Policies and Procedures
1. END USER - Agency or institution that is an ICN authorized user according to Chapter 7 of the ITTC Administrative Rules and schedules video sessions on the ICN.
2. REQUESTER - ICN authorized user making a scheduling request using the ICN Video Scheduling Web-based platform. Responsibilities include:
- Schedule ICN session.
- Promote session.
- Modify session (change start/end time, change date, add or delete sites) by contacting the Regional or Institutional Scheduler.
- Contact participants regarding any changes to the session.
3. REGIONAL or INSTITUTIONAL SCHEDULER - Person at the regional or institution level that receives ICN video scheduling requests from requesters. Responsibilities include:
- Receive and process all scheduling requests submitted through the ICN Video Scheduling Web-based platform.
- Communicate scheduling information to end users.
- Assist end users with the ICN video scheduling process.
4. ORIGINATE SCHEDULER/REMOTE SCHEDULER - Roles played by Regional and Institutional Schedulers during the In-Advance Scheduling process when scheduling sessions between regions. Responsibilities include:
- Work with end users and requesters to ensure that scheduling requests are in the proper form.
- Negotiate resolution of site conflicts.
5. STATE SCHEDULERS - Employees of the ICN that coordinate the operation of the ICN video scheduling platform.
For information visit the ICN website: http://icn.iowa.gov/about-icn/commission/legislative-code-and-administra...
Search the Iowa Administrative Code for Telecommunications and Technology Commission, Iowa 
There are three scheduling processes used by ICN educational users to submit requests to schedule ICN video sessions. Following is a discussion of each of the processes. While the ICN is experiencing rapid growth through the completion of Part III sites, scheduling processes may change to respond to user needs. If you have questions about the processes or want to clarify current procedure, contact the Regional Scheduler or Regional Telecommunications Council Coordinator.
This scheduling process is utilized by educational users to schedule ICN video sessions for upcoming semesters. Typically, sessions scheduled during this process are for semester long courses or continuing education. Deadlines for In-Advance scheduling begin approximately five months before a semester.
First Come - First Served Scheduling
This scheduling process is utilized when the deadlines for In-Advance scheduling have passed. Time of receipt of the scheduling request is the only priority during the First Come - First Served scheduling process. Policy requires that requests for ICN video sessions occurring in less than 48 hours, not including Saturday or Sunday, be scheduled using the On-Demand scheduling process.
The On-Demand scheduling process is used for new requests or modifications to a session scheduled to occur in less than 24 hours, not including Saturday, Sunday and holidays. The user is required to call all sites to verify site availability and alert the site coordinator that an On-Demand request is in process. The request is not submitted through the ICN Video Scheduling website. Instead, the user makes the request by calling the IPTV Classroom Operations Center. Although this scheduling process does allow for same day scheduling, exact completion time will vary.
- The desired video session involves a relatively small number of sites.
- The session is a one-time event (rather than a series of sessions or classes).
- The desired session takes place within 24 hours not counting Saturday, Sunday and holidays.* (If the desired session is farther in the future than 24 hours not counting Saturday, Sunday and holidays,* the requester should follow the usual scheduling procedure.)
- The requester has checked the ICN Video Scheduling Web-based platform to see that desired sites are available. (www.icnvoss.state.ia.us/tcreliance/index.jsp)
- The requester has checked with all sites for the session to see that they intend to participate and are informed of the “on-demand” session.
- The session is already scheduled but the requester wishes to add more sites within 24 hours (not counting Saturday, Sunday and holidays*) of the scheduled session.
- Example 1: The requester wishes to schedule a new session or modify an existing session that will occur on Friday, Dec. 3 at 11:00 a.m. Today is Thursday, Dec. 2 and it is 9:00 a.m. Is “on demand” scheduling needed? NO, this time period is outside the 24-hour “on demand” window. The regular scheduling process is used.
- Example 2: The requester wishes to schedule a new session or modify an existing session that will occur on Friday, Dec. 3 at 11:00 a.m. Today is Thursday, Dec. 2 and it is 1:00 p.m. Is “on demand scheduling” needed? Yes, this time period is within the 24-hour “on-demand” window. You must follow the “on demand” process outlined below.
- Example 3: The requester wishes to schedule a new session or modify an existing session that will occur on Monday, Dec.6 at 11:00 a.m. Today is Thursday, Dec. 2 at 9:00 a.m. Is “on demand” scheduling needed? NO, this time period is outside the 24-hours “on demand” window. The regular scheduling process is used.
- Example 4: The requester wishes to schedule a new session or modify an existing session that will occur on Monday, Dec. 6 at 11:00 a.m. Today is Friday, Dec. 3 at 1:00 p.m. Is “on demand” scheduling needed? Yes, even though this time period is outside of 24 hours, recall that Saturday and Sunday hours are NOT counted as part of the 24 hours for “on demand” scheduling. You must follow the “on demand” process outlined below.
- Phone number:
- Name of the session:
- Session date:
- Day of the week:
- Start Time:
- End Time:
- Topic of session:
- Primary audience:
- Anticipated number of participants:
- Room use billing should be sent to:
- Origination site:
- ICN reservation number if modifying an existing request:
- ICN video authorization code:
- Have you checked the ICN Video Scheduling Web-based platform for site availability? *
- Who did you talk to at each site?
At the January 9, 2003, ITTC meeting the Commissioners approved the following new ICN video cancellation policy.
ICN CANCELLATION POLICY
Cancellation Policy: The ICN recognizes that cancellation of previously scheduled sessions may occur. However, due to production preservation needs, the ICN requires that all cancellations, regardless of: (1) full session cancellation; or (2) cancellation of certain sites scheduled for a session, shall be cancelled by the requester/scheduler of the session at least 24 hours or more in advance of production excluding Saturday, Sunday and holidays. Video sessions that are not cancelled in accordance with the new policy will be charged for the session. The Commission believes this new policy will more accurately reflect the current needs of video users.
Example: Saturdays, Sundays and Holidays will be treated the same as the next business day. Therefore, a session scheduled for 8 a.m. Saturday, Sunday, or Monday would have to be cancelled by 8 a.m. Friday.
As a reminder, the Administrative Rules state ICN sites should be available Monday through Saturday and lists the hours. There is no mention of Sunday, thus any session on a Sunday requires special approval. (For sites where the institution has used its own funding for the connection and the site equipment, the institution may permit or deny accessibility to other authorized users.)
If you have questions or comments concerning this new video cancellation policy, please contact the ICN Service Desk at 800-572-3940 or email@example.com.
Although the new policy gives additional time to users that desire to cancel ICN sessions, ICN session requesters should continue to allow as much time as possible when modifying or canceling a session. It is preferable to make cancellation decisions 48 to 60 hours in advance of a session start time. Additional time is often needed for the following reasons:
- ICN sessions cannot be modified or cancelled by individual requesters. Persons wanting to cancel part or all of the sites in an ICN session must contact their ICN Regional Scheduler or Statewide Scheduler to request modification or cancellation of an ICN session.
- The ICN’s Web-based VOSS scheduling software will not be immediately able to handle this change from 48 hours to 24 hours notice. Regional Schedulers will need to contact the ICN by phone to cancel the session.
- Saturdays, Sundays, and holidays* are not business days for Regional Schedulers, Statewide Schedulers, or other ICN staff. Extra time will be needed to cancel sessions scheduled for Sunday or Monday, as well as days following a holiday. The ICN must be notified by the appropriate time on Friday to cancel sessions scheduled for Sunday or Monday.
* Holidays include the following: New Years’ Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, and Christmas. In cases where these holidays occur on a weekend, the “holiday” will be considered the designated day recognized by the State of Iowa.
Confidential sessions over the ICN are conducted in private due to the sensitive nature of the material being discussed. When entering the request for a session reservation, use the word "CONFIDENTIAL" as the first word in the title field. Please put the word in capital letters as shown in this example. Requesters must also fill out and fax an ICN Request for Confidential Session form to the ICN Network Service Center, fax (515)323-4414. The requester may also print off a copy of the Confidential Session sign to post on the door of the video classroom where the confidential session is being held.
- Reservation #
- Day of Week
- Start Time
- End Time
- Originate Site
- Name of Requester