Videoconferencing Policies
Educational Technology Resource Center | DoIT

(Revised September 2004)

Programming is defined as educational offerings using interactive videoconferencing and includes the following:

• Credit courses for graduate and undergraduate degrees
• Non-credit, off-site and experimental programs, seminars and workshops
• Faculty/student consultation
• Special conferences, administrative meetings and other information-based uses

Programming Guidelines

• No period of interactive network time automatically “belongs” to any one user
• Every effort will be made to consolidate usage to make the most effective use of interactive network time
• All relevant data will be provided and confirmed when interactive network time is requested
• Classroom-based instructional offerings (credit courses, etc.) take priority over all other utilization
• Facilities will not be scheduled for off-line (non-interactive) use.
• Facilities are not available for use or rental by private organizations/companies or other outside organizations not directly affiliated with, or working in collaboration with, Roosevelt University.

Programming Priorities

Priority 1

Internal credit classes utilizing either inter-campus or external site connectivity. Faculty/student consultations in conjunction with these classes. University Senate meetings.

Priority 2

Internal non-credit classes utilizing either inter-campus or external site connectivity. Faculty/student consultations in conjunction with these classes.

Priority 3

Internal administrative meetings, conferences, etc.

Priority 4

Programming by private organizations/companies or other outside organizations in collaboration with Roosevelt University that doesn't conflict with internal programming. Please note that chargebacks will be applicable to this type of programming.

Programming & Scheduling Procedures

All regularly scheduled classes that will operate between or among campus sites must be submitted to the ETRC in advance during the class scheduling period. These classes will be given top priority. The colleges are expected to resolve, among themselves, any class scheduling conflicts that might arise.

Requests for other kinds of programming, administrative meetings, single session class utilizations, etc., will be considered on the basis of programming priorities and available time and resources.

A Videoconferencing Request Form must be filled out for all requests and must be submitted at least five working days in advance . Go to the ETRC website and click on Videoconferencing Calendar to check available dates and times and then click on Videoconferencing Request Form, at the bottom of the videoconferencing calendar page, to fill out and submit your form. Once approved, your request will appear on the Videoconferencing Calendar.

No phone or verbal requests will be accepted.

Operational Policies & Procedures

Users have the right to expect that all interactive video equipment in each room will be available and in working order.

Trained technical staff must be available at both the originating and receiving sites for the duration of each programming event. Their responsibilities will include:

• Turning on, setting-up and testing the equipment at least 30 minutes before the scheduled beginning of the class or event. They will also be required to close connections and shut the equipment down when the event is over.
• Either operating or providing instruction on the operation of the equipment for the faculty member or user. They will also troubleshoot common problems.
• Opening and closing the room and supervising the room's security. Interactive video rooms must not be left open and unattended.

The equipment is designed to work together and it is important that the entire configuration remain intact as designed. The use of additional equipment must be arranged for and cleared through the Educational Technology Resource Center Director.

Faculty members and other users are encouraged to have their materials and presentations prepared in advance. ETRC staff is available for assistance.

The ETRC must be notified at least 24 hours in advance if a weekend, holiday, or after hours class or event is cancelled. Lack of notification will result in a $50 charge for incurred expenses.