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Conference Calls

University departments have a choice of two vendors for audio (telephone) conference calls: Communications Network Services (CNS) or the Virginia Information Technologies Agency (VITA). VITA is the former Department of Information Technology (DIT).

Communications Network Services (CNS)

The ROLM telephone conference call feature allows up to eight parties to participate in a conversation. More than one meeting participant may be external. However, for better reception, no more than two outside parties are recommended. To initiate a conference call, two parties must be on the line at the same time while an on-campus party sets up the conference.

Who initiates the original call does not matter, nor does it matter that the original call initiates from a university phone or an off campus phone. To complete a conference call, the steps below must be followed.

1. Press FLASH
2. Dial new extension or 9 + outside number
3. Press CONF or FLASH * 4 to connect each party.

To reconnect to the conference call if a call is refused, busy, or is not answered, press CONNECT. To terminate the call and assure proper disconnection of all participating parties, listen for all parties to disconnect prior to your hanging up. CNS will charge the current university calling rates for direct-dialed long distance domestic or international calls as applicable for connection to each external party.

Virginia Information Technologies Agency (VITA)

Starting January 1, 2008, VITA is now using the group Intercall to manage all conference calls. This system is a WebEx enabled system, allowing users to manage their accounts via an online system. For more information on what you can do with the system, visit the VITA information page here.

• VITA Reservationless Audio Conferencing –  $0.06 per minute, per attendee
  The standard service that does not require reservations and can accommodate up to 125 participants; the leader can dial out to participants, mute all or individual participants, prevent new callers from joining, and control the audio conference from a Web browser; the conference can be recorded for playback
• VITA Operator-Assisted Audio Conferencing – $0.23 per minute, per attendee
  An enhanced service that permits reservations up to 30 minutes prior to the event and can accommodate up to 10,000 attendees
• VITA Event Services Audio Conferencing – $0.34 per minute, per attendee
  For those high-profile meetings, Event Calls are similar to Operator Calls, with added customer and support capabilities
• VITA Data Conferencing – $0.24 per minute, per attendee
  A web service that allows the leader to post materials and conduct live trainings, presentations or product review sessions online

To use any or all of the new suite of VITA audio or data conferencing services, please have your Communications Liaison submit an Interdepartmental Communications Request (ICR) to CNS Ordering and Provisioning to register. Should you have questions or desire additional information, please contact CNS Ordering and Provisioning staff by sending e-mail to CNSdesign@vt.edu or calling 540-231-6460 (1-6460 on campus).

Charges for these calls will appear in the "Other Charges and Credits" section of the monthly CNS telephone bill for the telephone number originating the call(s). There is no charge for access to this system, only a charge per use.

If you are having problems with the conference calling system, please contact the VITA Customer Care Center.

Ordering Instructions for Conference Cards

1. Log-on to the COLA ICR tool
2. Use the Non-standard Order type and indicate you are ordering a conference card
3. Provide the following information:
   • name of the person using the card
   • PID of the person
   • telephone number of that person
   • location card is to be sent
4. Allow 10 business days for the card to be delivered
5. If there is an urgent need for the card before the 10 days, contact Ordering and Provisioning at 1-6460.