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Policy 2313 – Voice Mail Policy

Effective Date: 08/15/2007 
Last Review: 1/7/2021 
Responsible Office: Provost

Policy:

The University recognizes that voice mail is a valuable tool that, used appropriately, can enhance accessibility, communication, and efficiency. Each department of the University shall strive to ensure that its primary, publicly listed telephone numbers are answered by a person, rather than a recorded or electronic message during normal business hours.

Louisiana Tech University cannot guarantee the confidentiality or privacy of voice mail messages and makes no promises regarding their security. Decisions as to what information to include in such messages should be made with this in mind. The recorded greeting messages should be brief, professional, and polite and should provide callers the information they need:

  1. Who you are (just in case they don’t know whose number they called).
  2. When you will return to the office in the event that you will be away for several days. If out of the office for several days, your messages should also refer the caller to the department office in the event the callers need assistance prior to your return. This would be particularly important during quarter breaks and summer session if you are not in your office.
  3. Voice mail greetings should be professional. (What may appear humorous to one individual may appear unprofessional and misuse of a public asset to another.)

Voice mail is to be used to efficiently conduct University business. Messages should be returned in a reasonable time (usually within two working days).

Voice mail should not be used to:

  1. Screen telephone calls or avoid telephone conversations.
  2. Routinely direct calls to the department office.
  3. Transmit offensive messages, including anything that violates stated harassment policies.
  4. Forward confidential internal messages to outside persons.
  5. Break into someone else’s voice mailbox.
  6. Conduct personal or non-University related business activities.
  7. Violate University policy, local, state, or federal laws.

Note: This policy also applies to answering machines as applicable.

Definitions:

 

Procedures:

 

Policy 2313 – Voice Mail Policy

Effective Date: 08/15/2007 
Last Review: 1/7/2021 
Responsible Office: Provost

Policy:

The University recognizes that voice mail is a valuable tool that, used appropriately, can enhance accessibility, communication, and efficiency. Each department of the University shall strive to ensure that its primary, publicly listed telephone numbers are answered by a person, rather than a recorded or electronic message during normal business hours.

Louisiana Tech University cannot guarantee the confidentiality or privacy of voice mail messages and makes no promises regarding their security. Decisions as to what information to include in such messages should be made with this in mind. The recorded greeting messages should be brief, professional, and polite and should provide callers the information they need:

  1. Who you are (just in case they don’t know whose number they called).
  2. When you will return to the office in the event that you will be away for several days. If out of the office for several days, your messages should also refer the caller to the department office in the event the callers need assistance prior to your return. This would be particularly important during quarter breaks and summer session if you are not in your office.
  3. Voice mail greetings should be professional. (What may appear humorous to one individual may appear unprofessional and misuse of a public asset to another.)

Voice mail is to be used to efficiently conduct University business. Messages should be returned in a reasonable time (usually within two working days).

Voice mail should not be used to:

  1. Screen telephone calls or avoid telephone conversations.
  2. Routinely direct calls to the department office.
  3. Transmit offensive messages, including anything that violates stated harassment policies.
  4. Forward confidential internal messages to outside persons.
  5. Break into someone else’s voice mailbox.
  6. Conduct personal or non-University related business activities.
  7. Violate University policy, local, state, or federal laws.

Note: This policy also applies to answering machines as applicable.

Definitions:

 

Procedures: