Scheduling a Videoconference

OTS follows the procedures set forth in a 1994 memorandum from Chancellor William H. Cunningham to schedule videoconferences and to resolve any conflicts.

Please follow the guidelines below when requesting videoconferences, but read the entire U.T. System Compressed Video Class Scheduling Procedure for important information about scheduling time on the U.T. System Video Network.

Guidelines for Scheduling a Videoconference

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:

Fall Semester: Requests submitted prior to the previous February 1.
Spring Semester: Requests submitted prior to the previous June 1.
Summer Term: Requests submitted prior to the previous December 15.

If possible, requests should include a minimum of three alternative times and a statement of priorities. This will increase flexibility when conflicts are identified. Schedule commitments will be announced approximately 30 days following the specified deadlines. This time will be used to resolve conflicts. Priority will be given to courses which are parts of approved cooperative degree programs and other special commitments.

Steps for Scheduling

U.T faculty or staff who want to request to host or to participate in a videoconference for educational, administrative or research purposes must:

1. have access to a videoconferencing facility,
2. have a network connection to the U.T. System Video Network,
3. know the date and time of videoconference, and
4. supply information about the hosting or participating site(s).

After reading through the information, please e-mail OTS at video-scheduling@ots.utsystem.edu with any questions or requests you may have. Staff will send you any forms that are required.

1. Access to Videoconferencing Facilities

In order to participate in or host a videoconference, U.T. System faculty and staff must find a videoconferencing facility with the necessary viewing or production equipment. Many departments on each campus maintain videoconferencing facilites for internal use as well as for public use. Please see your local videoconference liaison.

2. Network Connections to the U.T. System Video Network

Dedicated connections to the U.T. System Video Network are required for all videoconferences scheduled through OTS. Each component institution has a dedicated connection to the U.T. System Video Network Operations Center (NOC). Facilities at each university are maintained by each university; contact your local videoconference liaison.

Remote ISDN Connections

If an off-campus host or participant does not have a dedicated connection to the U.T. System Video Network, that host or participant must connect using one of the ISDN dial-up connections available for use from the NOC. OTS staff either "dials-out" to the host or participating site or the off-campus participant "dials-in" to the NOC. OTS staff does not perform outbound (dial-out) ISDN calls outside the contiguous 48 states. ISDN calls outside of the 48 states must be dial-in calls.

What Do Network Connections Cost?

There are no connection charges or administrative fees for use of the statewide U.T. System Video Network serving U.T. System components, excluding ISDN services.

For outbound, dial-out ISDN connections, actual line charges plus a $50.00 administrative fee will be charged. E-mail Video services at video@its.utexas.edu for current charges. There are no line or administrative charges for any ISDN dial-in service.

3. Date and Time of Videoconference

Please provide the date or range of dates on all videoconference requests. Requests can be made for semester-long classes and programs or for one-time special events. Please provide the start time and end time. Provide the actual start time, but be aware that OTS staff will schedule testing at least 30 minutes and up to one hour prior to the videoconference to ensure the best possible audio and visual qualities.

4. Information about the Hosting or Participating Site(s)

In order to connect to the other point or points on a videoconference, OTS staff will need to know the names, locations, technical information and contact persons at the hosting site or participating sites. For a complete list of information required, please e-mail video-scheduling@ots.utsystem.edu with your requests or questions.