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National Aeronautics and

Space Administration

**John F. Kennedy Space Center**

KSC FORM 16-12 (REV. 6/95) PREVIOUS EDITIONS ARE OBSOLETE

**Responsible Office:** Director of Spaceport Services

[PREFACE]{.underline}

This Handbook is issued as a guide for all personnel using
administrative telecommunications services at the Kennedy Space Center
(KSC).

It applies to all NASA organizations, other Government agencies located
at KSC or in a KSC-controlled area of Cape Canaveral Air Force Station
(CCAFS), and contractors to the extent specified in their contract(s).

The Handbook consists of four sections that explain the administrative
telecommunications system, and gives instructions on its special
features and the provisions for obtaining these services.

This Handbook supersedes KHB 2540.1E, as a result of KSC 2000
reorganization.

J. Chris Fairey

Director of Spaceport Services

[Distribution]{.underline}:

Tech Doc Library

REFERENCES

NPD 2540.1 (As Revised) "Use of Government Telephones"

41 CFR Part 101.35 "Telecommunications Management

Policy"

[TABLE OF CONTENTS]{.underline}

+------------+----------+--------------------------------------+------+
| PREFACE    |          |                                      | i    |
+------------+----------+--------------------------------------+------+
| REFERENCES |          |                                      | ii   |
|            |          |                                      |      |
| TABLE OF   |          |                                      | iii  |
| CONTENTS   |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
| SECTION    | TITLE    |                                      | PAGE |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
| 1          | Intr     |                                      | 1-1  |
|            | oduction |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Purpose  |                                      | 1-1  |
+------------+----------+--------------------------------------+------+
|            | Appli    |                                      | 1-1  |
|            | cability |                                      |      |
|            | and      |                                      |      |
|            | Scope    |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Policy   |                                      | 1-1  |
+------------+----------+--------------------------------------+------+
|            | Responsi |                                      | 1-1  |
|            | bilities |                                      |      |
+------------+----------+--------------------------------------+------+
| 2          | Admini   |                                      | 2-1  |
|            | strative |                                      |      |
|            | T        |                                      |      |
|            | elecommu |                                      |      |
|            | nication |                                      |      |
|            | Services |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Admini   |                                      | 2-1  |
|            | strative |                                      |      |
|            | T        |                                      |      |
|            | elephone |                                      |      |
|            | Service  |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Admini   |                                      | 2-3  |
|            | strative |                                      |      |
|            | Facsi    |                                      | 2-3  |
|            | mile/FAX |                                      |      |
|            | Port     |                                      |      |
|            |          |                                      |      |
|            | Conn     |                                      |      |
|            | ectivity |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Cellular |                                      | 2-4  |
|            | Te       |                                      |      |
|            | lephones |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Voice    |                                      | 2-5  |
|            | Mail     |                                      |      |
|            | Service  |                                      |      |
+------------+----------+--------------------------------------+------+
|            | Pagers   |                                      | 2-5  |
+------------+----------+--------------------------------------+------+
| 3          | KSC      |                                      | 3-1  |
|            | Commu    |                                      |      |
|            | nication |                                      | 3-1  |
|            | Centers  |                                      |      |
|            |          |                                      |      |
|            | P        |                                      |      |
|            | rovision |                                      |      |
|            | of       |                                      |      |
|            | Service  |                                      |      |
+------------+----------+--------------------------------------+------+
| 4          | Long     |                                      | 4-1  |
|            | Distance |                                      |      |
|            | T        |                                      |      |
|            | elephone |                                      |      |
|            | Service  |                                      |      |
+------------+----------+--------------------------------------+------+
|            | P        |                                      | 4-1  |
|            | rovision |                                      |      |
|            | of       |                                      | 4-2  |
|            | Service  |                                      |      |
|            |          |                                      | 4-3  |
|            | Calling  |                                      |      |
|            | Cards    |                                      |      |
|            |          |                                      |      |
|            | Pr       |                                      |      |
|            | ocedures |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+
|            |          |                                      |      |
+------------+----------+--------------------------------------+------+

SECTION 1: [INTRODUCTION]{.underline}

1.1 [Purpose]{.underline}: This Handbook establishes overall policy and
assigns responsibility for administrative telecommunica-tions services,
and is a complete revision to the original document KHB 2540.1E.

2.  [Applicability and Scope:]{.underline} This section applies to all
    KSC elements, to their associated contractors to the extent
    specified in their respective contracts, and to other NASA
    organizations and other Government agencies located at KSC or in
    KSC-controlled areas at CCAS. This document pertains specifically to
    telecommunications services provided to meet day-to-day
    requirements. It does not cover telecommuni-cations services
    provided for operational mission support.

3.  [Policy]{.underline}: It is the policy of KSC to provide the most
    effective and economical telecommunications services available
    consistent with users' minimum essential requirements. UNDER NO
    CIRCUMSTANCES WILL TELEPHONE USERS AT KSC MOVE, ADD EQUIPMENT TO,
    ALTER, OR ATTEMPT REPAIR OF TELEPHONES OR ASSOCIATED EQUIPMENT. KSC
    PERSONNEL WILL NOT PURCHASE TELEPHONES AND/OR EQUIPMENT WITH INTENT
    OF INSTALLING SAME ON THE KSC ADMINISTRATIVE TELEPHONE SYSTEM.

4.  [Responsibilities]{.underline}:

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a.  The Director of Spaceport Services is responsible for directing
    > overall management of the KSC Administrative Telecommunications
    > System Services and ensuring compliance with this Handbook.

b.  Heads of primary and secondary organizations and leads are
    responsible for:

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(1) Delegating, in writing, a Telecommunications Coordinator and
    Alternate; ensuring proper use of telecommunications services and/or
    equipment; reviewing the organization's Federal Telecommunications
    System (FTS) records; and providing delegations and subsequent
    changes to the NASA/ODIN Telephone Support Office.

(2) Ensuring that Telecommunications Coordinators control installations
    and use of the telecommunications services and facilities within
    their respective organizations.

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c.  The Chief, ODIN & IT Security Services Branch, is responsible for:

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(1) Implementing all necessary activities to effectively manage and
    operate the KSC Administrative Telephone System (KATS).

(2) Ensuring that communications standards of excellence are maintained
    for all leased and Government-owned telecommunications equipment and
    services.

(3) Providing guidance to Directorate Telecommunications Coordinators
    when issues arise that are out-of-scope for the coordinators.

SECTION 2: [ADMINISTRATIVE TELECOMMUNICATIONS SERVICES]{.underline}

1.  Administrative Telephone Service:

> Official Calls, Authorized Personal Calls, and Emergency Calls, are
> the only calls that may be placed over Government Telephone systems,
> as stated in NPD 2540.1.

a.  Official Calls are those made in the direct conduct of the business
    of the Center, and/or those calls made by employees in an official
    travel status.

b.  Authorized Personal Calls and Emergency Calls:

> Civil service and contractor employees may use the Government
> telephone system for personal calls under the following circumstances,
> in accordance with NPD 2540.1D.

(1) The calls do not adversely affect the performance of the employee's
    official duties or the effective functioning of the employee's
    organization (e.g., during lunch or break times preferred).

(2) The calls shall be of reasonable duration and frequency and could
    not have been reasonably made at another time.

(3) The calls are toll-free calls (local or long distance).

(4) If the calls are long distance toll calls and are in the following
    categories, the calls may be made at Government expense to locations
    within the local commuting area:

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(a) to speak to spouse or dependents (or those responsible for their
    care);

(b) to reach a party during working hours such as local Government
    Agency, dentist, or physician; and

(c) to arrange for emergency repairs to his or her residence or
    automobile. The employee shall charge all other toll calls to a
    personal telephone calling card, to the employee's home telephone,
    or to the party being called. Pay telephones are also available for
    the convenience and use of employees in making personal calls that
    do not meet these guidelines.

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c.  Unauthorized Telephone Calls:

> Any call that is not official, emergency, or authorized personal usage
> is an unauthorized call. Suspected misuse of Government-owned and/or
> provided telephone services for unauthorized calls must be
> expeditiously referred to the Office of Inspector General.

(1) The individual making the unauthorized call(s) shall be required to
    reimburse the Agency for the cost of the call. The cost of the
    unauthorized call should be the cost of the call as if it were
    carried by the Installation's primary commercial carrier.

> \(2\) Willful violation of the provisions of this instruction may also
> result in disciplinary action.

d.  Unauthorized Data Calls:

> Any data call that is not for official business is an unauthorized
> call. Suspected misuse of Government-owned and/or provided data
> services for unauthorized calls must be expeditiously referred to the
> Office of Inspector General.

(1) Data calls via Kennedy Unified Dial-In Access (KUDA) to receive
    Internet Service Provider (ISP) services for personal use are not
    permitted.

(2) Data calls via KUDA are not permitted during international travel.
    Prior to Official travel duty, the Directorate Communications
    Representative should be contacted for assistance in placing data
    calls.

> For NASA's policy on the use of Government-owned and/or provided
> telephone service, refer to NPD 2540.1, "Use of Government
> Telephones."

1.  Administrative Facsimile/FAX Port Connectivity:

> Costs of operation associated with facsimile machines must be
> considered to evaluate their cost benefit. Each FAX requires an
> equipment port off a KSC Telephone Switch, and the use of a Directory
> Number (DN), both of which are in limited supply. The rate at which
> the FAX transmits its data controls how long it will tie up a line and
> a trunk. Only the faster transmission rates properly utilize the
> switching and transmission facilities.

a.  Minimum Equipment Requirements:

> Facsimile machines shall meet or exceed the following specifications:

(1) transmit and receive at least 14.4kb/s; and

(2) process a minimum of four (4) pages of text per minute.

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b.  Location of FAX Machines:

> FAX machines shall be positioned within each facility so that no
> machine shall duplicate FAX capability for potential users within 100
> feet. Exceptions shall be NASA or contractors sharing the same machine
> for sensitive data, or machines that are not accessible after hours.
> These exceptions shall be presented to NASA/ODIN Telephone Support
> Office for resolution.

c.  Approval:

> Upon satisfying the above requirements, the requester shall have the
> organization's Telecommunications Coordinator forward a Telephone
> Service Request Form (TSR) (KSC Form 8-281) to the NASA/ODIN Telephone
> Support Office for processing and subsequent installation of a
> telephone line. The TSR shall include the machine's specifications and
> the location of the nearest existing FAX machine, plus any
> justification for variation from
>
> the location policy. The ODIN Administrative Telephone Contractor
> shall install the service, or send the request to the ODIN & IT
> Security Services Branch, which shall be the contact for problems with
> requests that do not conform to these established guidelines. A NASA
> Integrated Services Network (NISN) Service Request may be required for
> NISN funded machines.

1.  Cellular Telephones:

The Information Technology Directorate administers the use of cellular
telephones on KSC, including a loan pool, maintained by the Joint-Base
Operations Support Contract (J-BOSC) communications shop. Cellular
telephone usage is permitted for making Government business telephone
calls in the performance of official duties. Cellular telephones are to
be used when no land-line telephone facilities are available. Personal
calls are not authorized except in the event of an emergency.

> *[In the event of an emergency while on KSC, personnel should dial
> 867-7911 or 861-7911 from a cellular phone]{.underline}*.
>
> Cellular telephones will be issued only upon receipt of a valid
> request from the customer needing the phone.
>
> a\. NASA and other Government Agency offices on KSC may submit
> requests for phone issuance to the NASA/ODIN Telephone Support Office.
> The request must have no less than a Division/Office Chief's
> concurrence and approval signature, along with proper justification
> for the phone.
>
> b\. Contractor organizations may submit their requests to the
> NASA/ODIN Telephone Support Office. This request must have a
> Director's concurrence and approval signature, along with proper
> justification for the phone, and an appropriate funding code.
>
> c\. Routine screening is done for all monthly cellular telephone
> bills. Persons using the cellular phones for personal calls may be
> subject to losing cellular phone privileges, plus be liable for any
> charges incurred for personal calls made from the phone.
>
> KSC users may be requested to certify that all calls made from their
> cellular phones are official business and in the best interest of the
> Government.

d.  The "Home Area" for KSC-issued cellular telephones is all of Brevard
    County, Daytona Beach, and Orlando. While in these areas off-Center
    and it is necessary to dial outside the home area, dial 1+ area code
    and number to reach your party. Dial 1+ area code and number to
    reach persons in the Daytona Beach and Orlando areas, but this is
    not considered a toll call.

> e\. Cellular telephones are subject to recall by the Information
> Technology Division to support hurricane preparations, launch support
> operations, or any other special event requiring cellular telephones.
>
> f\. Persons who allow damage to or loss of KSC-issued cellular phones
> due to negligence may be liable for replacement cost.
>
> g\. Users who go TDY and take their cellular phones shall notify the
> NASA/ODIN Telephone support Office so a special rate package may be
> applied to eliminate long distance and roaming charges.

1.  Voice Mail Service:

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a.  This equipment allows the capability of forwarding calls to
    centralized answering systems. Messages can then be retrieved from
    any touchtone telephone.

b.  Telephone users on KSC who desire this service should have their
    organization's Telecommunications Coordinator request the service on
    KSC Form 8-281, Telephone Service Request (TSR), giving sufficient
    justification.

    1.  Pagers:

> Pagers will be issued only upon receipt of a valid request (AVO,
> memorandum) from the customer requiring the pager. Types of pagers
> available are Statewide, Statewide Alpha-Numeric, Nationwide, and
> Nationwide Alpha-Numeric.

a.  Regular Statewide Pagers may be issued only when there is a valid
    requirement that personnel be reached any time they are out of the
    office. Statewide Alpha-Numeric Pagers may be issued when there is a
    valid operational requirement for personnel to receive pages, text
    and/or e-mail messages anytime they are out of the office. Both
    types require no less than an Office Chief's concurrence and
    approval prior to requesting issuance of the pager.

b.  Regular Nationwide Pagers may be approved for issue to individuals
    who will be on official travel status for more than a week during
    the month, and for several months during the year. A valid need must
    exist that they be reached at all times at their TDY locations.

c.  The Nationwide Alpha-Numeric Pagers require a Division or Office
    Chief's approval and concurrence of the need for personnel on travel
    status to receive pagers, text messages, and e-mail messages prior
    to submitting the request for issuance of the pager.

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(1) NASA and other Government Agency offices, after obtaining
    supervisory approval, will submit requests to SGS Communications
    Shop for issuance of the pagers, or forward the request to the
    NASA/ODIN Telephone Support Office for resolution of non-conformance
    problems. If disapproved, requests will be returned to the
    originator with reason(s) for disapproval.

(2) Contractors can submit their requests for pagers to SGS
    Communications Shop, with the required funding code(s) affixed.

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d.  If a Directorate deems that Nationwide Pagers are a necessity, they
    should request pagers and establish a mini-loan pool, whenever
    possible, within their Directorate for use whenever their personnel
    go on official travel status.

> e\. The request for a Nationwide Pager should include, if possible,
> all the areas in which the user will be traveling in order to ensure
> that the pager is programmed with proper channel assignment(s) for
> those areas.
>
> SECTION 3: [KSC COMMUNICATIONS CENTERS]{.underline}

1.  Provision of Service:

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a.  The KSC Communications Center, located in Room 1161 of the KSC
    Headquarters Building, provides electronic message and facsimile
    services to all NASA/KSC organizational elements. Operating hours
    are Monday through Friday, 7:30 a.m. to 4:30 p.m. KSC contractors
    are provided these services in accordance with the terms of their
    respective contracts. The Communications Center is the central point
    for receipt, transmission, switching and recording of messages for
    NASA and NASA contractors at the Kennedy Space Center and Cape
    Canaveral Air Force Station (CCAFS).

b.  An additional Communications Center is located on CCAFS in Hangar
    AE, for use by CCAFS personnel, from 8:00 a.m. to 4:30 p.m., Monday
    through Friday.

c.  Facsimile networks should be used when other types of communications
    do not meet time requirements for the correspondence. Refer to the
    "Correspondence Standards", NPG 1450.10, for additional information
    on how to prepare messages for transmission.

SECTION 4: [LONG DISTANCE TELEPHONE SERVICE]{.underline}

1.  Provision of Service:

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a.  General:

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(1) The Federal Telecommunications System (FTS) must be used for placing
    official long distance telephone calls to all points in the
    Continental United States (CONUS) and to Alaska, Hawaii, and Puerto
    Rico. The system may also be used by all NASA employees at all NASA
    installations and component activities, and all NASA contractors
    authorized access to the system except for:

\`

(a) collect calls; and

(b) calls within the same local calling area even though there may be
    message unit charges involved.

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(2) Use of the FTS Network for personal gain, or private business, is
    prohibited by law.

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b.  Incoming Collect Calls:

> KSC personnel will not accept incoming collect calls without notifying
> the KSC Operator prior to accepting the call. Provide the KSC Operator
> with:

(a) your name;

(b) your organization;

(c) your telephone number;

(d) name and location of calling party; and

(e) any other pertinent information to be used to identify the call on
    the monthly bill.

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c.  Toll Free Calls (800, 801, 877, 888 Numbers):

> All telephones on KSC can direct dial 800 type area codes by dialing
> "5," waiting for the dial tone, then dialing 1-800+10 digit number.
> *[EXCEPTIONS TO THIS ARE CALLS TO RADIO STATIONS, ADULT BULLETIN
> BOARDS, AND OTHER UNAUTHORIZED NUMBERS.]{.underline}*

1.  Calling Cards:

> a\. Issuance of Calling Cards will be kept to a minimum.
>
> The Calling Card may be issued to NASA and contractor employees to use
> when placing long distance calls while on official travel. The
> individual assumes responsibility for the judicious and proper use of
> the card, its safekeeping, and the charges associated with its use.
>
> b\. Request for individual telephone calling cards will be sent to the
> organization\'s Telecommunications Coordinator. The TC is responsible
> for requesting calling cards from the ODIN Telephone Support Office.
>
> Credit card issuance and use considerations:

(1) Frequent employee travel.

(2) Official authorized circumstances.

(3) Every effort shall be made to keep calls brief in duration. Since
    rates vary by time of day, the traveler should determine the time of
    day rate structures, prior to traveling abroad, and make non-urgent
    calls utilizing the lowest rate possible.

(4) Calls must be made in accordance with the NASA Financial Management
    Manual, FMM 9700-1A, Part 301-12.3-7, \"NASA Federal Travel
    Regulations Supplement (NFTRS).\"

> \(5\) The Calling Card is to be used for official Government calls
> only. Calling cards are not to be shared by employees. Each employee
> should obtain a personal calling card for his/her use during TDY.

c.  Review of Calling Card Usage:

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(1) Any suspicious use of the Calling Cards will be brought to the
    attention of the NASA/ODIN Telephone Support Office by the long
    distance carrier. The card holder will be contacted concerning the
    card's fraudulent use prior to deactivation. If fraudulent use of
    the card is detected, the card will be deactivated by MCI, after
    approval from the NASA/ODIN Telephone Support Office.

(2) Any calls over the specified guideline listed in Item (b) above,
    will be brought to the attention of management for review and
    verification, unless management exception has been approved.

    1.  Procedures:

> Local procedures for FTS and other types of telephone call dialing are
> contained in Section A, General Information, in the KSC Telephone
> Directory.