The Switchboard at Hudson
Valley Community College is in operation from Monday through Thursday during
the school year from 7:30 a.m. to 9 p.m., and from 7:30 a.m. until 5 p.m.
on Friday. When the Switchboard is closed, there are some offices on the main
campus which may be reached by dialing directly: Continuing Education, 629-7338;
Health Office, 629-7468; Library, 629-7336; Maintenance, 629-7356; Security,
switchboard is a service area which is very vital to the running of the college.
It is very important that the board be able to answer as many incoming
as possible. To that end, we should assist them by utilizing the phone system
to its fullest capacity. We appreciate your taking the time to
calls, notifying the switchboard when you are leaving your office for a long
period of time, looking up extensions in the telephone directory
of calling the operator, and utilizing the features of the telephone system.
With your help, we will be able to more efficiently provide a
much needed service
to the college.
I'm new here. How do I learn the telephone system?
A. Instructions are included in the "On
Campus" telephone directory which is distributed at the beginning of each
How do I make a long distance call?
A. There are some telephones with long
distance access. If you have this feature you may dial your long distance calls
directly. If you do not have this feature, you should go to your Department
Chairperson's office to make your call (The Switchboard is not permitted
to make long distance calls.) Because of college policy we are not allowed
to accept collect calls to departments.
What should I do if I will be away from my office for some time?
A. If at all possible, please transfer
your calls during the day to another person. If not, voice mail will handle
your calls if you are away from your office. Please advise your callers of
and put a temporary voice mail message on. Example - I am at a seminar for
the day and will return at 3:30 p.m. You may also notify the switchboard if
will be away from the office for a longer period of time. This also helps satisfy
callers. The switchboard operators need this information to assist you and
for their personal information.
How do I have my name listed in the Campus Telephone Directory?
A. Your name, location, extension number,
job title and department will automatically appear in the next published directory
after your date of hire. The information is taken directly from your personnel
data file. If you find an error or if you are not listed, contact Human Resources
on ext. 4552 for assistance with name, job title and department changes. Please
contact Carol Dillon at the switchboard for changes in location, and ext. #.
If I'm not here to answer my phone will the switchboard operator take messages?
A. NO. We are sorry but because of the
volume of incoming calls our operators have to handle, it would be impossible
for them to take messages for people when they are not in their offices. Callers
may leave voice mail messages for you when you are out of the office or
if your line is busy. During business hours, calls should be
forwarded to a knowledgeable person who can take messages for you.
Who do I contact if my phone doesn't work?
A. If your phone service is interrupted
for any reason, go to a working telephone, and contact Dave Quell on ext. 7237
or by e-mail firstname.lastname@example.org. You should also contact the switchboard
to advise our operators that your phone is not working so that calls will not
be put through to your extension until your telephone has been repaired.
What do I do in case of an emergency?
A. The number
to dial in the case of an Emergency is ext. 7100. This number is to be used
only in an extreme emergency, it is not for normal use!
Other numbers are listed in the Campus Telephone Directory. There are also
emergency telephones located throughout the campus to be used in case of
If any information about my status or telephone information changes, should
I let the switchboard know?
A. YES. If your extension number, title,
room number, or name changes, please advise the switchboard immediately so that
they will be able to contact you when someone calls. This information must also
be sent to Human Resources.
Voice Mail is now available to all employees. To
activate voice mail please contact Carol Dillon, our Voice Mail System Manager,
at 629-7825 for a start-up access code. If you have any problems or questions,
she will be glad to help you. You also have an Octel Quick Reference
Guide and our voice mail booklet to help you. If you don't have them,
please contact Carol at the number above and she will send you the information.
Set Up Your Voice Mail Box
- Call the Voice Mail System Manager
at 629-7825 to put your extension into the system. A temporary access
code will be assigned to you. You may keep this number or change
- If you are on campus, dial 8088. When
you hear the greeting, carefully listen to the prompts and follow the steps. When
it asks you to enter your mailbox number, it is your extension. If you
share a telephone, you will have to enter the "6000" mail box
number that is assigned to you. When it asks you for your code you
may use one assigned to you by the Voice Mail System Manager or change
it. Then, listen to the tutorial to guide you through the prompts.
- If you do this from off campus,
when you hear the main greeting press the # (pound) key. When you
hear the greeting you need, proceed as above.
NOTE: Faculty who are not on the voice mail system, please
make your students aware of this.
If you have a problem
after following the above directions, please call the Voice Mail System Manager
Voice Mail On Campus
From your extension:
Call the Voice Mail number - 8088
Enter your password
Press 1 for messages
From another extension
Call the Voice Mail number 8088
Listen to Introductory Prompt
Enter Mail Box number
Press 1-1 for Messages
Voice Mail From Off Campus
During the Day (7:30 a.m.
- 9 p.m.)
Step 1. Call the Voice Mail System. From
off campus Dial 629-8088.
Step 2. When the system
answers, press the # key.
Step 3. The system
will ask you to "Dial your mailbox number".
You should enter
your mailbox number.
In most cases,
your mailbox number is the same as your extension number.
Step 4. The system
will ask you to "Dial your password".
You will now be in your mailbox, and
the system will tell you how many messages you have.
Send a Message
After choosing this
option, the first step is to record the message.
Finish recording by pressing #, then
extension number and # again. Message will be sent as normal delivery.
Other message delivery
1 Private: The
recipient cannot copy a confidential message to another voice mail user.
2 Urgent: Priority
messages are played first when reviewing messages.
3 Message Confirmation: to
confirm message was received.
4 Future Delivery: to
send at a future date.
NOTE: Once a message is sent, it cannot be
Listening to Messages on Main Menu
OPTIONS ARE AVAILABLE
ANY TIME DURING OR AFTER MESSAGE REVIEW.
3-3 Takes you to the
end of message quickly.
# Skip: Skip to next
4 Replay: To
repeat message from the beginning of message.
9 Save: To save
a message for later review. New messages will be played first followed
by saved messages.
7 Erase: Erase
a message from your mailbox. The erasure must be confirmed with the
8 Reply: Reply
to a message with the options to respond to the sender or originator of the
5 Envelope Information: The
time, date and sender of the message.
* Cancel: Cancel playback
1 Review: To review
6-6 Send copy to another
6 Send copy with remarks
to another subscriber.
Use these keys
to control playback:
Fast Forward 3
After each message,
use these keys:
Erase 7 (an
erased message cannot be retrieved)
Main Menu *
Broadcast messages are recorded by
the system manager and are sent to all subscribers. These messages
can contain any information that the system manager decides is important.
Enhancements to the system and information needing to be distributed quickly
candidates for this message (i.e. "The following enhancements to the
system are . . ." "Tomorrow the company will have a half
day due to...").
message must be listened to before erasing.
If you don't know a subscriber's mailbox
number, press # and, enter the first four letters of the person's last
name as follows:
A,B,C - 2
D,E,F - 3
G,H,I - 4
J,K,L - 5
M,N,O - 6
P,Q,R,S - 7
T,U,V - 8
W,X,Y,Z - 9
For example, to address
a message to Smith, Ann, enter 7648. You must spell the name exactly
as the system manager entered it on the system.
When you have entered
enough characters to uniquely identify a subscriber's name, the system states
the name. If more than one name matches the characters you have entered,
the system presents those names and asks you to select one.
Mail Questions & Answers
Q. If I
do not have a voice mail account, how can I get one?
the Voice Mail System Manager at 629-7825 for a start-up number (which is
your temporary password code). She will give you that number and also
start-up instructions if you need assistance.
can I access some of the other features that voice mail offers?
of the special options that are offered through the voice mail system may
be accessed by referring to the Octel Quick Reference Guide and our voice
I delete all the messages in my mailbox at one time after listening to them?
this option is not available.
features are available while I'm listening to a message?
from the beginning of the message.
and date of message.
the message by five seconds.
and resumes the messages.
forwards the message by five seconds.
to the next message.
up message play.
down message play.
I skip listening to a message if I want to?
A. YES! By
pressing # on the Keypad! Then it will bring you to the next message. Broadcast messages cannot be skipped.
I find out the time and date message was left on my voice mail?
may do that option by pressing 5 while listening to the message or after
you have listened to the message.
may I copy a message to be sent to another Mail Box?
A. To send
a copy of the message at the "End of Message Options" dial 6 -
6. To send a copy of the message with remarks dial 6. The system
will prompt the subscriber to record and send the message to other subscribers.
The same options as recording a normal message (confidential, priority, etc.)
can be selected.
Q. Do I
have to listen to a person's voice mail greeting every time I call them?
No! You can bypass this by pressing the # key to bring you to the tone, and
leave your message. You have to listen to extended absence (temporary messages)
I access an extension directly through voice mail?
you can. From inside, dial 8084, from outside the college dial 629-8084. When
you hear the greeting press the # key, then dial the mailbox number you are
calling. Faculty who share mail boxes can give their voice mail number
(their 6000 number) to their students and students can leave messages any
time of the day.
can I access the voice mail system from another phone on campus?
8088, press * and your extension.
Q. I need
HELP with a voice mail problem.
the Voice Mail System Manager at 629-7825. Chances are there is a very
simple answer to your problem and she will be able to walk you through the
problem or arrange a visit to assist you in clearing up any problems you
Faculty who are not
on voice mail should make their students aware of this because, if you don't,
students will drop messages into other faculty voice mail boxes. Faculty
are then forced to relay those messages to their colleagues.
If you call the college
from outside and you want to reach the operator, immediately press 0 to bypass