The questions on this page cover most questions regarding telephones at the School e.g. requesting new telephone extensions for new staff, or requesting changes to telephone extensions for staff who are moving departments or leaving the School, or ordering new telephone equipment. If your question is not answered below, please contact the IT Service Desk to discuss.
Requesting new extensions, changes to extensions and removing extensions
Changing contact details
Requesting new or replacement equipment
A new member of staff is joining my department and needs a new telephone extension.
If a new Polycom handset is required this will have to be paid for by the department. The budget code(s) from which call costs and monthly fixed costs are to be charged, must be provided. The new staff member’s Staff ID/email address, Full name, Department(s)*, Job and area description(s)* (if applicable), and the Room location must be provided so that the telephone platform and directory can be configured.
* Staff members can be listed in the directory within a number of departments
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There is a new member of staff joining the department who will be using an existing telephone
Contact IMT with the following information:
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The extension number required
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The staff member’s Staff ID/email address
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The staff member’s full name
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The staff member’s department
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The staff member’s job and area description (if applicable)
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The room location
This is so the telephone platform and directory can be configured correctly. Please also let IMT know whether the staff member whose extension is being reassigned has left the LSE or moved elsewhere.
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A member of staff is moving desks or moving to a different office within the department
If a member of staff is only moving location but is not changing their telephone extension, the phone should be disconnected from the network port and moved along with the PC. It can then be plugged in as normal and will keep the same extension number.
If the phone is an analogue device, i.e. not the standard issue Polycom phone but has been retained from before the School migrated to the new telephone platform, or if the device is a Panasonic cordless telephone, these will require reprogramming before they are moved. Contact IMT for assistance.
In all cases, please contact IMT with the following information:
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Staff member’s extension number
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Staff member’s Staff ID/email address
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Staff member’s full name
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Staff member’s department, Job and area description if applicable
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The new room location
This is so that the telephone platform and directory can be configured correctly.
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I will be leaving one department and taking up a new role in another department, or I will change my job function and therefore have to change my extension number
Contact IMT with the following information:
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The new extension number required
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The staff member’s Staff ID/email address
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The staff member’s full name
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The staff member’s department
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The staff member’s job and area description (if applicable
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The room location
This is so the telephone platform and directory can be configured correctly. Please also let IMT know whether the extension you are moving from is becoming vacant, and whether the previous owner of the extension you are changing to has been moved elsewhere or left the School.
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The department does not require this extension
Contact IMT with the extension number to be removed from your department and return the Polycom handset to IMT. If you do not return the handset, the extension number will not be removed and your department may still be liable for charges for the handset until it is returned.
Please note that if a request has been made to remove an extension from your department, this extension number may be reallocated to another department.
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The department name is changing or a new department will be created
Please contact IMT with the following information:
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The old department name (if applicable_
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The new department name
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Parent department name
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The budget code(s) from which call costs and monthly fixed costs are to be charged
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I am getting married and my name will change
Please contact IMT with the following information:
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Staff member’s Staff ID
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Staff member’s new name
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Staff member’s new email address
Note that all Office Communicator contacts will be lost because the communicator account must be deleted and recreated with the new email address as the username.
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My details are not correct in the Online Directory or in the Outlook property pages
Please contact IMT with the following information:
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Extension number
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Staff ID
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Email address
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Full name
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Department
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Job and area description (if applicable)
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Room location
The telephone platform and directory can then be amended with the correct information.
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The department requires a Conference Phone
Conference units are sourced from the School's preferred supplier. The Polycom 5000 is suitable for up to 6 people and costs £330.34 plus VAT and a £9.95 delivery charge. The Polycom 6000 is suitable for up to 8 people and costs £449.53 plus VAT and a £9.95 delivery charge. Extra microphones can be purchased to enable more users. These cost £171 for a pack of two. Please contact the IT Service Desk to discuss your needs.
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The department requires a softphone
A Softphone Request Form must be completed, including the extension number and operating system/device that the softphone will be installed on. Currently, the softphone can be requested for Apple Mac OS X, iPhone, iPad, Android and Windows desktop devices. Contact the IT Service Desk to discuss your requirements.
In order to download this application to an Apple device, a personal account with iTunes must have been configured. In order to download this application to an Android device, a personal account with Google Play must have been configured. The softphone application is free of charge to download.
The budget manager must authorise that telephone calls made using the softphone to numbers external to LSE will be charged as if made from this staff member's desk telephone. Calls made using the softphone to LSE telephone numbers are free of charge.
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The department requires a new telephone, or a replacement for a broken telephone
The price list for handsets provided by our hosted provider is as follows:
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Handset Models
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Unit price (net)
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IP 321 Basic Corridor/Meeting Room Handset
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£56.10
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IP 331 Standard Desk Handset
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£73.00
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IP 450 Receptionist/PA/Operator Handset
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£120.00
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Plantronics CS70N Wireless Handsets (headsets)
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£160.00
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IADs
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£100.00
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Panasonic KX-TGP500 DECT Cordless Base station & 1 x DECT Handset
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£85.00
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IP 650 Advanced Multi Functional Handset
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£185.00
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How can I verify the Telecoms IDN charges?
Every budget manager should be set up to receive two reports from Call_Logger each month. The Departmental Quota Report provides the call and fixed costs for each extension in the format from which the IDNs are submitted. The Department Extension Report provides a graphic view of the charges and where a single budget is charged for a number of departments, the costs are broken down to the department level.
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How is the fixed cost calculated?
In addition to the cost of the calls, every extension listed in the Telecoms database (including those that are listed as vacant) incurs a fixed cost of 47p per day. This figure is calculated so that the license charges imposed by the hosted supplier and running costs are recovered from Departments. The onus is on the departmental budget manager to keep this database as accurate as possible to avoid any errors in the charging.
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