How to schedule a class or meeting

The scheduling process is governed by the IHETS Interactive scheduling policies. Please review these policies before submitting your first request.

To use IHETS Interactive for a class, meeting, or other event, a reservation must be made in advance by submitting a request via the IHETS Interactive scheduling request form. We recommend printing a copy of this page so that you can follow the instructions as you complete the form. 

After the form is submitted, your request will be reviewed by the IHETS Interactive scheduling team, and you will receive a message confirming or denying the request. The message will include a confirmation number that can be used in combination with the project number to modify your request, if needed. Once the meeting room has been created, a message containing the room’s URL and other important information will be sent to the scheduling requestor and meeting host(s). Save confirmation messages so that you can refer to them at a later date.

If you need to change or update your request, see Updating a scheduling request.

Creating a new scheduling request

1. Check the list of IHETS Interactive scheduling contacts before completing the form. If a contact is listed for your institution, your request(s) must be submitted by the contact. If you are the designated scheduling contact—or if contacts for have not yet been established—proceed to step 2.
   
   
2. Point your browser at or click the link below to access the scheduling request form:
   
   http://webapps.ihets.org/progserv/dms/meeting/scheduling/new_request.html
   
   
3. Complete the form. If you don’t have enough information complete a field(s), enter an estimate or leave blank. You can edit request(s) once reviewed and confirmed.

Completing the scheduling request form

The following explains each “tab” or section on the request form and provides information on how to complete each field.

Requestor

Enter information about yourself and your organization.

• Organization: Select the name of your institution from the pull-down list provided. If your institution is not listed, or if your organization is not affiliated with a higher education institution, select Other and enter the name of your organization into Other organization.
  
• Contact name: Enter your name.
  
• Contact e-mail: Enter your e-mail address. All communication from IHETS about your request will be sent to this address.
  
• Check Notify requestor? to receive an immediate acknowledgement that your request has been received and a confirmation notice when the request is approved. If left unchecked, you will only receive the confirmation notice.
  
• Click Next to move to the next tab.
  

Host(s)

Enter information about the individual(s) who will host the meeting and/or control the meeting room. In some cases, host(s) other than the course instructor or meeting convener may be desired. For example, for classes that take place in studio classrooms, normally the studio control room moderators also need host privileges.

When the request is confirmed, IHETS Interactive accounts will be created for those host(s) who do not have an account. Each host will receive an account notification.

• Host name and Host e-mail: Enter the name and e-mail of the primary host.
  
• Add Host: Use this button to add additional host names and e-mails. To add secondary host(s), click Add Host. Each time you click this button, host name and e-mail fields will appear for you add the names and e-mail address of a host.
  
• Does host(s) require training from IHETS? Host(s) should have a solid understanding of IHETS Interactive for best results. IHETS provides one-on-one and group training for new meeting hosts in addition to user manuals and other training material that is available on the IHETS Web site.
  
• If host(s) needs training, select Yes. Indicate which hosts want training by entering their names in the Comments field below.
  
• Click Next to move to the next tab.

Details

Enter information about the class, meeting, or other event for which you are making a scheduling request. \

• Event name: Enter a descriptive name for the event; for example, “April Board of Trustees Meeting” or “Spring 2007 Introduction to Accounting.”
  
• Do you want to use an existing meeting room? Once a meeting room has been created, it can be used at other than the originally scheduled class or meeting. However, to ensure that enough licenses are available for all scheduled users, these additional times should be added to the schedule. To reserve the use of an existing meeting room for a time other than the originally scheduled time, select Yes and enter the project number associated with the existing room in the Project number of meeting field. If a new meeting room should be created for the class or meeting, select No.
  
• Event type: Select Class if the meeting room will be used to deliver or in conjunction with a class for credit. Select Meeting for meetings and other non-instructional uses. Select Testing if the meeting room will be used for testing purposes only. The Testing option is for individuals and groups who wish to learn how to use and/or experiment with the IHETS Interactive Meeting software.
  
• Class details (this section is only visible if the event type is set to Class): If the request is for a class, enter the Course number, Section number (if applicable), and Semester. If the class is not semester based, select the semester in which the class begins.
  
• Access policy: The access policy determines the security method for accessing the meeting room and any recordings that are created within the room. When scheduling classes, it’s important to explain these options to the instructor to make sure s/he understands the differences and is comfortable with the selected method. There are three options:
  
  • Named users: This option provides the highest level of security. Each person in the class or meeting is assigned a login and password. Authorized guests (explained below) may enter the meeting room, but only users with a login and password can view recordings. The Named users option is strongly recommended for classes incorporating copyrighted materials and for meetings and events with sensitive or confidential content. The person scheduling the request will be required to upload a file with the names and e-mail addresses of the meeting participants and/or the receive site codes of receive sites that will be used for the class.
    
  • Authorized guests: This option allows guests to access the live meeting room only when approved by the host. Meeting/class recordings will be available to anybody with the recording URL and/or any authorized IHETS Interactive user. The Authorized guest option is an effective method for securing a meeting room with a small number of participants, if the session is not recorded. However, the approval process can be difficult to manage with larger groups.
    
  • Unrestricted guest access: This option allows anyone with the meeting room URL to enter the room. There is no guarantee of privacy or confidentiality for the meeting room or associated recordings. Unrestricted guest access is a good choice for public events or for other types of sessions where security is not a concern.
    
• Should IHETS be responsible for moving recordings? This question is only relevant if the host plans to record the live sessions. To be accessible to participants, IHETS Interactive recordings must be moved to a content folder within Breeze Manager. Recordings can be moved by the meeting host or by IHETS staff at the request of the host. If IHETS assumes this responsibility, all recordings will be moved to a content directory visible by all members of the associated meeting room. Recordings moved by IHETS will be available by the end of the next business day. If greater control over meeting recordings is desired, the meeting host must take responsibility for managing the recordings. Select Yes if the host would like IHETS to move the recordings to a location accessible by the meeting participants. Select No if the host would prefer to manage his/her own recordings or if the sessions will not be recorded. Additional information on managing recordings is available in the document Working with IHETS Interactive Recordings.
  
• Click Next to move to the next section.
  

Scheduling

Use this section of the form to enter information about the dates and times that the meeting room will be in use. Each field in this section is described below:

• Number of participants: Enter the anticipated number of class or meeting participants. If you are not sure, it’s better to overestimate than underestimate. The number you enter will be used to reserve licenses for your event, and it’s better to reserve too many than too few. Once you know the actual number of participants, you can return to the form and update this field.
  
• Occurrence type: Choose One-time for an event or meeting that will take place only once. Choose Recurring weekly for a class or meeting that occurs at the same time every week over a specific period of time. Choose Recurring other for a class or meeting that occurs biweekly, monthly, or on an irregular schedule.
  
• Start time: Enter the start time of the first meeting.
  
• End time: Enter the end time of the first meeting.
  
• Start date: Enter the start date of the first meeting.
  
• Days of week (this option is only visible if Recurring weekly is selected): Select the day or days on which the class or meeting occurs.
  
• End date: (this option is only visible if Recurring weekly or Recurring other is selected): Select the last day the event occurs.
  
• Recurrence Notes (this option is only visible if Recurring weekly or Recurring other is selected): If you chose Recurring weekly, use this field to indicate any exceptions to a weekly recurrence pattern (for example, extra class meetings outside the normal schedule or cancellations due to holidays or other circumstances). If you chose Recurring other, use this field to describe the recurrence pattern, giving specific dates and times if the pattern is irregular.
  
• Click Next to move to the next section.
  

Attendance

Use this section of the form to upload attendance roster information for classes and meetings or to add participants individually. This section should only be completed if the class or event will be delivered to authorized IHETS Interactive receive sites and/or the selected access policy is Named users. If the attendance roster is not available when the original scheduling request is submitted, it can be uploaded at a later time. Click Save to submit the scheduling request.

Instructions for adding participants and uploading a roster are available at:

http://www.ihets.org/progserv/dms/meeting/scheduling/file_upload.html

 

Updating a scheduling request

After a scheduling request has been submitted, you may find it necessary to make changes.  For example, you may need to add additional hosts, change the maximum number of participants, or upload an attendance roster.  Follow these instructions to update an existing scheduling request:

1. Locate the confirmation message for the original scheduling request. You will need both the project number and the confirmation number to update the request.
   
   
2. Go to the scheduling request update form at:
   
   http://www.ihets.org/progserv/dms/meeting/scheduling/edit_request.html
   
3. Review the contents of the form, using the tabs at the top of the form to move between sections. Make the desired changes using the field descriptions in the previous section as a guide.
   
   
4. At the present time, the scheduling application does not track which fields have been updated.  Briefly describe the changes you made in the Comments field (for example, added two hosts, changed access policy, uploaded a revused roster, etc.)
   
   
5. When you are satisfied with the content of the form, click Save.
   

Once the scheduling staff has had an opportunity to review the request, they will contact you with a confirmation or request for more information.

Organizational interface for scheduling

Need a more efficient way to create and update scheduling requests for your organization? The new organizational interface for scheduling allows you to quickly access all of your organization’s existing or pending classes/events in order to update them or to create new requests from existing ones.

To use the interface, a username and password are required. For more information and/or access, contact scheduling@ihets.org.

Organizational scheduling interface

Instructions on use of the Organizational interface

Questions?

For questions or more information, call the IHETS Help Desk at 317.263.8999 (toll free:1.800.246.7615) or e-mail scheduling@ihets.org.