorization codes, and more.

A Move ESP form is used to physically move an individual from one office to another within the same department.   It may be that only the employee is moving and will be using a different computer/phone.  Or an employee is moving along with equipment and furniture.  There may also be only equipment/furniture moving -- please complete a Move ESP form under an employee's name and explain the move details in the comments field.

 While this is a process shared by many campus departments, if you have any questions about the ESP forms or processes, please contact tservices@csusm.edu (x4530) and we will do our best to assist you.

How codes are issued and usage restrictions.

Phone Authorization Codes
Authorization codes are issued to individuals only.  Individuals are responsible for all calls made with their code, so it is not recommended that you share your code.  There are some authorization codes issued to Directors or Managers which are designated for student use.

Authorization Code Not Working
Authorization codes can be restricted to California or USA calling.  If they call being made is outside the restriction, a budget manager will need to request a change via email to Telephone Services.  To verify the level of your authorization code, contact Telephone Services.  Authorization codes are not to be shared.  If someone has shared their authorization code and they have left the university, their code has probably been turned off.  A new code will need to be requested under the correct person.

Lost/Misplaced Authorization Code
If an employee is unsure of where their authorization code is, they should contact Telephone Services immediately to have it shut off and have a new one issued to them.  If the authorization code is lost but it is not suspected that someone else may find and use it, Telephone Services can reprint and deliver a confidential packet with the employee's same authorization code.

Forgot Authorization Code
If an employee forgets their authorization code, but does not suspect that someone else has or will find it, Telephone Services can reprint it and deliver a confidential packet with the employee's same authorization code.  An employee can also choose to pick it up in Telephone Services and should be prepared to show their ID.