Guidelines for Using University Libraries Video Conferencing Facilities

University Library conference rooms are equipped with video conferencing equipment to facilitate meetings with people or groups who are at other locations. The following guidelines will assist you in reserving and using the video conference facilities.

1. Meeting groups must have a facilitator present at each location during the video conference to operate the system. As a rule, this person should be identified at the time the meeting rooms are scheduled. If a facilitator has not been trained for the group conducting the video conference, the group must identify a person who can receive training and become proficient in turning on the system, placing and terminating calls, and performing minor adjustments to the system during a conference (e.g., adjusting the volume, using mute functions, switching to presentation mode, etc.).
   
   
2. Facilitator training at the Pensacola Campus library will be conducted by Information Technology Services. Library staff should notify ITS of training requests via the ITS Help Desk at (850) 474-2075 at least one week prior to the scheduled video conference to allow an appropriate amount of time for facilitator training, or meeting organizers may contact ITS independently. Facilitator training at the OWC-UWF campus will be conducted by ECC Technical Support; Library staff should notify ECC Technical Support of training requests, via email to Charlie George (cgeorge@uwf.edu), at least one week prior to the scheduled video conference to allow an appropriate amount of time for facilitator training. University Libraries staff will maintain a list of trained facilitators, and ITS and ECC Technical Support will inform the designated Library staff member as training of new facilitators is completed.
   
   
3. Library, ECC Technical Support, and ITS staff are not expected to facilitate video conferences, as a general rule. IT IS THE RESPONSIBILITY OF THE VIDEO CONFERENCE ORGANIZER TO PROVIDE A FACILITATOR. John C. Pace Library Technical Support and ECC Technical Support will provide first level assistance if there are reported or suspected issues during the video conference (e.g., the call can not be placed). Should library or ECC technical support deem the problem to be beyond their ability to resolve, they will refer the problem to Information Technology Services by placing a call to the ITS Help Desk at (850) 474-2075. The appropriate ITS staff will respond to the problem as reported. ITS will provide second level support Monday through Friday, 8:00 a.m. - 5:00 p.m., based on the urgency of the need. After hours and weekend requests for second level support will be responded to on the next official university business day.
   
   
4. The video conference rooms are available for use at all hours that the John C. Pace and Emerald Coast Campus Libraries are open, including evenings and weekends; however, recall from the previous paragraph that technical support is only provided Monday through Friday, 8:00 a.m. - 5:00 p.m. Video conference organizers are asked to conclude their sessions at least 15 minutes prior to the closing of either library. Requests for scheduling of either video conference room may be submitted through the Microsoft Calendaring system or by contacting the Library Administrative Office (474-2492). Requestors should provide the name of the facilitator for each site (both the Pensacola and Fort Walton Beach campus) at the time that the request is submitted. If the requestor does not have the name of a facilitator, he or she may contact the Library Administrative Office (474-2492) to find out names of individuals who have been trained as facilitators for their department, college or division who might be drafted to assist. If no facilitator is available, training will be required prior to final commitment for the rooms.
   
   
5. To use the rooms, the authorized facilitator will need their Nautilus Card to check out the video conference box at the John C. Pace Library Circulation Desk. The box contains both the remote control for the equipment as well as a key to the conference room. At the Emerald Coast Library, the facilitator may request the Circulation Desk give them access to the remote and the room. The facilitator has the responsibility for returning the remote and key to the respective Circulation Desks.
   
   
6. The Tandberg video conferencing systems are primarily controlled via hand-held remote control units. Special care should be taken to ensure the security of the remote controls. Replacing misplaced remote control units may become the responsibility of the most recent user or group.
   
   
7. With regard to the library conference rooms, it is recognized that these spaces are primary meeting facilities for library faculty and staff. In the spirit of maintaining those spaces as functional spaces for library personnel, University Libraries reserves the right to block expanses of time which facilitate routine operations of the libraries, projects, and special events.
   
   
8. As a matter of policy, the following statement will be used to guide priority of scheduling:
   
   Because both libraries have a significant on-going operational need for conference space, scheduling of these two facilities will continue through their respective administrative offices. For the same reason, library administrative use will ordinarily enjoy prime scheduling consideration. In keeping with the strategic objective of improved communication between, and enhanced integration of, the administrations on the two campuses, executive-level video conferencing requests will receive high priority. Other administrative and instructional uses will be considered in the context of the above-mentioned priorities. At this time, there is no provision for the use of these video conferencing systems by organizations external to UWF.