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Virginia Tech

Institute for Distance and Distributed Learning

office of the university provost, vice provost for academic affairs

Providing leadership, coordination, management and support for

eLearning at Virginia Tech

IVC Scheduling Procedures

IDDL, in conjunction with Video Broadcast Services,department schedulers and instructors, starts preparing for a videoconferencing course several months in advance of the new semester. In order to make sure a course runs smoothly, department schedulers need to submit requests for classrooms as soon as possible.

IVC Planning Checklist:

  1. Read about the regional sites and classrooms to determine where to broadcast the course.

  2. Check the scheduling timetable below to determine when to submit requests.

  3. Submit requests for classroom assignments. (Note that scheduling works on a first-come, first-serve basis)

  4. Schedule to attend an IVC orientation session.

  5. Practice in the assigned classroom to become familiar with the equipment.

IVC Planning Timetable:


Activity Fall Spring Summer
For all new program delivery or expansion of delivery to new sites please contact IDDL at 540-231-1264. As soon as the course is originated
IDDL Scheduling Manager contacts faculty and departmental schedulers to request courses for next semester. Last wk in Feb Last wk in Sept Early Dec
Extended Campus and other Site Directors provide suggestions on course offerings to departments.

 1st wk in Nov 1st full wk in July 1st full wk in Oct
All videoconferencing course requests submitted to respective department.

Department reconciles scheduling of Interactive Videoconferencing (IVC) rooms and times within the department.

 2nd wk in Nov 2nd wk in July 2nd wk in Oct
Requests from all departments submitted to Interactive Videoconferencing (IVC) Room Scheduler. IVC Room Scheduler will determine room and time conflicts within colleges. 3rd wk in Nov 3rd wk in July 3rd wk in Oct
IVC Room Scheduler returns requests with room and/or time conflicts to appropriate college with notation of problems.
 
Each college resolves conflict with room and time assignment and submits a revised request to IVC Room Scheduler.
  1. Classes that can move to a new time and remain in the same college IVC room are returned to IVC Room Scheduler with appropriate notation.
  2. Classes that have to remain at the same time as originally scheduled but are not assigned a college IVC room will be returned to the IVC Room Scheduler in order of priority and the IVC Room Scheduler will place them in the "Open Mix" of class requests. (Note: "Open Mix" refers to course room assignments that have not been resolved through the scheduling process.)
IVC Room Scheduler forwards the proposed schedule of courses to the Extended Campus Center Directors.		 4th wk in Nov 4th wk in July 4th wk in Oct
Extended Campus and site Directors assess room availability based on course requests at their respective centers.
 
Extended Campus and site Directors inform IVC Room Scheduler of the following:
  1. What course(s) can be offered at the Center.
  2. What course(s) can not be offered as point-to-point at the Center and reason(s) why.
  3. What course(s) can not be offered as multi-point at the Center and reason(s) why.
 By the end of Nov 1st wk in Aug 1st wk in Nov
IVC Room Scheduler checks on technical considerations and determines that the course can be delivered as proposed.
 
IVC Room Scheduler notifies and confirms with department and faculty member room availability for courses at extended campuses and sites.
 
Department and faculty member may select to place the course in the "Open Mix" if dropped as point-to-point.		 1st wk of Dec 2nd wk in Aug 2nd wk in Nov
Extended Campus and Site Directors book rooms for selected courses and inform IVC Room Scheduler. End of 1st wk in Dec 3rd wk in Aug End of 2nd wk in Nov
IVC Room Scheduler notifies and confirms courses with departments, faculty, and Extended Campus and Site Directors.

First schedule of courses, sites, and rooms determined and posted on the web site.

 2nd wk in Dec 4th wk in Aug 4th wk in Nov
Second round of course requests submitted to IVC Room Scheduler and combined with courses already in the "Open Mix."
  1. If no conflict, the IVC Room Scheduler sends requests to extended campus and site Directors.
  2. If conflict, priorities given to: 1)existing ongoing programs, 2) new programs, and 3) individual courses with date of request considered.
Beginning of 1st full wk in Jan Beginning of 1st full wk in Sept 4th wk in Nov
Courses considered on a first come, first serve basis. 2nd wk in Jan 2nd wk in Sept 1st wk in Dec
Schedule to date posted on web site. Beginning of 3rd wk in Jan Beginning of 3rd wk in Sept End of 2nd wk in Dec

About IDDL

eLearning For

*IVC - Interactive Video-Conferencing

Register for Online Classes: VTOnline Catalog of Courses and Programs

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