Policy Text
DEPARTMENTAL GENERAL ORDER N-6 Rev.
1 May 97
Index as: Cellular Telephone, Purchase and Service Facsimile Machine, Telephone Line Modem, Telephone Line Repair Requests, Telephone Telephone Use, Service and Repairs
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TELEPHONE USE, SERVICE AND REPAIRS
The purpose of this order is to set forth policy for telephone use and procedures for ordering telephone service and repairs. I. POLICY
A. The use of City CENTREX telephone services, business telephone services, facsimile machines, long distance services, City provided calling cards, and cellular telephones shall be used only to conduct official business.
B. Personal use is permitted if:
1. It does not adversely affect the performance of official duties by the employee,
2. It is of reasonable duration and frequency,
3. It reasonably could not have been made at another time, and
4. Reimbursement is made to the City.
C. Circumstances that constitute authorized use include, but are not limited to:
1. Calls to notify family members, physicians, etc. when an employee
is injured on the job.
DEPARTMENTAL GENERAL ORDER N-6 Rev.
OAKLAND POLICE DEPARTMENT 1 May 97
2. An employee is required to work overtime without advance notice
and calls within the local commuting area (the area from which the employee regularly commutes) to advise family members, partners, or friends, of the change in schedule or to make alternate transportation or child/family care arrangements.
3. An employee makes brief daily calls to locations within the local commuting area to speak to family members, partners, or friends, (or those responsible for them such as school, day care, or senior center) to check on their well being.
D. Long distance personal calls that must be made during working hours may
be made over the commercial long distance network, if the call is:
1. Charged to the employee’s home number, personal telephone,
other non-City number or credit card, or
2. Made to an 800 or 888 toll-free number, or
3. Charged to the called party (collect call).
E. Personal calls should be made during lunch, break, or off-duty periods, unless a family or work-related emergency has occurred.
F. Employees shall not accept collect calls charged to a City telephone number unless authorized by the Chief of Police in advance and
directly
related to the conduct of official City business.
G. Personal use of City-owned cellular
telephones must meet the criteria
stated in Part I, B.
H. Prohibited Activities 1. Use of any telephone services, equipment, or facility for calls permitted by Parts I, B, and I, D, of this order that significantly interferes with the conduct of City business.
2. Listening-in or recording of telephone conversation illegally.
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DEPARTMENTAL GENERAL ORDER N-6 Rev.
OAKLAND POLICE DEPARTMENT 1 May 97
II. TELEPHONE USE REIMBURSEMENT PROCEDURES
A. The Accounting Section shall distribute monthly toll, long distance, and
cellular telephone bills to the unit commanders for approval.
B. Unit Commanders shall: 1. Review and approve bills for main/pool/fax telephone lines and pool cellular telephones.
2. Distribute telephone bills for dedicated lines or cellular telephones to the responsible employees for review along with the Call Verification (TF-3077) slips.
3. Ensure that their employees review the telephone bills for any fraudulent calls, identify any personal calls, complete the Call Verification slip, attach a reimbursement check for personal calls made, and return them personally to the Accounting Section within 10 calendar days.
III. TELEPHONE SERVICE REQUESTS (Landwire - City CENTREX telephone service - “238”, “444”, “482”, 535”, “597”, and “615” exchanges)
A. The Office of Communications and Information Services (OCIS) is
responsible for:
1. Providing the requester with an estimate and performing the actual
work required to install/add, relocate, modify, update, and remove telephone equipment, data lines, and voicemail boxes.
2. Repairing existing telephone units, such as the correction of audio interference, defective extension buttons, failure of telephone to ring or stop ringing, frayed cords, and broken instruments. Repair requests for city-owned equipment, including call boxes, shall be made to OCIS at extension 3200 during all hours.
B. New Telephone Service
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DEPARTMENTAL GENERAL ORDER N-6 Rev.
OAKLAND POLICE DEPARTMENT 1 May 97
1. When requesting service, unit commanders shall forward a letter of
justification through channels to the Chief of Police. Include a memorandum from the Chief of Police to OCIS Director for the Chief’s signature. The memorandum shall include the following information:
a) A complete description of the work to be done including extension numbers, station numbers, telephone instrument/facsimile machine/computer modem locations, floor plans, voicemail boxes including employee names, and other functional requirements.
b) The name and telephone number of the person who should be contacted for further information.
c) A request for a written work order estimate.
d) The funding source (organization, fund, cost center or project, and account number)
e) An extra copy of the memorandum to OCIS shall be attached for the Chief of Police to forward to the Planning and Fiscal Division Manager if the request is approved.
2. Disapproved telephone service requests will be returned through channels to the originating unit.
3. Work order estimates returned to the Department or originating unit commander by OCIS shall be forwarded to the Planning and