The following steps outline the procedure to be followed when scheduling an ad-hoc meeting requiring the use of the Board of Regents multi-point video conferencing equipment.
The meeting coordinator should determine the date, time, duration and participants for the meeting.
All information concerning the meeting time, duration and participants must be determined by the meeting coordinator before contacting the Board of Regents Video Staff.
Before finalizing the meeting date and time, the meeting coordinator should consult the Video Conferencing – Current Schedule found on this site. In the event the decided upon time is blocked off for “Scheduled Downtime”, the day is labeled as “BoR Holiday”, or the day is labeled as “BoR Offices Closed” – the meeting coordinator must either reschedule the meeting for a different time, or find another means of conducting the multi-point meeting that does not require the use of the Board of Regents multi-point video equipment.
The meeting coordinator is responsible for all contact with the meeting participants. The Board of Regents Video Staff will not contact any participant on behalf of the meeting coordinator and will direct any participant which contacts them to the meeting coordinator.
The meeting coordinator should collect firm room assignments for all participants.
In many instances, the meeting coordinator will contact the video coordinator at their institution for assistance with this step.
The information for a room assignment includes:
- the institution the room is at
- an IP address for the video equipment in the room
- contact information for the video coordinator at the institution (name, email, phone number)
- optional – the physical location of the room at the institution
The institution, IP address, and video coordinator information are required for scheduling. The physical location is more for the participant but will also assist the Board of Regents Video Staff in identifying the video equipment in their equipment list.
To collect a room assignment, the meeting coordinator should either:
- contact the video coordinator at the participant’s location and request an assignment
- have the participant request an assignment through the procedure in place at their institution and report this information back to the meeting coordinator
The contact information for video coordinators at many institutions can be found in the Video Coordinator Directory available on this site. In the event the meeting coordinator does not have the video coordinator contact information for a participant and the Video Coordinator Directory does not contain an entry for the participant’s institution, the meeting coordinator should contact the Board of Regents Video Staff via email (firstname.lastname@example.org) and they will attempt to locate this information (no guarantee is made that this information will be found). If found, the Board of Regents Video Staff will add the information to the Video Coordinator Directory and notify the meeting coordinator so they may proceed with requesting the room assignment.
Rooms and equipment at each institution are usually scheduled on an “as needed” basis and the same room may not always be available. The meeting coordinator should request a room assignment for each participant for each meeting, and not use an assignment from a previous meeting unless directed to do so by the video coordinator for that location.
The Board of Regents Video Staff will not contact any institution on behalf of the meeting coordinator for the purpose of requesting a room assignment.
The meeting coordinator should submit needed information to the Board of Regents Video Staff via the online Ad Hoc Meeting Request Schedule form.
This information should be submitted a minimum of 3 full working days (Monday through Friday excluding scheduled Board of Regents Holidays) before the day of the meeting. This lead time is required to give the Board of Regents Video Staff time to contact the various institutions and conduct necessary tests before the meeting. A lead time of 7 full working days or more is preferred as the Board of Regents Video Staff must coordinate with each institution for these tests and scheduling conflicts sometimes arise. The Board of Regents Video Staff will schedule a meeting request without the requested minimum 3 full working days lead time, however the meeting coordinator should understand there is a greater chance issues will arise while the meeting is being conducted since needed tests may not have been performed for all locations.
Any meeting coordinator who submits meeting information to the Board of Regents Video Staff (or to a Board of Regents staff member) via a channel other than the Ad Hoc Meeting Request Schedule form will be required to resubmit the information via the Ad Hoc Meeting Request Schedule form.
The Board of Regents Video Staff will contact all video coordinators involved to verify room assignments and schedule technical test sessions.
While the Board of Regents Video Staff highly recommends all sites participate in these technical test sessions, the individual sites are separate from the Board of Regents and as such, the Board of Regents Video Staff cannot require a site to participate in a technical test session. In the event a video coordinator declines to participate in a technical test session, the Board of Regents Video Staff will not assist or provide resources to troubleshoot any issues with that site’s connection to the scheduled meeting.
Results of this step will be conveyed to the meeting coordinator via email from the Board of Regents Video Staff. In some instances, results of these technical test sessions may force changes in room assignments. It is the meeting coordinator’s responsibility to make sure participants have been notified of any changes to their room assignment.
Since the scheduling of these technical test sessions is already an integral part of the scheduling process, there should be no request made by the meeting coordinator or any video coordinator to the Board of Regents or to other participant sites concerning the scheduling of these technical test sessions.
In order to conduct these technical test sessions in the most efficient manner, the meeting coordinator and meeting participants should not be involved or present during the technical test sessions. The only parties needing to participate in these technical test sessions are the Board of Regents Video Staff and the involved video coordinators (with or without their onsite technical personnel).
The Board of Regents Video Staff will finalize the scheduling of the meeting in their equipment and notify the meeting coordinator that the scheduling process is complete.