CTL Policy #701: Booking A Videoconference or IVDL Class

Description

A videoconference or IVDL (Interactive Video Distance Learning) class is an interactive conference/class between two or more participants at different sites by using computer networks to transmit audio and video data. The CTL also has a Gateway and MCU that enables multipoint videoconferencing—this allows up to twenty sites to communicate simultaneously as if they were meeting in the same room. The CTL can connect to remote sites via various networking protocols such as H.320, H.321 (ATM), and H.323 (IP) through the State of Ohio’s videoconferencing network.

Primary Contact

IVDL Engineer (Chris Flannagan – 3089)

Alternate Contact(s)

Associate Director, Operations (Andy Montesano – 2802)
Computer Systems Administrator (Tom Mills – 2393)
Senior Broadcast Engineer (James Graham – 2881)

Effective Date

January 1, 2006 (revised)

1. Refer the request to the IVDL Engineer.
2. If the IVDL Engineer is not available proceed with the following steps:
   1. A CTL Videoconference/IVDL form is accepted or filled out with all required client and event information (account number or billing address for off-campus clients, authorized signature, contact person, phone number, the name of the event or class, total number of on-campus participants (i.e., Wright State participants), the preferred time and date(s) of the event or class, remote site locations, and the names & phone numbers of technical contacts at the remote sites).
   2. Inform the client that someone will get back with them once the room, system, and remote site(s) availability has been determined.
   3. Contact the Office of the Registrar (X5590) to reserve a general-purpose classroom. Current rooms available for facilitating videoconferences or IVDL classes include 270 Allyn Hall, 054 Rike Hall, and 146 Russ Engineering. In addition, 023N Dunbar Library is available for videoconferences only. Classes cannot be scheduled in 023N Library without prior approval from the Associate Director or the Director of the Center for Teaching & Learning!
   4. If Wright State is the origination site, contact the remote sites to verify the availability of their room(s) and method(s) of connecting to Wright State University.
   5. Contact the IVDL Engineer or Dave Michel to determine how Wright State will establish connectivity.
   6. If the videoconference or IVDL class will be held in 270 Allyn Hall, 054 Rike Hall, or 146 Russ Engineering, the class or event must be booked via the CTL database with “Tech to Setup Room” entered as a note.
   7. Call the client back to verify all information.
3. Once the IVDL class or videoconference has ended, copies of all request forms, production forms, service agreements, copyright clearances, talent releases, etc. are submitted to the front office for billing (if necessary) and filing.

Notes:

• Some classes or events may only need to be booked via the CTL database (i.e., all the legwork has been done).