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VC Policies and Procedures

Procedures for Scheduling OnNet Activities (those that are internal to our network)
This could include Meetings, Satellite Feeds, Professional Development, and Short Term Learning Activities.

  1. Determine participating sites. (This may include asking Janine to email the general DL list to see who is interested in participating.)
  2. Check with the DL contact person(s) for participating sites for availability of the room/equipment.
  3. Schedule the bridge with Janine or Jim. Janine will put the event on the DL web site. We will also make sure we can receive the satellite feed if applicable.
  4. Send out publicity information include which sites are participating if applicable.
  5. If necessary, schedule a test date with the presenter and Janine to practice using the ITV equipment.
Procedures for Participating in a VC Program
  1. Find a field trip. You can search the database, view information on our favorite field trips from last year, or print a two page overview of the field trips [pdf]. Also, you can get on the listserv! If you want to receive updates on interesting and new programs available to REMC 11 schools via video conferencing, email Janine at janine.lim@berrienresa.org.
  2. Register for a program.
  3. Familiarize yourself with the equipment. You could be trained by your Distance Learning Contact person. Or you could meet with Janine over video for a quick orientation (call 269-471-7725x1101 to schedule).
  4. Prepare your students for the field trip. Do any preparation activities suggested/required by the field trip site. (Almost every site has pre activities and some have web sites to visit.) If you wish, we can connect to you before the field trip starts to orient your students to the distance learning process. This helps students get used to the camera so they can concentrate on the field trip. Arrange this with Janine as well.
  5. Attend the field trip. You may NOT record the field trip unless otherwise indicated. Each site values the interactivity of using the system and some have copyright issues.
  6. Do the post activities (if applicable).
  7. Evaluate the field trip. This statewide videoconference evaluation database is hosted by Macomb ISD.
Procedures for Scheduling OffNet Activities (those that connect to the outside world)
This could include field trips, professional development with universities, satellite programs, and more.
  1. Decide what the activity will be and when.
  2. Check with your principal for permission and your DL contact for availability of the room/equipment. Remember the district placing the call is responsible for the long distance charges for the activity. Encourage the site to call you if they will.
  3. Schedule the bridge with Janine or Jim.
  4. Finalize arrangements with the outside provider, if applicable.
  5. Make sure that participating teachers, etc. know how to use the equipment, if applicable.
  6. Schedule a test date with the provider and Janine to make sure the connection works.
  7. Participate in the activity.
Policies

The SouthwestNet two-way interactive video system provides significant opportunities to enhance, expand and improve the education and information opportunities available to all of its members. To ensure optimum use and benefit of the system by all members, the following policies are developed and will be modified as needed.

The SouthwestNet system usage policy will be developed based on the following important beliefs of its members and consistent with current and future telecommunications law.

  1. The SouthwestNet system will be primarily used for educational purposes and information sharing of its members and constituencies.
  2. The primary purpose of the SouthwestNet Consortium will be to maximize programs and services using the medium of voice, video, and data for all members and with a spirit of cooperation and collaboration.
  3. The SouthwestNet Consortium will leverage financial resources to enhance system use and to otherwise seek cost benefits for all members in the delivery of programs, services, operations and maintenance.
  4. The SouthwestNet Consortium members will provide high quality, ethical educational and related programs and services of benefit to the members and their constituencies.
Conditions regarding the need to change/update the policy
  1. This will be an evolving policy designed to accommodate changes in the delivery of voice, video, and data for maximizing productive use by SouthwestNet members. Accordingly, the policy will be reviewed annually.
  2. The policy will need to address both formal (planned and scheduled) and informal (not planned and scheduled) programs and services.
  3. Technology is changing rapidly. Accordingly, future policy development will ensure the establishment of an effective long-range plan for SouthwestNet system use and expansion.
USAGE POLICY GUIDELINES
  1. The system will be used to support the following types of programming:
    1. K-12 shared academic formal credit courses
    2. K-12 adult education formal credit courses
    3. Dual-enrollment formal credit courses
    4. Post-Secondary formal credit courses
    5. Professional development programs
    6. Student/staff enrichment programs
    7. Programs demonstrating the promise of the SouthwestNet system
  2. Formal Scheduled Use of the System
    1. K-12 shared academic formal credit courses and dual-enrollment courses will receive top priority during the regular school day (defined as one hour prior to the start of school, the regular school day, and one hour after the end of the formal school day).
    2. Post-secondary formal credit courses using SouthwestNet classrooms will receive top priority during the after school and evening hours.
    3. Other programs courses and services from the above eligible categories may be scheduled on a "first come, first served" space available basis.
    4. All scheduled programs and services will be coordinated through the SouthwestNet consultant and in accord with SouthwestNet policy/guidelines and communicated to the consortium members.
  3. Informal Use of the System
    1. SouthwestNet members may use the system informally at their convenience for programs, information and communication so long as it does not conflict with formal scheduled program services.
    2. Members will use the system informally for only those purposes recommended and in accord with guidelines established by the SouthwestNet.
    3. The SouthwestNet Consultant will schedule informal uses of the system to eliminate any conflicts with programming.
  4. Classroom Usage and Maintenance
    1. Each member will have control over the use of its studio(s) and the conditions under which it/they may be used.
    2. Each member will be responsible for the day-to-day operation and maintenance of its studio(s) and equipment.
  5. SouthwestNet Member Ethical Practices
    1. SouthwestNet members will view, participate in, and use only those SouthwestNet programs and services for which they are a formally acknowledged participant.
    2. Programs, services and information transmitted on the SouthwestNet network may not be duplicated, reproduced and/or used without prior permission and in accord with SouthwestNet polices/guidelines
Video Classroom Usage and Maintenance
  1. The Berrien County Intermediate School District will house and maintain the Multipoint Conferencing Unit (MCU) otherwise referred to as the Bridge. It will be the responsibility of the Berrien RESA Distance Learning Consultant to develop and distribute procedures for requesting time on the bridge and for scheduling all bridge activities.
  2. Each SouthwestNet consortium member will be responsible for the day-to-day operation and maintenance of its video classroom(s). This includes all hardware, software, and other equipment located in the video classroom for the purposes of two-way interactive video.
  3. Classroom use for video programming should be limited to uses recommended by SouthwestNet.
  4. Each SouthwestNet consortium member will assume responsibility for the operation of its video classroom including associated costs for all SouthwestNet functions in which the agency is a participant. (Being a participant means the SouthwestNet member is actively supporting and engaged in the function taking place in the studio. Examples include - shared academic programs, agency sponsored student/staff enrichment and/or staff development functions, agency-sponsored meetings, etc.).
  5. SouthwestNet consortium members may, at their choosing, make their video classroom(s) available for SouthwestNet functions in which they are not participants. (Examples include - post-secondary programs offered in K-12 buildings, community-based education programs, etc.). In these instances the following guidelines are established:
    1. The function requiring video classroom use must be under the sponsorship of a SouthwestNet member or the Berrien RESA.
    2. SouthwestNet members making their video classrooms available should be prepared, consistent with local policy, to:
      1. have a responsible adult in the building where the video classroom is housed during the hours the classroom will be in use (examples - custodian, building/adult education supervisor, video classroom facilitator).
      2. if appropriate, have a person available to serve as "classroom facilitator" to ensure security and safety of equipment. This person should have a working knowledge of equipment usage procedures.
  6. Services expected from site personnel and/or studio facilitator(s) could include:
    1. providing directions to video classroom or other key locations in the building.
    2. making sure the video classroom is open and prepared for the function.
    3. turning on video equipment, making necessary adjustments; ensuring that equipment is properly shut down.
    4. handling emergencies that may arise concerning video equipment.
  7. SouthwestNet member users making their video classroom available for use by non-SouthwestNet members may charge for the following expenses:
    1. Cost of staff specifically required to be present because of the event.
    2. Cost associated with special room set-up or tear down.
    3. Cost associated with any telecommunication fees.
    4. Rental fees for the classroom if this is part of local agency policy.
  8. All events are to be scheduled through the SouthwestNet consultant. This insures that there will be no scheduling conflicts.
    Distance Learning Activities
    OffNet Activities
There are two basic types of videoconferences that may be scheduled, OnNet and OffNet. An OnNet conference is one that involves only sites that are directly connected to the Montage Bridge. This would be all of the video classrooms installed in school buildings served directly by SouthwestNet. For an OnNet videoconference there are NO per minute telecommunication costs. For example, Bridgman, St. Joseph, and Dowagiac could be involved in a videoconference for any length of time with no per minute telecommunication cost.
An OffNet videoconference is one where a connection is made to a site that is outside of the dedicated T-1 network. To accomplish this a switched T-1 line has been installed. When using the switched line, there is the capability of having three concurrent OffNet conferences. In most cases, there is a per minute charge for using the switched line, much like long distance charges.
When an OffNet call is placed, the per minute charges take effect. The average cost for an OffNet activity is $40.00 per hour.
Any site that participates in an OffNet videoconference will share in the telecommunication cost of the videoconference. If multiple sites participate in a videoconference each would pay its share of the telecommunication cost.

Other cases that may involve additional costs to the school district are electronic field trips or fee-based programs. Sites that participate in these programs will be expected to share in the costs of the programming in addition to OffNet charges.

Shared or Dual Enrollment Classes

The two-way interactive electronic networking system may be utilized as an alternative instructional delivery system. The intent and purpose of SouthwestNet is to provide a vehicle for cooperative offering and sharing of educational opportunities and to provide quality educational resources to students of the participating districts in a cost-effective manner.
Definitions.
  1. Distance Learning Class shall be defined as the teaching of students via the two-way interactive video system where the instructor is not in the same location as the students.
  2. Originating Site shall be defined as the location where the teacher responsible for the distance learning class is located. There may or may not be students at this site. The originating site may be a site directly connected to SouthwestNet (OnNet) or a site that is outside (OffNet) of the SouthwestNet system.
  3. Remote Site shall be defined as the location where instruction is being received.
Responsibilities of originating and remote sites.
  1. The originating site shall be responsible for the course content, material selection, instruction, testing, evaluation and grading of students at the originating site and all remote sites.
  2. Class size for distance learning activities will be determined by the originating site. Class size shall be based upon the appropriate number of students for a specific learning activity, be small enough to allow all students to be on camera at one time, and allow for full two-way interactive participation. In most cases, the class size will be based upon the class size policy of the originating site.
  3. Behavior, discipline, and supervision of students at the remote site shall be the responsibility of the remote site.
Costs for distance learning classes.
  1. If a distance learning class requires connecting to an OffNet site as the originating site, the remote site(s) will be responsible for the telecommunication cost of each session. The only exception is if the originating site makes the call to the SouthwestNet Bridge in which case the originating site will pay the telecommunication cost.
  2. If a SouthwestNet site engages in a distance learning class (as a remote site) with an OffNet originating site, the cost of the class will be negotiated between the SouthwestNet member(s) and the originating site.
  3. Distance learning classes may be shared among SouthwestNet member schools. The superintendents of the SouthwestNet member schools will determine, on an annual basis, how the remote sites will be charged for shared class.
  4. A SouthwestNet member may agree to be an originating site for a distance learning class with a remote site that is OffNet. In this case, the member school may negotiate the cost of the class with the OffNet remote site. If the OffNet site dials into the SouthwestNet Bridge there will be no additional telecommunication costs for the class. However, if it is necessary to call the remote site from the SouthwestNet Bridge then the SouthwestNet originating site will need to include the telecommunication costs for the class in the fee charged the OffNet remote site.
Shared Classes within the SouthwestNet Consortium
  1. Shools within the SouthwestNet Consortium may share classes over the system. The sending or originating school will determine the class size and procedure for the class that it is offering.
  2. The remote site will be responsible for the supervision of students participating in a shared class.
  3. The remote schools will pay the originating school $250.00 per student per semester for each participating student. No refunds will be given for any student who drops the class after the first week of classes. (Approved 2/11/2000)

 

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