Appendix B: Operating guidelines for IHETS-delivered television activities

NOTE: The lease for the satellite system will expire June 30, 2006. IHETS will not support the system after that time and is offering a new service, IHETS Interactive, to replace it.

The IHETS Television network utilization policy defines various functions and sets forth principles for the universities’ use of IHETS Television. The following guidelines have been established by various IHETS committees since 1969 to facilitate the intercampus relationships involved in day-to-day network use. Unless otherwise indicated, the guidelines apply equally to credit and noncredit TV activities.

Forms used for IHETS-delivered television activities

The TV origination coordinator at the primary sponsoring institution will initiate a Television Usage Agreement (Appendix D) and a Program Information Sheet (Appendix E) for each of the receiving campuses agreeing to participate in the activity. Upon receiving the agreement forms, the TV reception coordinator or other designated person at each receiving campus should (1) complete and sign them for the institution, (2) retain two copies for internal use as appropriate, and (3) return two copies to the sponsoring campus. These agreements guarantee the receiving campus that it will be reimbursed for the program costs stated on the agreement forms. Prompt return of the forms helps assure timely scheduling of the network transmission to the authorized Receive Sites.

Fee collection

The business or continuing education office of the receiving campus will collect fees from students or conference participants if requested by the sponsoring institution. If this assistance is requested, the business office of the receiving campus will supply the sponsoring institution with a class roster and a financial report. Remissions and The “Program Fee Per Participant” or tuition cost will be established by the sponsoring institution. Responsibility for the assessment and collection of fees or charges covering such extras as participants’ lodging, meals, parking, luncheon, favors, etc., will remain with the receiving institution unless otherwise arranged in advance. The sponsoring institution will not be liable for expenses incurred in connection with such services.

Charges

Coordination and technical fees may be negotiated to cover costs by sponsoring and receiving campuses as needed. A reception site that opens its facilities to others is encouraged to establish a rate structure for various costs and to make those costs known to the TV originators so they can budget appropriately when planning an activity. The following guidelines are suggested as starting points.

Reception coordination charges: Reception coordination charges should be based on estimated out-of-pocket costs (i.e., wages, postage, sign preparation, etc.) for credit or noncredit TV activities. The suggested coordination charge for credit TV activities at each reception location is $7.50 for each hour per session. The suggested coordination charge for noncredit TV activities at each reception location is $40 for the first day and $10 for each additional day of a particular activity for the duration of the activity.

Technical support charges: Suggested basic technical support charges for noncredit TV activities at each location are $15 for the first hour and $7.50 for each additional hour per session. Charges do not reflect actual airtime but are relative to utilization of required technical services and personnel.

Cancellations: When an activity must be cancelled less than five working days prior to an event, or after the first class meeting, the receiving location will be paid one-half of the agreed-upon first day’s coordination charge as reimbursement for coordination and/or technical expenses already incurred. It is recommended that sponsoring institutions conduct preregistration to help determine the need for site utilization at the earliest possible date and to minimize last-minute cancellations.

Waiver: Under some circumstances, fees may be waived or absorbed at the discretion of the receiving location upon request of the sponsoring institution. (See IHETS Television Network Utilization Policy.)

Technical support procedures

IHETS committees and TV network users have traditionally recognized a basic level of technical support that must occur at reception sites: (1) making the necessary technical arrangements for receiving the signal, (2) checking the operating condition of the receiving equipment, (3) monitoring the program reception, (4) reporting trouble, and (5) directing the use of Digital TeleResponse when required. The IHETS Television Network Utilization Policy provides that inadequate support service at a reception location, as established by the Television Usage Agreement, may result in withholding full or partial payment from the receiving location.

Advance Preparations: Errors are more likely to occur when last-minute details are still outstanding. Therefore, it is advisable to check the room(s) from several hours to a day or two prior to a scheduled television activity. An advance check-out should include turning on the equipment, connecting Digital TeleResponse to be sure it works, and ensuring that there are enough seats for the expected audience. (Sometimes a room without a Digital TeleResponse jack is scheduled; checking such items in advance makes it possible to schedule another room prior to the arrival of the participants.) It may also be advisable to check adjoining rooms for standby equipment, additional chairs, or overflow audience seating.

Regular Network Monitoring: The Minimum Standards for IHETS Television Reception requires that each receiving location monitors the incoming IHETS TV signal each day a program is to be received and report any problems to IHETS Network Control. Adhering to this procedure can help discover signal problems well before an activity begins and prevent program loss.

Supporting the Activity: The technician should arrive at the reception room not less than 15 minutes prior to the start of the activity and must perform the following duties:

1. Turn on the TV equipment. Allow the equipment five minutes to warm up. The audio level may need to be turned down so that the audio does not disturb other classes. In the meantime, check to see that all monitors and the tuner are on and tuned to the correct channel.
2. After the warm-up time, turn the audio up enough to determine whether the tuner is properly adjusted; adjust if necessary. A properly tuned signal should have a clear picture (i.e., not snowy or distorted) and the audio should be crisp and clear (i.e., not muddled, scratchy, or otherwise distorted).
3. Turn down the audio again until the test signal is switched off-line, usually one or two minutes before the program is to begin. Then turn up the audio and adjust it to the proper level when the program starts.
4. If Digital TeleResponse is required, set up the classroom unit according to the directions for Digital TeleResponse operation. The technician is responsible for the Digital TeleResponse unit and is expected to replace the components and return the unit to its proper location as soon as possible after using it.
5. Remain in the room for at least the first 10 minutes of the program to evaluate the technical quality. After that time, the technician may remain in the room to watch the program. If leaving the room, the technician must inform the local host or proctor where the nearest telephone is located and where she can be contacted.
6. Most problems will occur within the first few minutes, but problems can appear later; therefore, the activity should be monitored periodically from the reception room or a nearby television control center. Valuable time can be saved if the technician discovers a signal loss before participants call.
7. Notify the appropriate person(s) on the receiving campus and at IHETS of any problems that cannot be handled locally. Give your name, location, activity, and the nature of the problem as clearly as possible.

Television usage coordination procedures

The IHETS Television Network Utilization Policy provides that the TV reception coordinator at each receiving campus is responsible for assuring that certain basic functions are performed: (1) scheduling room(s) for the activity, (2) assigning staff to be available to help in emergencies and assuring that students know where that person may be contacted during the activity, and (3) assigning staff to be responsible for ensuring that all necessary equipment is in the room on time in good operating condition, for instructing participants in use of Digital TeleResponse when required, and for securing the equipment after use. In addition, receiving location personnel will arrange for the building and room(s) to be open and will arrange facilities for registration and fee collection when required.

Assuring reimbursement: Any services beyond these will necessitate additional charges and should be specified on the Television Usage Agreement. Campuses completing the Television Usage Agreement and billing the originating or sponsoring campus will receive payment for these functions. Bills should be submitted within 30 days, if at all possible.

Other helpful activities: Though nonreimbursable, several other activities may prove helpful to a receiving campus in hosting off-campus guests attending a television activity.

Answering calls: It may be helpful for the receiving campus operator to forward calls concerning the television activity to the appropriate local office. Therefore, the operator should be informed of the various functions scheduled. In addition, someone in the appropriate office should know basic details about the activity such as date, time, and location. While this service is not required, it is helpful for community residents to be able to call the local campus for answers to basic questions.

Forwarding calls: In some cases, callers may ask questions best answered by the originating campus. The originating campus should provide the name and telephone number of someone whom can answer questions about, for example, which books to purchase or content of programs. It may be possible for your campus operator to forward these calls via SUVON to the correct extension on the originating campus.

Other coordination: While the activity may originate at a campus several hundreds miles away, local residents attach the receiving campus name to it since they will be attending the activity there. Additional services, for which the receiving campus may or may not charge, include attending the first session to welcome the participants, providing coffee or other refreshments, parking stickers, paper, and pencils for participants.