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WSU IVDL Protocols

The following protocols have been established by the Center for Teaching and Learning (CTL) to ensure that your interactive distance learning class is problem-free.

The protocols are shown below as a timeline, and are WSU requirements only. That is, the protocols and timelines at remote sites may be different than those shown below. Please note that because of the complexities involved in arranging an IVDL connection, departments must schedule IVDL classes through the CTL. Therefore, the CTL must handle all scheduling arrangements including the classroom, remote sites, and connectivity. Furthermore, the current capacity of IVDL services at WSU is somewhat limited; therefore, IVDL services are currently offered on a first-come-first-served basis.

6 to 8 Months Prior to the Class

  • Submit IVDL Request Form. Each IVDL instructor is responsible for submitting a completed IVDL Request Form to the CTL. The IVDL Request Form includes pertinent information such as preferred class meeting dates/times; preferred IVDL classroom; remote sites info including names, phone numbers, pager numbers, cell numbers, and E-mail addresses of instructors, site facilitator(s), and technical facilitators. Please note that only instructors or authorized departmental personnel may request IVDL services. The CTL will not accept IVDL requests from students.
  • Confirm IVDL Connectivity to Remote Sites. IVDL technology is still relatively new, and a site that you may wish to connect to may not have IVDL capability. Connectivity to remote sites must be confirmed one day prior to the “Last day for any changes to printed schedule” on the Registrar’s Production Schedule. Contact Chris Flannagan (775-3089), and he will assist you in verifying the capabilities of the remote sites that you wish to connect to. Please note that the CTL works solely with instructors or site facilitators, and does not accept phone calls regarding connectivity from students.
  • CTL Contacts the Registrar. Due to the complexities surrounding an IVDL class, departments must schedule IVDL classes through the CTL. Therefore, the CTL will contact the Office of the Registrar to schedule an IVDL classroom. Your department's lead scheduler will be provided with this information once the classroom has been scheduled. Classrooms will be scheduled 1-hour before the start, and ½-hour after the end of, an IVDL class.
  • Schedule Remote Sites. The CTL will contact the remote sites to schedule rooms and connections once a completed IVDL Request Form is received. The CTL will gather all pertinent information such as the remote IVDL classroom names & numbers, remote IVDL classroom phone numbers, delivery method (H.320, ATM, IP, ISDN), delivery data speed, etc.
  • IVDL Costs. Please contact Chris Flannagan at 775-3089 to discuss any WSU charges that may be incurred as a result of teaching an IVDL class. The CTL is not responsible for charges assessed at the remote sites. These charges are the responsibility of the requesting WSU college or department.

3 to 6 Months Prior to the Class

  • Line Up Site Facilitators.  Each IVDL instructor is responsible for lining up at least one site facilitator for each remote site (this can be one of the students attending the class if necessary).  We also highly recommend that you have a site facilitator with you in the origination classroom.  Each site facilitator(s) will be responsible for delivering all handouts to class, returning homework assignments, administer/proctor tests, contacting the CTL if equipment problems arise, and operating the IVDL equipment (i.e., cameras, microphones, switchers, etc.).
  • Instructor/Site Facilitator Training.  The current IVDL classrooms at Wright State University have been designed to be self-sufficient.  Although a CTL technician will be present at the beginning of each class to set up the room and to establish connectivity, the technician cannot stay to assist you during the actual IVDL class.  Therefore, the CTL offers regular training opportunities to familiarize instructors and/or site facilitators with the electronic and IVDL classrooms at Wright State University.  Instructors and site facilitators are required to be trained on the equipment prior to teaching in a Wright State University IVDL classroom.  Contact Chris Flannagan at 775-3089 for training information.In addition, remote site facilitators must be trained on the remote site equipment well in advance of the scheduled class.
  • Liability Releases.  Many remote sites (including most public K-12 schools) require outside organizations to sign liability releases in order to use their facilities.  The responsibility of liability releases lies with the WSU college or department requesting IVDL service.  The CTL must have copies of all approved liability releases prior to the start of all IVDL classes at WSU.  Contact Chris Flannagan at 775-3089 for more information regarding the process of handling liability releases.

1 to 3 Months Prior to the Class

  • Contact DAS (if necessary).  The CTL will contact the Department of Administrative Services (DAS) in Columbus to arrange for IVDL connectivity to all sites if Wright State is the origination site. The CTL will always schedule connectivity 1/2 hour prior to the scheduled class start time, and 1/2 hour past the scheduled end time.  DAS will provide confirmation numbers and VROOM numbers (if ATM sites are involved) once IVDL connectivity has been scheduled.  The CTL will then provide the technical contacts at the remote sites with this information.  (NOTE: If Wright State is a remote site, the CTL will contact DAS to verify Wright State connectivity only.)
  • Additional Equipment/Software Needs.  Each instructor must inform the CTL of additional equipment or software needs that aren’t part of the standard configuration of the IVDL classroom.  Computers in the IVDL classrooms are remastered daily; therefore, specialized software must be loaded prior to the start of each class.  In addition, since the IVDL equipment is computer-driven, specialized software must be tested with the IVDL software to ensure that the two programs are compatible.

15 to 30 Days Prior to the Class

  • Test Connection.  A test is conducted to verify connectivity to all sites.  Instructors and/or site facilitators attendance is not required for this initial connection.
  • Contact Sheet/E-mail Provided.  A contact sheet/E-mail with the names, phone numbers, pager numbers, cell phone numbers, and E-mail addresses of instructors(s), site facilitators, and technical facilitators at all sites is provided to all appropriate persons.  The contact sheet will also provide additional instructions such as what to do if one site cancels class due to inclement weather or what to do if a connection fails.

10 to 15 Days Prior to the Class

  • Practice Connection.  A practice connection is conducted to familiarize the instructor(s) and site facilitators with the IVDL equipment.  Potential problems and special needs are determined at this time.  A practice connection may be required even if the instructor and site facilitators have participated in a previous IVDL class as the technology is constantly changing and being updated.
  • Syllabus Provided.  Each IVDL instructor must provide a copy of their syllabus to the CTL so that the CTL may verify class meeting times with scheduled work orders.  Please note that the CTL will not charge for labor unless an instructor fails to notify the CTL of a cancelled connection 24 hours prior to the start of the class (this excludes emergency cancellations due to inclement weather, etc.). If this happens, standard CTL labor rates will apply.

Each IVDL Class Meeting

  • Connectivity Established.  A CTL technical support staff will arrive ½- to 1-hour prior to the start of class to set up microphones, start the IVDL equipment, and establish connectivity with the remote sites.  Instructors are required to arrive at least 15-minutes prior to the start of all IVDL classes.
  • End of Class.  Instructors or site facilitators may be asked to power down the equipment at the end of the class depending on the time of day.  If this is necessary, the instructor or site facilitator(s) will be shown how to do this before the start of the first class.

On-Going Considerations

  • Recording the Class.  The CTL must be notified at least one week prior to any class that you wish to have recorded.  The instructor is responsible for making the students aware that the class will be recorded well in advance of the class (see the following bullet point).  In addition, the instructor is responsible for having any guest lecturer sign an appearance release; recorded media will not be released until the CTL receives signed copies of all required appearance releases. A Photo/Video/Audio Release Form can be downloaded from the CTL website and used for this purpose.
  • Appearance Release Statement in Syllabus.  The CTL is receiving more and more requests to have IVDL classes recorded.  Therefore, each IVDL class must include the following statement in the course syllabus:
    • By participating in this IVDL class, each participant hereby gives Wright State University continuing permission to photograph, record, publish, and/or broadcast their participation in (name of class). Each participant also gives (name of college or department) permission to use and re-use such images and recorded media for any educational purpose Wright State University deems appropriate.
  • Remote Site Equipment Problems.  CTL staff members are not responsible for equipment problems at the remote sites.
  • Videotape/DVD Playback.  All videotapes and/or DVD’s must be tested on the IVDL system 1-2 weeks prior to its expected use in class.  PLEASE NOTE that media containing Macrovision (or similar copy protection technology) will not play back over the IVDL system.
  • Changes in DAS Connectivity.  Changes in connectivity to DAS are the responsibility of the site requesting the change.  The CTL will only be responsible for contacting DAS to make changes in Wright State connectivity