Human Resources: Commencing Employment

Switchboard

Dial 0 for the switchboard. The switchboard operates during normal University hours from 9:15 a.m. to 1:00p.m. and from 2:15 p.m. to 5:15 p.m. The University has an automated operator on Extension 2888. This system will ask you for the name of the person or department you require and then put you through. The names and extension numbers of permanent staff and contract are also available on the University website at: http://www.nuigalway.ie/search

It is the responsibility of each employee to ensure that the switchboard operators are notified of any changes to his/her extension number and department as soon as possible after changes are made.  This ensures that external calls can be transferred to you in a timely manner. 

Telephones

Answering the telephone, the Standard University Greeting is Good morning/afternoon, state department, state name e.g. 'Good morning, Finance Department, Mary speaking'.

Instructions on Use of Telephones:

1. Dial 9 for external lines.
2. Dial 0 to contact University Operator.
3. To return an external call to the University Operator dial 1(or R button), wait for the tone and then dial 0.
4. Call Back. If you dial an internal number, which is engaged, dial 181 on a rotary dial phone (or R81 on a touch phone) when you hear the busy tone and replace the handset. Both telephones will ring when the extension you have dialled becomes free.
5. Dial 82 if you wish to cancel call back.
6. To transfer external or internal calls dial 1 on a rotary dial phone (or R button on a touch tone phone), wait for the tone and dial extension number required. Dial 1 (or R button) again to get the original call back.
7. Hunting. Extensions may be pre-programmed to hunt automatically to any other extension when the original extension is either busy or unattended.
8. Call Forward. To forward calls, dial 85 and extension number to where the call is to be forwarded. Dial 85 again to cancel.
9. Camp-on Calls. If you hear a beep tone while you are on the telephone, it indicates that the operator is holding another call for you. As soon as you hang up, your telephone will ring again.
10. Call pick-up. Where a number of telephone extensions are located in the same area an extension ringing in the area can be intercepted by any number of a group by dialling a pre-programmed code.
11. Booking Trunk Calls. When you dial 0 to contact the University Operator you will get a ringing out tone at all times as all calls to the operators go into a queue equally shared by three operators. Please be brief when booking trunk calls through operators as there is a continuous queue on most days, especially in the afternoons. Telephone users with a trunk facility should dial their own calls directly.

Voice Mail - all staff are requested to have a voicemail on their phone.

Please contact Joe Lavelle if you have any queries at e-mail:  joseph.lavellenuigalway.ie or call at Extension:  2311.  All of the above features may not be available at particular extensions.

Meridian Phones

Voicemail is operational on all extensions. All staff are requested to have a personal greeting on their extension number.

Direct Dial In Number

Every Extension in the University has a Direct Dial In Number (D.D.I).  Simply prefix your extension number with the digits 49.
Example:  Extension 2311, the Direct Dial In Number (091) 492311

Retrieving Voice Mail Messages

Listen for dial tone. Press "Mail Box". You are requested to enter your Mailbox number and hash key (this is your extension number). You are requested to enter your password and hash key (this is automatically set as your extension number but may be changed by you).

• 76 Deletes a message
• 6 Fast forwards to the next message
• 4 Rewinds to previous message

Setting a Greeting

Mail box Commands

• Mailbox Commands 8
• Greetings 2 (External Greeting 1, Internal 2 and Temporary greeting 3)
• Password change 4
• Record 5
• Review 2
• Delete 76

Forwarding Your Phone

Press Call Forward, enter the number of the phone you wish your phone to be forwarded to. Or, if you want the phone to ring directly into voice messaging service simply press Call Forward twice. To take off call forward press the Call Forward button.

Putting a person on Hold

Put the person on hold by pressing the hold button. Retrieve the person on hold by pressing your extension number.

Transferring a phone call

Do not put the person on hold, press the Call Transfer button and dial the extension number you wish to transfer the person to. When connected you can speak to the 3rd party without the caller hearing. To complete the transfer, press the call transfer button again. To end the call transfer and return to the caller press your own extension number.

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