Division of Information Technology
Division of Information Technology
UNCP Home Student Services Division of Information Technology Telephone Services How to Use the University's Telephone System
  • A
  • A

How to Use the University's Telephone System

  • Major Components of the System
  • Classes of Service and Authorization Codes
  • System-wide Features
  • Placing Calls
  • Personalized Station Features
  • How To Operate Personalized Station Features
  • Telephone Directories
  • Tips On Telephone Courtesy
  • Telephone Economy

The following information will help you understand UNCP's telephone system, allowing you to make the best use of what's available. It is impossible to cover every aspect of our system in this directory, so only the basic concepts are addressed. For further details or information, please contact the University Operator at ext. 0.

Major Components of the System
The telephone system consists of two major components:

  1. Telephone Switch - The telephone switch is an AT&T System 75, a computerized device, driven by programmable software. Its flexibility allows the University to make necessary changes merely by altering software parameters.
  2. Call Data Recording System - This system records the data associated with every phone call made from a University station, including time and date, duration of call, number called, and the charge associated with the call (if long distance). This information is used for statistical purposes and for monitoring by departmental authorities. It is also used by the Controller's Office for determining departmental charge-backs.

Classes of Service and Authorization Codes

Class Limitation/Privilege

0 Unrestricted
1 Campus and local calls
2 Campus only
3 Campus, local, and Centrex (to make a personal, long-distance call, must ask switchboard operator for an outside line)

System-wide Features

The following system-wide features are available:

  • Automatic call forwarding - temporarily sends all calls to another extension.
  • Pickup groups- allows the pickup of calls coming in to other extensions within your pickup group.
  • Call waiting - one, two, or three beeps of high-pitched tone, not repeated, indicates an incoming call is waiting to be answered. The number of beeps indicates the source: one for an internal call, two for an outside call, and three for a priority call.
  • Direct-in-Dial - allows callers to phone individuals directly without going through UNCP's switchboard. Callers will be serviced quicker and the switchboard operator will not be directing as many calls, thus being able to provide better service to those callers using UNCP's central number.
  • Voice Mail - messaging gives you the ability to communicate effectively from any touchtone phone 24 hours a day, with one person or many.

Placing Calls

  • On campus station-to-station - listen for dial tone, then enter four-digit extension desired.
  • Local - listen for dial tone, then enter "9" + number desired.
  • Long distance - to access Centrex, enter "8" + area code and number desired (if Class of Service is 0 or 3).
  • Long distance by credit card, collect, or third-party charge - Enter "9" + "0 and number desired if Class of Service is 0. All other classes must dial operator and request desired service.
  • Toll-free 800/887/888 numbers - Enter "9" + "1" + the 800/887/888 number.

Personalized Station Features

UNCP's telephone system includes a number of personalized features. Below is a definition of each feature plus a brief explanation of how the feature can be utilized.

  • ABBREVIATED DIALING - creates a list of selected phone numbers, each of which can be programmed and stored as one or two digits for simpler dialing. For each of the 10 items on such a list (digits 1-9, and 0), you can program and store a complete or partial phone number, an extension number, or even another feature code. Use as a timesaver for dialing frequently called, lengthy, or important numbers. (Ex., After programming, you would dial Abbreviated Dialing code "101," dial desired list item number (0-9) and the stored number is automatically dialed.)
  • AUTOMATIC CALLBACK - sends you a special 3-burst ringing tone indicating that a previously busy or unanswered extension you dialed is now available. Use to avoid constant redialing when you wish to speak to someone as soon as possible. Note: Can be used only for extensions, not outside numbers.
  • CALL FORWARDING ALL CALLS - temporarily forwards all your calls to another extension. Use when you will be away from your desk and you want your calls answered.
  • CALL PARK - puts a call on hold at your phone for retrieval at any extension. Use when you need to go elsewhere to get information during a call or whenever you wish to complete a call from a different location. If the call received is for someone else, use it to hold the call until the called party can answer it from the nearest available phone.
  • CALL PICKUP - allows you to accept a call for any extension in your established pickup group.
  • CALL WAITING - sends a distinctive tone to notify you of another incoming call waiting to be answered when you are busy on a call. This allows you to complete or hold your present call and pick up the waiting call.
  • CONFERENCE - allows conference calls between more than two extensions.
  • HOLD - allows you to place your party on hold, consult with another, then return to your original party.
  • LAST NUMBER DIALED - automatically redials the last number you dialed, either an extension or an outside number--especially convenient when a busy signal is encountered.
  • TRANSFER - allows you to transfer incoming calls to another extension. Note: Calls from an outside number to your phone can be transferred only to an extension, not to an outside number.

How To Operate Personalized Station Features      

Abbreviated Dialing:

  • To create, add, or change a personal list item:
    1. Dial "*0"
    2. Dial list number "1"
    3. Dial desired list item number (0 - 9)
    4. Dial the number that you want to enter in your list
    5. Press "#"
      (To program more items in this list, repeat steps 3-5.)
  • To place a call using a personal list:
    1. Dial "101" access code
    2. Dial the desired list item number

Automatic Callback:

  • To send a call again to an extension that does not answer or gives a busy signal:
    1. Press "R" or flash the switchhook (recall dial tone)
    2. Dial Automatic Callback code "*5" (confirmation tone)
    3. Hang up--you receive a 3-burst priority ring when both your phone and the called extension are idle
    4. Lift handset (ringback tone)
      Note: Only one Automatic Callback call at a time can be placed. Automatic Callback is canceled after 20-40 minutes.
  • To cancel Automatic Callback:
    1. Dial Automatic Callback cancel code "#5"

Call Forwarding All Calls:

  • To temporarily send all calls to another extension:
    1. Dial Call Forward code "*2"
    2. Dial extension where calls will be sent
  • To cancel Call Forwarding:
    1. Dial Call Forwarding cancel code "#2"

Call Park:

  • To park a call at your extension for retrieval at another extension:
    1. Press "R" or flash the switchhook (recall dial tone)
    2. Dial Call Park code "115"
    3. Hang up
  • To retrieve parked call from another extension:
    1. Dial Call Park answer back code "120"
    2. Dial extension where call is parked

Call Pickup:

  • To answer a call within your pickup group when your phone is idle:
    1. Dial Call Pickup code "117"
  • To answer a call within your pickup group while on another call:
    1. Press "R" or flash the switchhook (recall dial tone)
    2. Dial Pickup code "117" (picked up call connected to your phone)
    3. Press "R" twice or flash switchhook twice to disconnect picked up call and return to held call

Call Waiting:

  • To answer a call-waiting tone:
    1. Complete present call and hang up (receive ringing from waiting call)
    2. Pick up and answer
  • To answer a call-waiting tone, putting present call on hold:
    1. Press "R" or flash the switchhook (recall dial tone) present call put on hold
    2. Dial Hold code "#9" (waiting call connected)
  • To return to held call:
    1. Press "R" twice or flash the switchhook twice


  • To add a third party to a call:
    1. Press "R" or flash the switchhook (recall dial tone)--Present call put on hold
    2. Dial the number of third party
    3. Press "R" or flash the switchhook when party answers--If no answer or busy, press "R" twice or flash the switchhook twice to return to original party
  • To drop third party:
    1. Press "R" twice or flash the switchhook twice--you remain connected to original party


  • To put a call on Hold:
    1. Press "R" or flash the switchhook (recall dial tone)--Do not hang up or call will be dropped
  • To return to held call:
    1. Press "R" twice or flash the switchhook twice

Last Number Dialed:

  • To automatically redial the last number you dialed:
    1. Dial Last Number Dialed code "*9"


  • To send present call to another extension:
    1. Press "R" or flash the switchhook (recall dial tone)--present call placed on hold
    2. Dial extension to which the call is to be transferred (ringback tone)--remain on line and announce call--if the number is busy, press "R" or flash the switchhook twice to reconnect to original call
    3. Hang up--call is sent to the dialed extension

Telephone Directories

Local area telephone directories and UNCP directories are available in the Computer Center.

Tips On Telephone Courtesy

  • Answer promptly, when possible, and identify yourself. It's both helpful and courteous.
  • If you must leave the line, explain why; don't leave your caller "hanging."
  • Take time to be helpful; listen attentively to the caller.
  • Terminate calls courteously; let the caller hang up first.
  • Record messages accurately; keep a pad and pencil handy at all times.
  • On outgoing calls, be sure of the number and plan your conversation in advance. Jot the number down for future reference.
  • Keep a frequently called number list.
  • When you are away from your phone, arrange for someone to take your calls, or activate your "Call Forward" feature.
  • When you must transfer a call, do so in a courteous manner with the least possible inconvenience to the caller. Let the caller know to what extension you are transferring the call.
  • You should always give your most frequent callers your "direct-in-dial" number; this will get your incoming calls to you more efficiently as well as reduce the load on the University switchboard.
  • Remember, when you are on the telephone, you represent The University of North Carolina. at Pembroke. This is your opportunity to build a pleasant image.

Telephone Economy

Telephone service is becoming more and more expensive--not only because of the rising cost of service but also to the additional number of phones on campus and the increased usage that results. Efforts are continually being made to reduce these costs (i.e., through the selection of the most cost effective, long-distance carrier), and each employee can help by using University telephones properly. Please:

  • Plan your toll calls--keep them short.
  • Answer and make your own telephone calls. Save the time and expense of having someone do it for you.
  • Make only necessary official calls. Time spent in idle conversation or in locating someone for an unnecessary call can be money wasted.
  • When available, use the toll-free numbers provided by businesses, hotels/motels, and vendors to save the expense of long-distance calls.
  • While credit-card calls, third-party billing calls, and the acceptance of collect calls are sometimes necessary, keep in mind that such calls are relatively expensive and will be charged back to the appropriate budget per our actual telephone bill. These types of calls should be avoided whenever possible.

When you need information or assistance related to any aspect of UNCP's campus communications system, please contact UNCP's switchboard operator.