Information Services Directorate

Direction des services d'information

TELECOMMUNICATIONS
POLICY
FOR SENATORS

This Policy was adopted by Internal Economy on:

March 27, 2003 and adopted in the Senate on: May 13, 2003
Amended by the Steering Committee on: February 15, 2005
Amended by Internal Economy on: June 23, 2011

TABLE OF CONTENTS

1
1.2
1.3
1.4
1.5
1.6
1.7
1.8

INTRODUCTION ............................................................................................................................. 3
NAME ................................................................................................................................................................. 3
PURPOSE ............................................................................................................................................................ 3
SCOPE................................................................................................................................................................ 3
AUTHORITY ......................................................................................................................................................... 3
APPLICATION ....................................................................................................................................................... 3
INQUIRIES ........................................................................................................................................................... 3
DEFINITIONS........................................................................................................................................................ 3

2
2.1
2.2
2.3
2.4
2.5
2.6
2.7

POLICY .............................................................................................................................................. 5
GENERAL ............................................................................................................................................................ 5
STANDARDS OF PROVISION .................................................................................................................................. 5
TELECOMMUNICATION RESOURCES ...................................................................................................................... 5
REIMBURSEMENT OF CALLS .................................................................................................................................. 5
JUSTIFICATION OF ACQUISITION ............................................................................................................................ 5
DAMAGE, LOSS OR THEFT OF TELECOMMUNICATIONS EQUIPMENT .......................................................................... 5
NEEDS FOR PERSONS WITH DISABILITIES .............................................................................................................. 6

3
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8

ROLE AND RESPONSIBILITIES .................................................................................................. 7

STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION ................................................... 7
STEERING COMMITTEE ........................................................................................................................................ 7
CLERK OF THE SENATE ........................................................................................................................................ 7
DIRECTOR, INFORMATION SERVICES DIRECTORATE ............................................................................................... 7
TELECOMMUNICATIONS OFFICER .......................................................................................................................... 7
FINANCE AND PROCUREMENT DIRECTORATE......................................................................................................... 7
SENATORS .......................................................................................................................................................... 8
SENATORS STAFF ............................................................................................................................................... 8

4
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13

PROCEDURES .................................................................................................................................. 9
REQUEST FOR SERVICE ....................................................................................................................................... 9
REQUEST ABOVE ENTITLEMENTS .......................................................................................................................... 9
TELECOMMUNICATION EQUIPMENT ........................................................................................................................ 9
LONG-DISTANCE CALLS PARLIAMENTARY OFFICES .............................................................................................. 9
REQUESTS FOR REPAIR........................................................................................................................................ 9
LOAN PROGRAM .................................................................................................................................................. 9
THE GOVERNMENT OF CANADA TELECANADA CALLING CARD ................................................................................ 9
1-800 LINE ........................................................................................................................................................ 10
TRAINING .......................................................................................................................................................... 10
TELEPHONE MESSAGE SERVICE .......................................................................................................................... 10
CONFERENCE CALLS.......................................................................................................................................... 10
REIMBURSEMENT OF CALLS ................................................................................................................................ 10
TRAVELLING TO THE US OR ABROAD................................................................................................................... 10

5
5.1

TELECOMMUNICATION RESOURCES ....................................................................................12

TELECOMMUNICATION RESOURCES CHART ......................................................................................................... 12

Appendix A - Telecommunication Services Request Form

INTRODUCTION

1.2

Name
The policy is called the Telecommunications Policy for Senators.

1.3

Purpose
The purpose of this policy is to establish the principles, rules, practices, roles and responsibilities
governing the acquisition and management of telecommunication services.

1.4

Scope
This policy applies to telecommunication resources intended for use by Senators for purposes related
to their functions as Senator as stated in the Senate Administrative Rules. Section 4:00, Chapter 4:02,
Section 5 to 10.

1.5

Authority
The policy was adopted by the Standing Committee on Internal Economy, Budgets and
Administration on March 27, 2003 and by the Senate on May 13, 2003. The Policy was also
amended by the Steering Committee on February 15, 2005.
The policy becomes effective as of June 23rd, 2011.

1.6

Application
This policy applies to all Senators and their staff.

1.7

Inquiries
Any questions regarding the Telecommunications Policy for Senators should be directed to the
Information Services Directorate (ISD).

1.8

Definitions
CANADA DIRECT (TELEGLOBE): This service is to be used when traveling outside North
America. The service allows the caller to dial a pre-determined number giving them access to a
Canadian operator. Once the caller has reached a Canadian operator, the TeleCanada calling card
can be used.
CONFERENCE CALLS: A telephone conversation that includes three (3) or more participants.
This can be done from a Parliamentary telephone set without operator assistance. The Information
Technology Services Branch (ITSB) offers a Teleconference service.
DATA PLAN: Data plans are offered per month by the wireless carriers; they are allocated per
device and allow for a certain amount of data transfer per month.
GOVERNMENT ELECTRONIC DIRECTORY SERVICES: This service is managed and
maintained by PWGSC (ITSB). It is an electronic version of the government telephone directory.
GOVERNMENT INTERCITY CALLING SERVICE: The Government Intercity Calling Service
(GICS) is a dedicated long distance voice and fax network for the federal government.

GOVERNMENT TELECANADA CALLING CARD: A personalized and security enhanced long

distance card that allows callers to place national and international long distance calls at preferred
government rates.
INFORMATION TECHNOLOGY SERVICES BRANCH (ITSB):
ITSB is a branch of Public Works and Government Services Canada mandated to provide various
telecommunications and informatics solutions to the federal government. Through this mandate
ITSB organizes the procurement of a variety of telecommunication services.
HIGH-SPEED INTERNET VIA CABLE: A high-speed connection to the internet offered by local
cable carriers. The access to the internet is provided using the local cable companies infrastructure.
HIGH-SPEED INTERNET VIA TELEPHONE CARRIER: This high-speed access to the internet is
done via a telephone line. A digital subscriber line modem (DSL) that connects a personal computer
(PC) to the internet allows for the simultaneous transmission of both voice and data.
MOBILE DATA SOLUTION: A portable wireless data solution that allows for a data plan to be
associated with different wireless devices. (Internet stick, SIM card etc.)
MOBILE INTERNET KEY: The wireless carriers offer a mobile internet solution that allows the
user access to the internet via a wireless air stick; wireless data plans are associated to these devices.
MULTI LINE TELEPHONE SET: A Meridian Business Set is a digital telephone set that allows the
user access to more than one telephone line and can accommodate various network features per key.
OVERFLOW LINES: A software telephone line that is not hard wired through the telephone
carriers network. Its main purpose is to handle the overflow phone calls from the main line.
ROAMING: Roaming is the cost of using another carriers network when travelling outside Canada.
PERSONAL IDENTIFICATION NUMBER (PIN): A sequence of digits used to verify the identity
of the TeleCanada card holder.
SIM CARD: is a portable memory chip used in certain wireless devices.
SINGLE LINE TELEPHONE SET: An analog telephone set that is built to handle one telephone
line.
VOICE PLAN: A voice plan can be added to a wireless device to allow for voice communication,
various plans exist that allow for different air time packages.
VOICE MAIL: A network-based feature that provides users with a personalized call answering
service.
WIRELESS DEVICES: A wireless device can refer to any kind of communications equipment that
does not require a physical wire for relaying information to another device.
WI-FI PORTABLE ROUTER: is a high-performance router that supports wireless networking in a
home or office space.

POLICY

2.1

General
It is the policy of the Senate to ensure that Senators are provided with sufficient and adequate
telecommunications equipment and services to be able to perform their Parliamentary duties.

2.2

Standards of provision
The telephones lines on Parliament Hill are connected to the Government Intercity Calling Service
(GICS) provided by the Information Technology Services Branch (ITSB) of Public Works and
Government Services Canada (PWGSC). The ITSB is mandated to negotiate telecommunications
services on behalf of the federal government. The Senate chose to participate as a client under some
of these PWGSC telecommunications services contracts, in order to leverage the economies of scale
of the government of Canada.
All telecommunication equipment and services must be approved by ISD to ensure compliance with
established standards and policy entitlements.

2.3

Telecommunication Resources
Senators are entitled to a number of telecommunications resources for carrying out their
parliamentary functions (see 5.1 Telecommunication Resources Chart).
The chart provides a
description of the service, the maximum entitlements and from which budget the service will be paid
out.

2.4

Reimbursement of calls
Cell phones assigned to Senators staff are intended for official business use. While occasional
personal use of the equipment is permitted, such use should not result in additional costs for the
Senate. All incoming and outgoing personal calls must be reimbursed.

2.5

Justification of acquisition
The circumstances under which telecommunication equipment and services may be acquired are as
follows:
a) To adequately meet functional requirements;
b) To update existing obsolete equipment and services that no longer meets the minimum
acceptable functional requirements;
c) To accommodate approved staff growth while remaining within the allotments set out in this
policy; and
d) To replace due to loss or deterioration beyond economical repair.

2.6

Damage, Loss or theft of Telecommunications Equipment

Individuals shall be responsible for the telephones and all other telecommunications equipment made
available to them. In cases of misuse or negligence, users may be liable for replacing or reimbursing
the Senate for the replacement value of the loss, stolen or damaged asset. In the case of a wireless
device the incident shall be reported immediately to ISD in order to have the line suspended to
prevent fraudulent usage.

2.7

Needs for Persons with disabilities

Every effort will be made to accommodate special needs.

ROLE AND RESPONSIBILITIES

3.1

Standing Committee on Internal Economy, Budgets and Administration

The Committee
a)
approves the policy and amendments thereof.

3.2

Steering Committee
The Steering Committee
a)
reviews, approves or rejects all specific requests above approved telecommunication
resources or standards; and
b)
reviews and approves new entitlements or standards; and
c)
takes appropriate action in cases of non-compliance of this policy when it concerns Senators
and their staff.

3.3

Clerk of the Senate

The Clerk of the Senate
a) ensures implementation and appropriate application of the policy;
b) informs the Steering Committee of non-compliance of this policy;
c) approves changes to the procedures and Appendices.

3.4

Director, Information Services Directorate

The Director
a) ensures that appropriate policies, procedures and systems are developed;
b) ensures that staff are properly trained and keep current with the evolution of new
telecommunications technologies in order to provide Senators with effective and economical
solutions; and
c) ensures that an accurate inventory is kept of telecommunications services within Senators
offices and that Senators are provided with an annual telecommunications report for their
signature that list the various telecommunication services being used in their office.

3.5

Telecommunications Officer
The Telecommunications Officer
a) provides technical advice regarding telecommunications equipment and services;
b) certifies invoices that the equipment and services were required;
c) acts as a co-ordinator among clients, suppliers and ITSB;
d) provides training when required; and
e) keeps an accurate inventory in the telecommunications database of services used in individual
Senators offices.

3.6

Finance and Procurement Directorate

The Finance and Procurement Directorate
a) procures all telecommunications equipment needed by the Senators, in accordance with the
Senate Furniture, Equipment and Office Supplies Policy;
b) receives, processes and pays all telecommunication invoices; and
c) distributes telecommunication invoices to Senators so they can certify that they incurred the
expenditures for purposes related to their parliamentary functions.

3.7

Senators
The Senator
a) determines and approves telecommunications services requirements for their respective offices
and for ensuring that all service transactions they enter into conform with the policy.
b) identifies any problems with existing equipment or services and reports such problems to ISD;
c) takes appropriate action in cases of non-compliance to policy when it concerns their staff;
d) certify that the expenditures was incurred in accordance with the Senate Administrative Rules;
e) provides good care and safeguarding of equipment .

3.8

Senators staff
The Senators staff
a) uses all telecommunication resources in accordance with this policy;
b) identifies any problems with existing equipment or services and reports such problems to ISD;
c) provides good care and safeguarding of equipment.

PROCEDURES

4.1

Request for Service

Telecommunications requests should be made using the Telecommunications Service Request
Form (See Appendix A). Each request should include a brief description and should be submitted to
ISD who will analyse and define the technical requirements before fulfilling the request.

4.2

Request above entitlements

All requests for equipment or services beyond the approved standard or entitlements must be
submitted to the Steering Committee of the Standing Committee on Internal Economy, Budgets and
Administration.

4.3

Telecommunication equipment
Senators may request additional Telecom equipment for their Parliamentary or regional office, all
request must be done through the Finance and Procurement Directorate and conform to the
Equipment, Office Furniture and Furnishing Policy. Additional equipment may include such things
as facsimile machine, wireless devices, telephone (regional office only), headsets etc. Information
Services will act as the technical advisor to the Senators to help them better meets their specific
requirements.

4.4

Long-distance calls Parliamentary Offices

Invoices for long-distance calls placed using the government long distance network are charged in a
bundled flat rate per telephone line. These invoices are determined by the total number of telephone
lines as well as historical usage patterns. The Senate is invoiced in bulk rather than per call, for this
reason, call detail reports for the Ottawa Offices are not available.

4.5

Requests for repair

Users shall inform the Telecommunications Officer regarding any defects or problems in
telecommunications equipment or services. The Telecommunications Officer will ensure that
suppliers perform the necessary repairs.

4.6

Loan Program
A limited number of cellular telephones and blackberrys are available to Senators who are travelling
on Parliamentary business.

4.7

The Government of Canada TeleCanada Calling Card

Should Senators require an additional calling card, they may request them in writing through ISD. If
the calling card is for one of her/his employees, when she/he leaves the Senate, the Senator is
responsible for returning the calling card to ISD or for modifying the Personal Identification Number
(PIN) before transferring the card to another of his/her employees.
To ensure the safety and security of the Government of Canada TeleCanada Calling Card, use of the
calling card is reserved for cardholders. The Personal Identification Number (PIN) must be kept
confidential and numbers are not to be photocopied.
The card holder shall communicate with the Telecommunications Officer to: a) change or cancel the
card; b) help with a forgotten PIN and c) report a lost or stolen Calling Card. The card holder shall
communicate directly with the TeleCanada Customer Service to: a) change the PIN; b) obtain the
current Canada Direct Access numbers; and c) speak to a customer service representative.

Long-distance calls made through the TeleCanada Calling Card are based on a fixed cost system.
The Senate is billed bi-annually on a flat rate, based on usage for the entire organization
regardless of the number of long distance calls. Call detail reports are not available.
4.8

1-800 line
A 1-800 line is available for members of the public wishing to contact Senators' offices. This
number is 1(800) 267-7362 and is listed in telephone directories across Canada.

4.9

Training
When the Telecommunications Officer delivers telecommunications equipment or services, he will
ensure that users receive the appropriate training allowing them to use their office
telecommunications systems properly. All other requests for training shall be routed through the
Telecommunications Officer.

4.10

Telephone message service

Senators may call forward incoming calls placed to their Parliamentary offices to a telephone
message service. The number of this service is 613-992-3333. The service is available from 7:00
a.m. to 7:00 p.m. on working days. Telephone messages are collected and are forwarded to
individual Senators' offices by electronic mail.

4.11

Conference calls
The Information Technology Services Branch (ITSB) offers a conference call co-ordination service.
Senators wishing to use this service may call ITSB directly at (613) 941-9554, or contact the
Telecommunications Officer to make the necessary arrangements.

4.12

Reimbursement of calls
The cheque is payable to the Receiver General for Canada and must be sent directly to Finance and
Procurement Directorate.

4.13

Travelling to the US or abroad

International voice and data roaming fees are costly. Senators are encouraged to adjust their
communication practices to minimize these costs when traveling. Below you will find a few helpful
tips to reduce costs when using your wireless device outside Canada:
VOICE CALLS

Whenever possible, use a landline and your TeleCanada calling card;

Let incoming calls go to voicemail and then check your messages from a landline with your
TeleCanada calling card;
Try to keep all phone conversations brief;
Instead of calling your staff when you are out of the country, contact them by email.

DATA TRANSFER

10

All data sent and received is billable;

Whenever possible, try not to open large attachments on your wireless device when you are
out of the country;
If possible, ask your parliamentary assistant not to update your calendar or address book,
because your wireless device will synchronize this information over the foreign wireless
network, which incurs a data charge;
Avoid web browsing on your wireless device as much as possible, as this also incurs a data
charge;
When you reply to an email from your wireless device, the existing email thread is sent as
well. Therefore, whenever possible, create a new email to send a reply;
Before leaving, contact ISD at (613) 990-7018, a technician will be able to help you set up
filters on your wireless device; this will minimize the number of emails you receive when
outside of Canada.

11

TELECOMMUNICATION RESOURCES

5.1

Telecommunication Resources Chart

SERVICE

APPROVED
TELECOMMUNICATION
RESOURCES

BUDGET

COMMENTS

1.

Parliamentary Office Telephone sets (Standard suite)

To meet requirements

Statutory

Standard suite includes

single or multi-line
telephone sets with call
forward, conference call,
intercom and voice mail
attributes

2.

Parliamentary Office Land lines

To meet requirements

Statutory

Including facsimile line and

overflow lines

Outside the Parliamentary

Precinct Land lines

1 - Statutory
1 - Office Budget

May serve the following:

Facsimile, telephone or
internet

4.

Outside the Parliamentary

Precinct Regular High Speed
Internet

Statutory

Through cable company or

local telephone service
provider

5.

TeleCanada Calling Card

Statutory

Additional card(s) may be

requested in writing

6.

Wireless voice/data plans

(Associated to wireless devices
and mobile data solutions listed in
section 7)

Maximum of 7 voice or data

plans associated to various
wireless devices and mobile
data solutions

Statutory

If a device is being used for

both voice/data, this option
will be considered as two
plans

7.

Wireless devices and mobile

data solutions
(Cellular phone, Blackberry,
Mobile Internet, WI-FI Portable
Router, SIM Card, etc.)

Based on the maximum of 7

voice or data plans

Office Budget

8.

Satellite phone and services

Service is based on the

maximum of 7 voice or data
plans

Statutory (service)
Office Budget (phone)

12

Satellite phone and service

request must be submitted
to the Committee on
Internal Economy

APPENDIX A
Telecommunications Services Request Form /
Demande de services en tlcommunications
All Telecommunications Services listed in the following sections must be approved by the Senator /
Tous les services numrs dans les sections suivantes doivent tre approuvs par le snateur

Room & building/

Pice et difice:

Senator Name /
Nom du snateur :
Telephone:

Fax:

Date:

PART A / PARTIE A - WIRELESS DEVICES / DISPOSITIFS SANS FIL

Blackberry :

Cellular / cellulaire:

Other / Autre :

Other /Autre :

Mobile Internet / Internet Mobile :

WIRELESS CARRIER / ENTREPRISE SANS FIL

Rogers:

Bell:

Telus:

New / Nouveau:

Remove / Supprimer:

Upgrade / Sur-classement:

WIRELESS CONFIGURATION / CONFIGURATION DU DISPOSITIF SANS FIL

Yes / Oui:

No / Non:

Information Backup / Sauvegardez les informations

Additional Email / Courriel additionnel
Additional Features / Options additionnelles
Accessories / Accessoires

PART B / PARTIE B - LANDLINE AND OTHER SERVICES / LIGNES TERRESTRES ET AUTRES SERVICES
New / Nouveau

Remove /
Supprimer

Telephone Line (Hill) / Ligne de tlphone (Colline parlementaire)

Telephone Line outside Parliament Hill / Ligne de tlphone lextrieur

de la Colline
High Speed Internet Account / Compte Internet haute-vitesse
Modem line/ Ligne modem
Cable/cble
Satellite
TeleCanada Calling Card / Carte dappel TeleCanada
Other Services / Autres services:
Justification and additional information / Justification et information additionnelle:

Signature of the Senator / Signature du snateur:

__________________________________________ Date:

______________

Signature of Authorized Agent / Signature de lagent autoris:

__________________________________________

Date:

______________