Phone System

Important Information About Classroom Phones

1. Internal Calls Only - Classroom phones are for internal use only. They cannot make or receive external calls. They may only be used to call other district extensions, including classrooms, offices, departments, administrators, clerical staff, and support personnel. EMERGENCY 911 CALLS WILL ALWAYS WORK!

2. Do Not Move Classroom Phones - Each classroom phone is programmed for a specific room and network connection. The designated connection provides Power over Ethernet (PoE), which supplies power to the phone through the network cable. Phones must not be moved to another room—or to a different network connection within the same room.

3. Phones Are Assigned to Rooms, Not Staff Members - Each classroom receives one phone, regardless of how many staff members are assigned to the room. This includes ICT classrooms, AIS rooms, service providers, and other shared spaces. The phone is intended for use by everyone assigned to that room.

4. Classroom Phones Do Not Have Voicemail - If a classroom call is not answered within approximately 30 seconds, about six rings, the call will automatically disconnect.

IMPORTANT: Do Not Disturb (DND) Feature

Every district phone has a Do Not Disturb (DND) button. When DND is enabled, the phone will not ring, and all incoming calls will be disconnected.

DND is active when a red dot appears in the upper-right corner of the phone’s display.

If you temporarily enable DND for testing, instruction, or another situation requiring silence, please remember to turn it off afterward, especially if you share the classroom with another staff member. When DND is enabled, no calls will ring or reach the phone.

Please refer to the photos below for additional guidance on identifying and disabling Do Not Disturb mode.

Internal Directories

Do Not Disturb (DND) Feature

Every district phone has a Do Not Disturb (DND) button. When DND is enabled, the phone will not ring, and all incoming calls will be disconnected.

DND is active when a red dot appears in the upper-right corner of the phone’s display.

If you temporarily enable DND for testing, instruction, or another situation requiring silence, please remember to turn it off afterward, especially if you share the classroom with another staff member. When DND is enabled, no calls will ring or reach the phone.

Please refer to the photos below for additional guidance on identifying and disabling Do Not Disturb mode.

Emergency 911 calls will always work regardless of a phone's ability to dial external numbers. All phones in the Central Islip School district retain the ability to connect to emergency services via a 911 call at anytime. 

If anyone is looking to purchase a headset for their new phone you may do so through the Amazon Business Portal.  Schools may use their Technology Supply code to order headsets.  Departments may use their department supply codes to order headsets.   There are 2 options available based on your personal preferences to an inner ear vs. cup style headset and both are identical in features and all-day battery life.  The only difference is your comfort with the physical experience of wearing a headset.  If you need any assistance with connecting your new headset on delivery, please open a help ticket and a technician can assist you. 

• Option 1 -  https://a.co/d/0iRAOGFd
• Option 2 - https://a.co/d/05LulPPQ

Which option is better?  That depends on how you like to wear the headset and your comfort.  Both are identical in functionality so one is not better than the other. 

The Transfer, Park, and Conference buttons only appear while you're on a call. You won't see Hold, Transfer, Park, or Conference until a call is active

Transfer: Once you pick up a call, the Transfer button appears at the bottom of the phone screen. Click Transfer, then choose Transfer to Call or Transfer to Voicemail. The caller is placed on hold music immediately. Select the extension to transfer to, click Transfer, and the call is transferred.

Call Park: Also appears at the bottom of the screen once you pick up a call. Click Park, and the call is placed on hold with a call park number announced (e.g., *821). From any other phone, anyone can dial that number to pick up the call.  Anyone can park a call, and anyone can answer the parked code dialing the code from any phone. 

Online Faxing Tutorial

Online Fax Tutorial Video

The District is moving from traditional fax machines that use old phone lines, often called POTS lines, to eFax through Zoom Phone. Users will send and receive faxes through the Zoom Workplace app instead of using a physical fax machine.

Zoom Phone Online Fax: Zoom Phone Online Fax works more like sending an attachment from your computer. Instead of putting paper into a fax machine, you send the fax through Zoom using a digital file, usually a PDF.

Access Online Fax through the top navigation menu

1. Open the Zoom desktop app. This is the Zoom Application/Program on your Computer
2. Sign with with Microsoft (If prompted to log in you will click the SIgn in with Microsoft Button).
3. Click the Fax tab.
4. In the navigation menu, click the following tabs to navigate Online Fax:
   • Inbox 
   • Follow up 
   • Outbox
   • Drafts 
   • Deleted 

View fax details

1. Access the InBox Tab on the Zoom desktop app.
2. Click the fax you want to view. The fax details will be displayed.
3. With the fax fully open, use the following Actions available next to the contact information:
   • To the right of the contact's phone number, click the copy icon  to copy the number.
   • Click the phone icon  to call the contact number.
   • Click the message icon  to send the contact number a message.
4. With the fax fully open, use the following available actions above the fax body:
   Note: These actions will depend on whether you sent or received the fax.
   • Add Notes  / View Notes : Add or view a follow-up note for this fax.
   • Download : Download the fax.
     Note: You can also hover your cursor over the fax preview and click the download icon  to download the PDF.
   • Mark as unread : Mark the fax as unread.
   • Mark as Follow up : Mark the faxes as a follow-up.
   • Delete : Delete the fax.
5. Under the fax body, use the toolbar to scroll through pages and zoom in/out.

How to Create/Send a Fax

1. Scan the document you wish to send as a fax if the document is not alreay on your computer.
2. Open on the Zoom desktop app and signin with Microsoft Button (if prompted)
3. In the top-right corner of the left navigation menu, click the add button . A pop-up window will appear.
4. In the window, enter the information for the fax:
   • To: Select a contact, email address, or enter a fax number. After adding the contact or phone number, press Enter.
     Notes:
     • You can add up to 50 recipients.
     • Account owners and admins must add authorized email addresses from verified domains in order for users to send faxes via email.
   • From: Click the dropdown and select the fax number you want to send the fax from.
   • Cover page: Select from the following options:
     • None: Select this option if you do not want a fax cover page.
     • + Add a cover: Select this option to add a fax cover page.
     • Select an existing fax cover page.
     • Click View all to view all options of the fax cover pages.
       1. In the navigation menu, click the Recommended cover page tab to view cover page recommendations, or click the My cover page tab to view your created cover pages.
       2. (Optional) Hover your cursor over a template, then click Preview to preview the template.
       3. (Optional) Hover your cursor over a template, then click Use to select the template.
     • (Optional) In the Notes field, add a note about the fax cover page. This is only available when you select a cover page.
   • Attachments: Click to upload or drop a local file. You can also choose to upload files from third-party cloud providers.
     Note: The acceptable file formats are PDF, JPG, JPEG, TXT, PNG, DOC, and DOCX. The total attachment size must not exceed 50 MB or 300 pages.
     • Use the six dots  by each attachment to change the attachment order.
     • To the right of an attachment, click the  icon to remove the attachment.
5. (Optional) In the bottom-left corner, click Save as draft.
   The fax will be saved as a draft.
6. Click Send.

Create a fax cover page

1. Create a Fax
2. In the Cover page section, click + Add a cover.
   Note: You can also click View all, then click + New cover page.
3. A pop-up window will appear.
4. In the window, enter the following details:
   • Cover name: Enter a cover name.
   • Cover style: Click the dropdown and select the cover style.
   • (Optional) Cover logo: Upload a JPG or PNG file, up to 2 MB.
   • Fax number: Select from the following options:
     • Use sender's fax number
     • Use the fax number specified below: When this option is selected, enter a fax number.
   • (Optional) Phone number: Enter a phone number.
   • (Optional) Company: Enter the company name.
   • (Optional) Country/Region: Click the dropdown and select a country or region.
   • (Optional) State/Province/Territory: Click the dropdown and select a state, province, or territory.
   • (Optional) Street Address: Enter the street address.
   • (Optional) City: Enter the city.
   • (Optional) ZIP/Postal code: Enter the ZIP/postal code.
5. View the fax preview on the right side of the window.
6. Click Save.
   The created fax cover will appear and be selected in the Cover page section. It will also appear in the My cover page tab, where you can use it as a future selection.

Edit a cover page

1. Create a Fax
2. In the Cover page section, click View all.
   A pop-up window will appear.
3. In the window's navigation menu, click My cover page.
4. In the top-right corner of the cover page tile you want to manage, click the ellipsis , then click Edit .
5. Edit the cover page details, then click Save.

Delete a cover page

1. Create a FaxIn the Cover page section, click View all.
2. A pop-up window will appear.
3. In the window's navigation menu, click My cover page.
4. In the top-right corner of the cover page tile you want to manage, click the ellipsis , then click Delete .
   A confirmation window will appear.
5. In the window, click Delete.
   Note: After you delete this cover, this cover can not be restored.

Choose default templates

1. Create a Fax
2. In the Cover page section, click View all.
3. In the window's navigation menu, click either the Recommended cover page tab or the My cover page tab.
4. In the top-right corner of the cover page tile you want to manage, click the ellipsis , then click Set as default cover.
   The cover page will be set as the default cover.

Sidecar Quick Dial Customization

Complete the programming spreadsheet using the template below, then email it to Mr. Voigt. He will program your sidecar based on your selections. To update an existing sidecar, ask Mr. Voigt to download your current setup first. Please allow up to one week for updates.  BLANK SIDECAR TEMPLATE

Quick Dial Layout: Top 26 = Page 1 (most called) | Middle 26 = Page 2 | Bottom 26 = Page 3 (least called) | Total = 78

Required Formatting

The import will fail if these formats are not followed exactly.

Personal extensions automatically display the employee’s name from the directory.

• BLF is for Extensions - Direct Users
• Speed Dial is for Offices (Chart Below) and External/Cell Numbers. 

The difference is that the BLF will directly dial the user and it will also show a courtesy red when the user is on the phone. BLF will not work with offices or external numbers. 

Office Numbers

Office numbers are ideal for call transfers. Dialing a 4-digit office number rings all clerical staff in that office simultaneously instead of calling one person. Some office numbers may already appear on your sidecar.

Checking Voicemail

The easiest way to review voicemails is to check your email inbox. All voicemails are transcribed and sent — both as an audio recording and a text transcription — to the recipient's email. Voicemails in languages other than English can be copied and pasted into Google Translate for translation.

Voicemail can also be accessed and checked via the Zoom Smartphone App or Zoom Web Application.

Checking Voicemail by Phone

To use a phone to retrieve or listen to voicemails, reset your PIN, or record an outgoing greeting, follow these steps:

• From a cell phone or outside the district: dial 631-348-5099.
• From any phone within the district: dial extension 8113.

Once connected, enter your extension and then your PIN number, and follow the prompts to listen to your voicemail, reset your PIN, record your greeting, or make other changes.

If you don't know your voicemail PIN, please open a help ticket and a technician will reset it and email it to your district email address.

Recording a new Outgoing Message/Greeting

Follow the same exact instructions above for "Checking Voicemail by Phone" and listen for the menu prompt for recording your outgoing greeting. 

Desktop Phone Users

Users with their own desktop phone can also press the envelope button and follow the prompts. The envelope button is only available to administrators and clerical staff with their own desktop phone. Faculty and staff must dial 8113 from any district phone to check voicemail (make sure you know your personal extension and voicemail PIN).