RTC Region Map of Iowa

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.

When the Iowa Telecommunications and Technology Commission was formed in 1994, it was authorized to develop advisory committees.  At the same time several advisory groups were implemented to assist various categories of authorized users in adopting rules for their use of the Iowa Communications Network as well as to provide guidance to the Commission regarding specific needs to their user groups.  The Education Telecommunications Council and Regional Telecommunications Council were established in the Code of Iowa.
 
Education Telecommunications Council
 
During the 1994 legislative session, the Iowa General Assembly passed and the Governor signed SF2089. By statute, an 18 member education telecommunications council was created to establish scheduling and site usage policies for educational users of the network, coordinate the activities of the regional telecommunications councils, and develop proposed rules and changes to rules for recommendation to the commission. The council was given the duty to recommend long-range plans for enhancements needed for educational applications.
 
Regional Telecommunications Councils
 
During the 1994 legislative session, the Iowa General Assembly passed and the Governor signed SF2089. By statute, 15 Regional Telecommunications Councils were created to deal with regional and local issues concerning educational uses of the Iowa Communications Network.

A listing of video scheduling coordinators can be found on the ICN website on the video scheduling resources page.

In the summer of 1999, a new scheduling platform was implemented for video classrooms of the ICN. The new Web-based software integrates functions regarding scheduling and switching of the ICN video classrooms.
 
To access VOSS, visit ICN's VOSS homepage.
(For additional policies, see ITTC Administrative Rules)
1. ICN educational sites are accessible:
Monday - Friday, 7:00 a.m. - 10:30 p.m.
Saturday, 8:00 a.m. - 4:00 p.m.
(Exceptions: Memorial Day, 4th of July, Labor Day, Thanksgiving, Christmas, and New Year's Day)
 
2. All requests to use ICN must be sponsored by an authorized agency. Chapter 7 of the ITTC Administrative Rules, defines authorized users as follows:
Authorized user means a private or public agency except for a public or private agency which was required pursuant to Iowa Code section 8D.9(1) to certify to the commission not later than July 1, 1994, of the agency's intent to become a part of the network and which did not provide such certification. Agencies that obtain legislative approval to join the network after July 1, 1994, will be treated as a public or private agency for purposes of this definition and all provisions of Iowa Code chapter 8D.
 
Private agency means an accredited nonpublic school, a nonprofit institution of higher education eligible for tuition grants, or a hospital licensed pursuant to lowa Code chapter 135B or a physician clinic to the extent provided in lowa Code section 8D.13, subsection 16.
 
Public agency means a state agency, an institution under the control of the board of regents, the judicial department as provided in Iowa Code section 8D.13, subsection 17, a school corporation, a city library, a regional library as provided in lowa Code chapter 256, a county library as provided in lowa Code chapter 336, or a judicial district department of correctional services established in lowa Code section 905.2 to the extent provided in lowa Code section 8D.13, subsection 15, an agency of the federal government, or a U.S. Post Office which receives a federal grant for pilot and demonstration projects.
 
See ITTC Administrative Rules for further clarification.
 
3. All ICN educational video sites are subject to scheduling policies established by the Education Telecommunications Council per Chapter 8D Code of Iowa.
 
4. For educational scheduling purposes two categories of ICN video classrooms exist:
 
A). Those sites where the State has financed the fiber connection, FOTs equipment and Codec through a specific appropriation for such purpose.
B). Those sites where the institution has utilized its own funding for the fiber connection, FOTs equipment, and/or Codec.
Those sites in "A" may be scheduled for authorized use without "permission" from the site. Sites in "B" may permit or deny accessibility to other authorized users.
 
5. Independent colleges and other sites which have paid connection fees at their own expense may permit or deny accessibility to outside users.
 
If any Part I, Part II, or Part III sites elect to install a second classroom and connection to the ICN at their own expense, the newly installed classrooms are treated the same as independent college sites for purposes of scheduling policies and procedures.
 
6. ICN sites are permitted to charge Room Use Fees to the agency scheduling the ICN video session. The maximum fee is $12.50 per hour for actual hours of ICN time scheduled. An exception to this policy is that K-12 users and institutions providing programs for a K-12 audience may not be charged room use fees during normal school hours (7:00 a.m. to 5:00 p.m., Monday - Friday). It is the responsibility of the site to bill the agency or institution requesting the ICN video session.
 
7. If adverse weather conditions necessitate the closing of an educational institution, that ICN site will also be closed. Statewide information on weather cancellations and site closings may be obtained from Regional Schedulers, Institutional Schedulers or the ICN Network Operations Center (515) 725-4400.  The program sponsor/ICN video session requester is responsible for notifying session participants regarding weather related cancellations or postponements.

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.

In-Advance Scheduling

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.

On-Demand Scheduling

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.

Iowa Communications Network Educational Video Scheduling "On-Demand" Guidelines
As approved by the ETC on 3/21/2002
Effective 1/17/2003
 
What is “on-demand?” 
“On-demand” is a scheduling procedure for ICN video classrooms. Any new request or addition of sites to an existing reservation WITHIN 24 hours of the scheduled event is “on-demand.” Saturdays, Sundays and holidays* are NOT included as part of the 24 hours (see examples below). The scheduling procedure is different from other reservations.
 
When is “on-demand” used?
“On-demand” scheduling may be useful to educational ICN sites if the requested video session meets the following general criteria:
 
  • 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.
 
What are some examples of when “on-demand” scheduling is needed?
 
  • 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.
 
What else should be considered with “on-demand” scheduling?
 
In order to ensure your request can be fulfilled, avoid scheduling “on-demands” at the very last minute.
 
What procedure must a site follow to complete an “on-demand” request?
 
_____ 1. Check the ICN Video Scheduling Web-based platform for site availability.
 
_____ 2. If the ICN Video Scheduling Web-based platform indicates that sites appear to be available, call desired site(s) to agree on the session. You MUST RECEIVE PERMISSION FROM THE SITES. (Within this 24 hour window, the site has the right to refuse being part of the session.) Recall that the 24-hour window does not count hours on Saturdays, Sundays or holidays.*
 
_____ 3. Call 1-877-575-2862 (toll free) and request an “on-demand” session. The staff member will ask questions on the attached form.
 
_____ 4. If requested session has no site conflicts, session is automatically scheduled for you. You won’t receive a return phone call UNLESS there are conflicts.
 
How quickly can I find out if my requested session is confirmed?
 
• Assuming the site(s) you requested are available (not scheduled for another ICN session at that time), your request will immediately be entered into the computer.
• Your phone call to 1-877-575-2862 is all that is needed. There is no need for you to “check back.”
• You will NOT be notified unless the scheduling software finds a conflict in your requested session.
 
*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, “holiday” will be considered the designated day recognized by the State of Iowa.
 
d72698.doc
revised 4/3/2000
IOWA COMMUNICATIONS NETWORK SCHEDULING "ON DEMAND" CHECKLIST
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 or Sunday.
 
**Contact the ICN Operations Division
1-877-575-2862 (toll-free)**
 
Staff will request the following information:
  1. Name:
  2. Phone number:
  3. Name of the session:
  4. Session date:
  5. Day of the week:
  6. Start Time:
  7. End Time:
  8. Topic of session:
  9. Primary audience:
  10. Anticipated number of participants:
  11. Room use billing should be sent to:
  12. Origination site:
Remote site(s):
  1. ICN reservation number if modifying an existing request:
  2. ICN video authorization code:
  3. Have you checked the ICN Video Scheduling Web-based platform for site availability? *
  4. Who did you talk to at each site?
For On-Demand scheduling requests, the requester MUST call each site to notify the site's scheduling contact about the last minute request and to check that no other activity is scheduled in the site's ICN video classroom. *
 
*NOTE: FOR REQUESTS WITHIN 24 HOURS, NOT INCLUDING SATURDAY OR SUNDAY, ICN SITES HAVE THE RIGHT TO ACCEPT OR REJECT THE REQUEST

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 icnservicedesk@iowa.gov.

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:

  1. 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.
  2. 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.
  3. 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.

Confidential Session Sign - Word Document

Send completed Confidential Video Session Email to the ICN Network Operations Center at icnservicedesk@iowa.gov.
 
This session is CONFIDENTIAL. I request that it not be viewed or monitored in any way, for any reason.
As the requester, I will notify participants that they should contact the ICN Classroom Operations Center at (515) 725-4400 to report any technical problems. 
 
  • Reservation #
  • Date
  • Day of Week
  • Start Time
  • End Time
  • Originate Site
  • Name of Requester
  • Phone
  • Agency
Three types of charges are associated with using the ICN for distance learning:
 
ICN
 
Each year at the September meeting, the Iowa Telecommunications and Technology Commission sets video rates for the upcoming fiscal year.
 
 
Room Use Fees
 
The individual authorized user is responsible for determining when or if to charge a room use fee to others using their site. They may charge up to $12.50 per hour. Policy guidelines do not allow room use charges to be assessed during the daytime for uses of the network by K-12 users or for sessions involving a K-12 audience. See the Key ICN Site Scheduling Policies.
 
 
Other Potential Charges
 
Higher education institutions typically charge tuition fees for semester long classes. Some special events have registration fees. When semester classes are shared between K-12 schools, the schools involved usually negotiate with each other regarding additional class fees. Typically, they may include a charge back of ICN time, part of the teacher’s salary, and any applicable materials or textbook costs.
M E M O R A N D U M
 
DATE: February 2, 1995
 
TO: ICN Video Sites and Users
 
FROM: Dr. Robert Baur, Chair of the Iowa Telecommunications and Technology Commission
 
SUBJECT: ICN Video Site Use Fee
 
On behalf of the Iowa Telecommunications and Technology Commission (ITTC), I wish to commend Iowa Communications Network (ICN) video sites and users for their hard work and collaboration in making our telecommunications network a success. We recognize that such efforts have resulted in making the ICN a vital resource in providing enhanced educational opportunities for students and lifelong learning opportunities for all Iowans.
 
The ITTC members also recognize that with ever-increasing use of the ICN video sites, many ICN hosts institutions are having to bear real and significant costs associated with the management and operations of the ICN sites, in many cases for use by groups outside their own institution. Based upon input from the Education Telecommunications Council and ICN host sites, the ITTC determined that a site charge policy was needed. While the ITTC realizes that budgetary concerns may necessitate the assessing of site fees, the ITTC wishes to thank those ICN sites, which elect not to charge for use of the ICN room.
 
At the January 12, 1995, meeting of the Iowa Telecommunications and Technology Commission, the following Iowa Communications Network video site use fee policy was established. Pursuant to responsibilities granted to the ITTC in Iowa Code section 8D.13(12), the ITTC has determined the following:
 
1. An interim ceiling of $12.50 per hour for site use fee is established for ICN video sites. Such fee shall be for the purpose of recovering "operating costs" including costs associated with the management or coordination, operations, utilities, classroom use end monitoring, equipment, maintenance, and other costs directly related to providing the site. No additional fees may be assessed which are associated with the use of the ICN. However, charges for services such as duplicating print material, handing out papers, providing coffee, etc, may be negotiated between the host site (s) and the ICN requester
 
Site fees may not be assessed for:
 
a. K-12 uses and users during the hours of 7:00 a.m.– 5:00 p.m., Monday through Friday.
 
b. Use of the ICN for official business of the ITTC, the Education Telecommunications Councils, or the Regional Telecommunications Councils.
 
2. Billing for site use fees shall be at the option and responsibility of the ICN receiving or originating site and shall be assessed to the program originator as identified on the ICN scheduling form.
 
3. Site use fees shall be in effect beginning with the summer semester of 1995 (May 22, 1995) until such time as modified by official ITTC action.
 
Exception to the above policy for spring semester 1995 requests:
 
Sites which have previously notified users of pending site use charges for the spring 1995 scheduling period may charge users at a rate not to exceed the $12.50 per hour. Notice must have been given to the requester prior to the October 28, 1994, scheduling deadline.
 
4. All sites planning to assess charges for site use must file a notice of intent to assess charges for site use, in writing, with the appropriate Regional Telecommunications Council and/or the ICN scheduling coordinator at Iowa Public Television. Such notice must be filed no later than the cutoff date for Part I scheduling reservations for the scheduling period in which charges will apply. Such notice must be filed for each subsequent scheduling period.