Pin code application form - Quick Link 

    1. Introduction

The PIN code system as implemented on the telephone systems of KwaZulu-Natal University was changed in 2003 in order to provide extra functionality and to create a consistent system across all campuses.

The PIN code is a 4 digit code that is allocated on request to a telephone user and allows the user to make tracked business and / or personal calls from his / her home extension.

There are three 'classes of PIN' that have been enabled that are all specific to the the home extension. The Roaming PIN class is not supported.

PIN Classes

• Lock/Unlock: This PIN (*25-PIN) is used to unlock a phone with #25 being used to lock it again. In this case, all calls made while the phone is unlocked are billed against the owner of the phone, thus making it difficult to provide multiple users of a single phone with their own personal PIN and account. It is not recommended that anyone use this class of PIN and it will only be made available upon special application.
• Business Call: This class of PIN activated by *37-PIN is used to obtain an external dial tone, enabling an external number to be dialled directly. The advantages of this PIN are:
                 • The phone becomes locked immediately the handset is replaced, irrespective of whether the call is successful or not. There is no requirement to specifically lock a phone after use.
                 • The call can be billed to a specified user account, thus enabling multiple users of a single phone to have separate accounts.
                 • In order to reduce the chance of unauthorised use of a phone using some-one else’s PIN, this class locks the PIN to the user’s home phone. The PIN will not be effective at any other extension.
• Private Call: This PIN class, activated by *38-PIN has exactly the same characteristics as the Business Call PIN class except that the system will use it to identify private calls which will be charged directly to the PIN holder’s salary. This system will be used to replace the previous private call procedure of booking private calls through the switchboard.

All users wishing to use PIN numbers for any class of PIN will have to apply to the telephone system supervisor for a new PIN. To ease the application process, an application form can be found here. Print a copy of this form, fill out the relevant sections, providing staff number and University GroupWise email address and your new PIN will be emailed to you.

Important Notes

• You may apply for the PIN to be active on either the Business Call or Private Call classes or both.
• By filling in and signing Part B of the form for the Private Call class, you are agreeing that all calls made from the designated phone while using your Private Call PIN will be for your private account and may be deducted from your salary. (Irrespective of the actual identity of the dialling party)
• By having your HOD/HOS/ account holder fill in and sign Part C of the form for a Business Call class, the account holder/HOS/HOD is agreeing that calls made on the designated phone using this PIN will be paid for from the specified account / cost code.

    2. Frequently Asked Questions

1. If I have never before used a PIN code to make business calls, must I do so now? No. If you have an unbarred or partially barred phone and you do not use PIN codes, then you will not need to make any changes to continue making business calls.
2. Will I still be able to make my private calls by calling the switchboard or MUST I use a private PIN?
   After a grace period of a few months, the switchboard will cease to make private calls for staff and they MUST obtain and use a Private PIN code. (This will come into force during 2004)
3. What is to stop me making private calls as normal business calls?
   Nothing stops one physically from doing this. The private call system is an 'honour' system where users are expected to act responsibly. However, the HOD/HOS can check the calls made by each extension and may require a user to explain all the calls listed

    3. Examples

Assume that your ‘home’ phone is extension 9123 and that your PIN is 1234.

You wish to make a business call to Durban number 031-555-4321.

1. The phone (ext 9123) is locked and can only make internal calls and receive incoming calls.
2. Pick up the handset – You will hear the internal dial tone
3. Dial *37 1234 – You will now hear an external line dial tone.
4. Dial 031 555 4321 – The called party rings – You can conduct a normal call.
5. Upon call completion, hang up the phone. The phone is now locked again.
6. The call will be billed to your personal Business Call account.

You wish to place a long distance ‘private’ call to your aunt in London at 0944 181 8904567.

1. The phone (ext 9123) is locked and can only make internal calls and receive incoming calls.
2. Pick up the handset – You will hear the internal dial tone
3. Dial *38 1234 – You will now hear an external line dial tone.
4. Dial 0944 181 890 4567 – The called party rings – You can conduct a normal call.
5. Upon call completion, hang up the phone. The phone is now locked again.
6. The call will be billed to your next month's salary and the account will be emailed to your GroupWise email address. (email feature still to come).

4. Summary

1. You must apply for a new PIN before the Changeover date if you wish to have continuous access.
2. The PIN application form can be printed from the Web here.
3. Remember that calls made using the Private Call class will be charged to your salary.
4. Call made using the Business Call class will be charged to your dept cost centre.
5. The Private Call class will replace the booking of private calls through the switchboard.