Idyllwild Arts Academy

Idyllwild Arts Academy offers a disciplined college preparatory program for grades 9-12 and post-graduates, together with world-class training in creative writing, dance, film, video, interdisciplinary arts, music, theatre, and visual arts. The picturesque campus covers more than 207 acres of forest, and houses about 70 buildings, including classrooms, studios, theaters, offices, labs, dorm rooms, and dining halls. It’s also fairly remote — more than two hours by car from Los Angeles and San Diego — so reliable and effective communications are vital for students, parents, and staff.

“We wanted a solid, basic phone system, but got so much more with ShoreTel — it’s been the star of the show.”
— Buck Little, IT Director, Idyllwild Arts Academy.

As the school’s previous phone system reached its end of life and became increasingly expensive to run and maintain, the school’s IT team decided to investigate other options. In this rural setting, an IP network would be more reliable than the aging phone wiring, and the advanced communications capabilities available with an IP-based system would help improve efficiency and safety at the school.

“Since we’re in an area that is susceptible to earthquakes, fires, and even mudslides, we take emergency preparedness very seriously, and communications is a key part of that. Not only was it becoming increasingly difficult to get parts for our old phone system, but the system simply didn’t offer the kinds of 911 and campus-friendly features, such as four-digit dialing and automated call distribution, that we need to stay connected.”
— Buck Little, IT Director, Idyllwild Arts Academy.

That the ShoreTel system did not require special skills or certifications for performing routine tasks was very attractive; its low cost of ownership and flexible features sealed the deal. With the help of ShoreTel reseller Global CTI, the school deployed an IP phone system consisting of ShoreTel 90, 24, and T1 Voice Switches that support 64 ShoreTel IP Phones, and more than 408 analog phones. The school has fiber optic cabling to most of the buildings, and installed power-over-Ethernet (PoE) switches in each building with IP telephones. The ShoreTel Professional Services team designed a custom application that enables the school to turn off the students’ dorm room phones at predefined times without disrupting 911 access. This reduces late-night distractions while ensuring everyone’s safety. Other benefits include:

• Estimated savings of approximately 75 percent over the previous Fujitsu system.
• The school is able to respond quickly to its changing needs. ShoreTel's flexible licensing policy allows the school to make additions on the spot, and then to take up to 45 days to add the accompanying license.
• Customized applications control student phone use and ensure effective emergency response in this natural-disaster-prone area.
• ShoreTel Director's Web-based interface simplifies management activities, freeing IT staff to spend more time on tasks central to the school's educational mission.
• Productivity-enhancing features help streamline communications and ensure that students stay connected to parents and teachers.

“Everyone has found the ShoreTel system easy to use because it adapts to the way we work, not the other way round. ”
— Buck Little, IT Director, Idyllwild Arts Academy.