Video Course Approval Process

1. Originating department will enter/edit course section information and then approve it in COWS.
2. If Moscow is one of the sites, the originating department needs to identify and reserve a VC room and confirm the technical support in Moscow.
1. For units that have their own VC room(s), this process is determined by that unit.
2. For units that do not have their own VC room(s), a VC room must be identified and scheduled with the unit owning the system. The process is not standardized, but depends on the unit that owns the room.
3. OIT offers the use of mobile video carts and provides technical support, at an hourly charge for classes or meetings. The carts are in the Administration building and the Teaching and Learning Center. Submit a video conferencing request form.
3. The originating department submits a VC course request form found on the UI website. This form will require the information for the Moscow room if Moscow is one of the video sites.
4. For each non-Moscow location identified on the form, the appropriate scheduler(s) at that location automatically receives a copy of the form via email.
5. Each scheduler who receives a request sends an acknowledgement to the originating department that they have received the request.
6. The scheduler at each non-Moscow location verifies the course is in that location’s course schedule and works on the local 25Live calendar. They notify the originator and the site schedulers for other locations of this assignment. NOTE: if the course(s) is not shown in the (location) course schedule, a video room will not be confirmed. The originating department must then confirm with the VC locations when the course is showing in the (location) course schedule.
7. When courses are cancelled, it is the originating department’s responsibility to advise all sites of cancellation.

Cancellations

All video cancellations must be received by each location no less than 48 hours prior to the start of the class, meeting or event.

Priority Order for Video Scheduling 

1. Production of live, interactive, regularly scheduled UI general education credit courses originating from and/or being delivered to UI sites.
2. UI sponsored non-credit courses, programs, meetings and faculty/staff conferences.
3. UI practice and training sessions including student presentations.
4. UI classes, special faculty presentations and workshops that do not require a specific time slot or interactivity.
5. Non-profit status and public agencies.
6. Private sector organizations.
7. Each UI site reserves the right to reassign rooms as needed to maximize facility use when the change does not negatively impact the class/group and the need is compelling.