CS486 - Office Resources Guidelines
(Phone, FAX, Copies, and Conference Room)

The College of Engineering and Natural Sciences (CENS) has established the following policy for Capstone Teams related to long distance telephone calls, FAX transmission/receipt, use of the CENS copy machine, and CENS conference rooms, for project related activities.

PHONE CALLS TO CLIENT

Capstone students can make long distance telephone calls to their clients or other persons involved in the Capstone project process. Making such phone calls requires the use of a special phone code, which will be provided to each team by the faculty sponsor at the start of term. The process is straightforward:

1. Reserve your conference call time ahead of time in Rm265, which is the designated room for this purpose. If the room is occupied, you'll have to wait, so make your plans accordingly, i.e., agree on a time "window" for the call, rather than a specific time.
2. Print out a copy of the Long-Distance Call Report form to use in documenting your call.
3. Enter the conference room and make your call. Fill out the call report form completely, making certain that the phone number called, the call start time, and the call duration are correct.
4. The team leader must sign the form to verify its correctness. The form is then delivered to the Front Desk, attention Juana Blum (or accountant).

Other notes:

• If you do not follow the above billing procedures, calling privileges for the team will be revoked.
• Use an 800 number if one exists.
• NO PERSONAL CALLS ARE ALLOWED.

FAX MACHINE

Capstone students can send and receive FAX messages on the CENS FAX machine. Access and queuing is controlled by the front office receptionist. Students are required to fill out the CENS FAX cover sheet. Submit this cover sheet with 8.5x11 inch material to be FAXed to the receptionist who will operate the FAX machine. All FAXes are limited to a total of 5 sheets per transmission. The front office receptionist will send the FAX within 24 hours after receipt. DO NOT expect instant transmission - PLAN AHEAD. All received FAXes will be located in a folder, box, etc. in the front office.

COPY MACHINE

Copies and overhead transparencies will not be available through the CENS administration office. Capstone students are expected to make their own copying arrangements.

CONFERENCE ROOM

The CS conference room (room 117) may be reserved by Capstone teams for the purpose of holding meetings which include the client. Meetings which do not include the client must be conducted in other facilities. The CS conference room is used on a reserved basis. Please make arrangements to reserve the conference room with your CS mentoring faculty one week in advance of your meeting.

The speaker phone in this room may be used to conduct remote meetings whenever the client is unable to be on-site. If the speaker phone is used for long distance calls Capstone students should apply the same guidelines as for the use of the phone room.