ETV - Educational Television

Videoconferencing

ETV Conference Service Policy and Procedure

Conference Room
The Educational Television Conference Room (P31C) will be available to administrators, faculty, staff and student government officers for videoconferences. The Educational Television Website will describe the services available and procedures to request room access. The college calendar system will be used to review room availability and schedule. A database will be used to track and monitor requests. Staff must fill out and submit written requests and documentation.

Scheduling
Requests will be submitted in writing (online for college use only) from the Educational Television Website at least 72 hours in advance (10 working days advance notice preferred). The request shall be mailed or faxed (online requests will be e-mailed) to the Educational Television videoconference coordinator. The videoconference coordinator will determine and confirm reservation. The confirmation will be based on room and equipment availability. The videoconference coordinator shall schedule an operator to provide technical support prior, during and after the videoconference. Departments will be responsible for additional costs associated with the conference.

Use
The maximum occupancy is five participants and one technical operator. Educational Television will provide technical support and an operator during the videoconference. The request form shall indicate equipment and additional services required for the videoconference. A test call to the remote site shall be conducted at least five days in advance of a scheduled meeting to any site that has not been previously connected. Otherwise, a test call shall be conducted at least 48 hours in advance for routine connections. The videoconference coordinator will arrange the test call with technical support at the remote site. The Educational Television secretary may provide some minor clerical assistance only during the videoconference. All other clerical assistance should be arranged with the department secretary requesting use.

Equipment
Educational Television will provide upon request a room, five cushioned chairs for participants, conference table, videoconference codec, television monitor to view remote site, VHS videocassette recorder to record conference, videocassette player to playback VHS video during conference, laptop computer with internet access, 100MB zip drive, 3.5" floppy drive, Microsoft Office 2000, Windows 2000, telephone for campus calls. Additional items may be provided at cost and arranged in writing.

Videoconference Coordinator/Operator
The videoconference coordinator/operator will perform all primary functions for videoconferences. The coordinator will schedule all meetings and videoconferences in the videoconference calendar for the college to view. He will receive e-mailed, mailed or faxed requests for use from departments, follow up on all requests and inquiries, confirm reservations, arrange and perform test calls with the remote site, prepare the room and equipment for use prior to scheduled meetings and videoconferences, provide technical support during the videoconference, survey participants and track use in a database.

Disclaimer
Educational Television shall not be held responsible for service in the event of technical difficulties beyond its control.

We welcome your questions and comments, please call 760-744-1150 ext. 2431, or send and e-mail to videoconference@palomar.edu