TTUHSC IT Policies
2. INSTITUTIONAL VIDEOCONFERENCING SYSTEMS
The TTUHSC Information Technology (IT) Division maintains, operates, and supports Institutional videoconferencing systems installed in classrooms, conference rooms, telemedicine facilities, and network control centers, and similar locations throughout the TTUHSC system. TTUHSC relies heavily upon these systems to fulfill its commitments in the areas of distance learning, telemedicine, and general purpose videoconferencing. To preserve the value of this technology as a teaching, healthcare, and communications medium, it is necessary to set standards for user training, acceptable use, configuration management, resource scheduling, and security for TTUHSC videoconferencing systems.
This policy applies to all videoconferencing equipment, systems, software, and services maintained, operated, and supported by the TTUHSC I.T. Division, connected to the TTUHSC network, or operated in TTUHSC facilities. This includes but is not limited to multi-media teaching podiums, projectors, cameras, microphones, monitors, PCs, laptop PCs, and similar items installed in TTUHSC distance learning classrooms, conference rooms, telemedicine facilities, and similar locations; or brought into TTUHSC facilities for use by faculty, staff, students, or non-TTUHSC employees.
Responsibilities
TTUHSC operates and maintains physical videoconferencing systems for distance learning, telemedicine, and general purpose videoconferencing, with strategic oversight and operational direction from the CIO or designee. The Senior Director of Telecommunication Services is the contact person for all connectivity issues between the central and regional campus videoconferencing systems and the TTUHSC WAN.
The Senior Director of Telecommunication Services is the main point of contact with Facilities Planning and Construction and Physical Plant at all campuses for all new construction and major renovations involving videoconferencing systems. Minor renovations are not authorized at the local level.
Institutional videoconferencing systems are multiple user facilities throughout the TTUHSC System, and use of these resources is based upon adherence to standards of acceptable use and respect for the needs of other users or user groups. Additionally, videoconferencing equipment, systems, software, and services are subject to the same policies and rules that govern other electronic communications at TTUHSC. (See also Security, Intellectual Property Rights, Copyright, and Disciplinary Process).
User Training
The TTUHSC I.T. Division strongly recommends that those individuals or groups having a need to use Institutional videoconferencing systems take advantage of user training available for the classroom and telemedicine systems. This training is designed to familiarize customers with the technology to enable them to use it effectively for their presentations, teaching sessions, telemedicine consultations, and similar applications.
- Familiarization training on the distance learning classroom system is available at all TTUHSC campuses, and may be scheduled with the I.T. Division’s Education Services Department in Lubbock at (806) 743-1500.
- Familiarization training on the telemedicine systems is available from the Division of Rural and Community Health in Lubbock at (806) 743-1338.
Configuration Management
In order to ensure equal access to educational, medical, and other services delivered via Institutional videoconferencing systems, these systems have been equipped with a standard set of multi-media features and functionality at all TTUHSC campuses. This ensures consistency of functionality and performance from campus to campus. It also minimizes issues related to system support such as equipment and parts availability, maintenance costs, security, and required technical skill sets. The Chief Information Officer (CIO) or designee is the approving authority for all configuration changes, and with certain exceptions, users are not permitted to alter the standard configuration or functionality by adding, removing, or reconfiguring hardware or software. The installation of unapproved hardware or software on Institutional videoconferencing systems or the intentional alteration or misconfiguration of these systems is a violation of policy. (See also Disciplinary Process)
The following actions by users are permissible and are not considered unauthorized configuration changes:
- Making minor adjustments, settings, and feature/functionality selections to user-accessible equipment. (The I.T. Division encourages users to coordinate these changes with the TechLink Control Center to avoid potential disruption of network events).
- The loading of content CDs, diskettes, DVDs, and user files on PCs in multi-media teaching podiums. (The loading of application programs on these PCs by users is not permitted and must be approved in advance by the I.T. Division. Additionally, all user files should be removed at the end of each videoconferencing session).
- The temporary connection of user-owned laptop computers to the multi-media teaching podiums. (The I.T. Division encourages users to include this requirement when submitting their resource reservation requests and to make their laptops available to I.T. staff in advance of scheduled events to ensure proper setup and functionality).
Requests For Change
Faculty, staff, or students desiring to change the configuration, features, or functionality of an Institutional videoconferencing system or facility may submit their written requests to the Senior Director of Telecommunication Services, Information Technology Division, MS 7755 for evaluation. Requests should include the following information:
- Requestor’s name
- Requestor’s department name
- Requestor’s telephone number and e-mail address
- Description of the requested change
- Reason (justification) for the requested change
- Affected facility and system (such as Odessa HSC, Room 1C-12, teaching podium)
Requests should be as specific as possible to ensure a proper evaluation. Upon completion of an evaluation, Information Technology will respond to the requestor, and if the change is approved, work with the requestor on an implementation plan.
(Anyone needing technical assistance to accurately document a request for change may contact the Senior Director of Telecommunication Services at (806) 743-1500, ext. 244 for support.)
Equipment And Services
TTUHSC will implement videoconferencing equipment and services that adhere to the National Television Standards Committee (NTSC), H.320, and H.323 communication standards for videoconferencing. This policy will be reviewed and amended as applicable communication standards change, and as products and services emerge that improve videoconferencing quality and reliability. Only videoconferencing hardware, software, and services approved by the CIO or designee may be installed on Institutional video conferencing systems. (See also I.T. Procurement Review). The Information Technology Division reserves the right to remove any unauthorized or misconfigured hardware or software from Institutional videoconferencing systems immediately and without prior notice.
Connectivity
Only videoconferencing hardware and software approved by the CIO or designee may be connected to the TTUHSC network infrastructure. (See also Network Access and I.T. Procurement Review). The Information Technology Division reserves the right to remove any unauthorized or misconfigured videoconferencing hardware or software from the TTUHSC network immediately and without prior notice.
Resource Reservation (Scheduling) Priorities And Procedures
Due to consistently heavy demand for services throughout the year, the use of these resources for distance learning, telemedicine, general purpose videoconferencing, and non-broadcast events is handled on a scheduled basis according to the following priorities and procedures. This is necessary to ensure adherence to Institutional priorities involving videoconferencing resources and to optimize user access to related services.
Scheduling Priorities
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Distance Learning Classrooms (all TTUHSC campuses):
- Priority 1 - Videoconferencing (TechLinking) with another TTUHSC campus or endpoint outside the TTUHSC network for academic courses of TTUHSC.
- Priority 2 - TechLinking with another TTUHSC campus or endpoint outside the TTUHSC network for conferences, meetings, non-academic training, and similar events.
- Priority 3 - Non-TechLink (non-broadcast) use of distance learning classrooms and/or their installed videoconferencing systems.
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Conference Rooms With Videoconferencing Capability (all TTUHSC campuses):
- Priority 1 - Internal use by the administrator, dean, department, or school with administrative control of a conference room, whether for TechLinking or non-broadcast purposes.
- Priority 2 - Use by persons or groups outside the department, school, or area with administrative control of a conference room, when permitted by the responsible administrator, dean, or department head, whether for TechLinking or non-broadcast purposes.
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Telemedicine Consultation Facilities (all TTUHSC campuses)
- Priority 1 - TechLinking with a TTUHSC, community, or Texas Department of Criminal Justice (TDCJ) telemedicine facility for scheduled or emergency telemedicine consultations.
- Priority 2 - TechLinking with a TTUHSC, community, or TDCJ telemedicine facility for telemedicine education, training, or demonstration purposes.
- Priority 3 - Non-broadcast use of TTUHSC telemedicine facilities by telemedicine staff for telemedicine education, training, or demonstration purposes.
- Priority 4 - TechLinking or non-broadcast use of TTUHSC telemedicine facilities by non-telemedicine/telehealth faculty, staff, or students.
NOTE: In the event of an emergency telemedicine consultation when no other videoconferencing resources are available, resources previously scheduled for other broadcast or non-broadcast purposes such as classes or meetings may be reassigned to accommodate the emergency situation. All reasonable attempts will be made to inform the organizer of the scheduled event, but such notification cannot be guaranteed.
Scheduling Procedures
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With the exception of instances in which the requestor has no prior notice of the need to schedule videoconferencing services, all scheduling requests are to be submitted in writing via e-mail, fax, or hardcopy. For assistance in completing a resource reservation (scheduling) request:
- At the Lubbock campus, contact the Classroom Support Department at (806) 743-2288 for assistance in scheduling the use of distance learning classrooms and videoconference-capable conference rooms for either TechLink or non-broadcast events. Contact the Information Technology Division directly at (806) 743-1500, ext. 277 (or alternate 266)for assistance in scheduling the use of production studio, satellite, and audio bridging services.
- At the regional campuses, contact your school’s administrative offices for the name and telephone number of your regional campus scheduler. This person will assist in scheduling the use of distance learning classrooms and videoconference-capable conference rooms, auditoriums, meeting rooms, and similar facilities for either TechLink or non-broadcast events.
- At all campuses, contact the Division of Rural and Community Health at the Lubbock campus at (806) 743-1388 for assistance in scheduling the use of telemedicine facilities.
Changes To Scheduled Events
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To ensure the maximum level of customer service, users should report any change that affects a scheduled event to their scheduler as soon as possible. With the exception of instances in which the requestor has no notice of the need to make a change to a scheduled videoconferencing event, all requests should be submitted in writing via e-mail, fax, or hardcopy. Changes that should be reported include but may not be limited to:
- Event cancellations.
- Changes in origination site.
- Changes in event start or end times.
- Changes event dates.
- Changes in group size.
Technical Difficulties
Customers who experience technical difficulties or need assistance with the use of Institutional videoconferencing systems during TechLinked or non-broadcast events may contact the Video Network Systems Control Center by telephone, or directly via network audio during the event if the audio link is functioning properly. Depending upon their location, customers contacting Systems Control via telephone should use one of the following numbers:
Lubbock: (806) 743-9200 x253
Amarillo: (806) 356-4629
Dallas: (214) 372-5300 x247
El Paso: (915) 545-6407
Midland: (432) 620-9905 x236
Odessa: (432) 335-5197
All other locations: Use the Lubbock number
Security
Institutional videoconferencing equipment, systems, and services are subject to the same security policies and rules that govern other electronic communications at TTUHSC. (See also Security and Disciplinary Process).
Audits of Videoconferencing Equipment, Systems, and Software
See Security.