TTUNET DVN Operational Procedures

1. General
    1. The Texas Tech University Digital Video Network (TTUnet DVN) will be operated by the Telecommunications Conferencing Services group in the Division of Information Technology
      1. A Conferencing Services Coordinator is responsible for
        1. Reservations for all TTUnet DVN classes and meetings
        2. Coordinating and establishing TTUnet DVN classes and meetings with non-TTU locations
        3. Resolving operational problems with network connections, and TTUnet inventoried equipment
      2. Video Conferencing facilitators provide
        1. Training in the use of TTUnet DVN Classrooms and Meeting rooms
        2. In-room facilitation of classes & meetings on a reservation basis
    2. Room Classification
      1. All TTUnet connected end-sites will be classified as a Classroom, Meeting room, or Special Purpose room
      2. The classification of an end-site is established by either the Office of the President, the Office of the Provost, or the appropriate Divisional Vice President
    3. TTUnet DVN Classrooms
      1. The primary use of a DVN Classroom is for the reception and delivery of both credit & non-credit ITV courses
      2. A DVN Classroom is subject to open scheduling [2.2] by the Conferencing Services Coordinator
      3. In addition to DVN courses the room will be scheduled for classes with special multimedia requirements [see also 2.5.1]
      4. Traditional classes will not be scheduled unless no other facility is available [see also 2.5.2]. The access control required in an DVN classroom may not be compromised by the scheduling of non-ITV classes [see also 2.5.1]
    4. TTUnet DVN Meeting rooms
      1. The primary use of a DVN Meeting room is for University sponsored ITV events & meetings
      2. A DVN Meeting room is subject to open scheduling [2.2] by the Conferencing Services Coordinator
      3. Meeting requests from Non-University entities are handled on a case-by-case, cost recovery basis
    5. TTUnet DVN Special Purpose rooms
      1. The primary use of a DVN Special Purpose room is dictated by the nature of the facility in which it resides (e.g. conference room, office, multimedia room, training room, etc.)
      2. A special purpose room will not be available for open scheduling [2.2]. The local room coordinator is responsible for requesting TTUnet use through the Conferencing Services Coordinator
    6. Each location containing a TTUnet DVN connected end-site will designate a location coordinator who is the primary point of contact for local facility operational issues (building access, room security, etc)

2.  Scheduling
  1. All video conferences utilizing TTUnet will be scheduled through the Conferencing Services Coordinator to reserve rooms, facilitators, and network access
  2. Open Scheduling – certain rooms and resources will be classified as generally available for videoconferencing by reservation through the Conferencing Services Coordinator.
  3. Distance Learning ITV classes will be requested by the Office of the Provost and reserved through the Conferencing Services Coordinator in rooms available for open scheduling [2.2]. Requests submitted prior to the following dates will be considered simultaneously. Requests submitted after the following dates will be scheduled on a space/capacity-available basis according to the precedence guidelines
    1. Fall semester: requests submitted prior to the previous April 1
    2. Spring semester: requests submitted prior to the previous October 15
    3. Summer semester: requests submitted prior to the previous March 1

      For a detailed description of dates related to scheduling of ITV classes, please see the IVC Course Scheduling Calendar posted on the TTU Distance Learning web site.
       
  4. Scheduling precedence - The Office of the Provost and the Conferencing Services Coordinator will use the following guidelines when scheduling rooms and network resources
    1. Video Classrooms
      1. Regularly scheduled remote, distance learning video classes
          1. Host-college/division
          2. Other colleges/divisions
      2. Single-session meetings, seminars, guest lectures, etc., via videoconferencing
      3. Regularly scheduled meetings, seminars, guest lectures, etc., via videoconferencing
      4. Regularly scheduled intra-campus video classes
      5. Regularly scheduled classes
      6. Regularly scheduled meetings
      7. Ad hoc meetings via videoconferencing
      8. Ad hoc meetings, guest lectures
    2. Video Meeting Rooms
      1. Regularly scheduled meetings, seminars, guest lectures, etc., via videoconferencing
      2. Single-session meetings, seminars, guest lectures, etc., via videoconferencing
      3. Regularly scheduled remote, distance learning video classes
          1. Host-college/division
          2. Other colleges/divisions
      4. Regularly scheduled intra-campus video classes
      5. Ad hoc meetings via videoconferencing
      6. Regularly scheduled meetings
      7. Ad hoc meetings, guest lectures
  5. Conflict resolution - The TTUnet Video Coordinator will work with conference requestors, local room coordinators, and Academic Facilities, to resolve scheduling conflicts along the precedence guidelines found in 2.4
    1. Areas needing to schedule TTUnet DVN classrooms or meeting rooms for purposes other than video conferences [see 2.1] will schedule the room with the Conferencing Services Coordinator to avoid scheduling conflicts
    2. TTUnet DVN Classrooms and Meeting rooms will be removed from traditional class scheduling by Academic Facilities until Texas Tech's distance learning methodology has matured and more experience has been gained
    3. Scheduling conflicts that cannot be resolved will be referred to the Distance Learning Executive Committee.
  6. Class and meeting requests will be scheduled and confirmed with the TTUnet Video Coordinator before being advertised and published. Reservation requests cannot be guaranteed until confirmation has been received by the requestor from the Video Coordinator
  7. Hours of operation
    1. Classes -
      • Monday-Friday 8:00am - 9:00pm
      • Saturday 8:00am - 5:00pm
    2. Meetings - Each meeting room's hours of operations will be determined in part by their respective facilities' hours. Each location coordinator has been asked for typical hours of operation to aid in determining room availability
    3. No videoconferences will be scheduled within 30 minutes of another videoconference to allow for proper setup and testing.
 3.  Security
  1. Faculty and staff who have a need to use the DVN Classrooms and Meeting rooms will be granted access. All individuals who have access will be familiarized with the security needs of the facility
  2. TTUnet Conferencing Services will be funded sufficiently to replace damaged and stolen equipment, especially smaller peripherals such as keyboards, remote controls, etc.
4.  Support
  1. Problems will be reported to a TTUnet Conferencing Services phone number which would be answered by Conferencing Services staff, or will page the Video Coordinator if busy or unanswered
  2. TTUnet Conferencing Services will attempt to resolve all problems with ongoing conferences as soon as possible. It is recommended that a class or meeting be canceled if the problem cannot be resolved within 30 minutes.
  3. All scheduled classes and meetings will be tested prior to the start time.
  4. Training
    1. TTUnet Conferencing Services will provide training and familiarization with the TTUnet DVN Classrooms and Meeting rooms
    2. TTUnet Conferencing Services and the Teaching Learning and Technology Center work together to develop a faculty training program
5.  Phone
  1. A phone will be provided in each room for obtaining assistance, etc.
  2. The phone line will be restricted to placing local calls or calling card calls
6.  Network Use
  1. No usage charges be billed for on-net videoconferencing calls. On-net calls are those which traverse TTUnet or any other directly connected network which does not incur a usage fee
  2. Costs incurred for off-net videoconferencing calls will be the responsibility of the requesting department. The Telecommunications Department will develop a method for billing and charge back. Off-net calls are those which traverse the public switched telecommunications network (PSTN) or those which incur usage fees
  3. Non-university entities will pay hourly room fees, any off-net expenses and any after-hour staff charges as appropriate. The Telecommunications Department has researched and implemented an appropriate fee structure.
7.  Connecting to TTUnet DVN
  1. Texas Tech University and external entities will contact the TTUnet Conferencing Services Coordinator for information on connecting sites to the TTUnet DVN
    1. TTUnet Conferencing Services has published supportable video conferencing system configurations
    2. TTUnet Conferencing Services has published connection requirements for both H.320 and H.323 video conferencing system
    3. Support levels for each site will be established on a case-by-case basis in conjunction with the appropriate area
  2. New sites are expected to participate in accordance with the acceptable use, security, and scheduling policies of TTUnet DVN
  3. All costs of connecting sites to TTUnet will be born by the requesting Area(s)
  4. Initial costs of connecting TTUnet to other networks will be born by the requesting Area(s)