TTUHSC IT Policies
2. INSTITUTIONAL VIDEOCONFERENCING SYSTEMS
The TTUHSC Information Technology (I.T.) Division operates, maintains, schedules,
and supports Institutional videoconferencing systems installed in classrooms, conference
rooms, auditoriums, teaching studios, telemedicine facilities, network control centers,
and similar facilities at TTUHSC and affiliated locations. Collectively, these facilities
and systems are known as the TechLink Video Network. To preserve the value of this
technology as an educational, healthcare, and communications medium, it is necessary
to set standards for hardware and software acquisition, acceptable use, security,
configuration management, user training, resource reservation (scheduling), upgrade,
and replacement concerning TTUHSC Institutional videoconferencing systems.
This policy applies to all videoconferencing equipment, systems, software, and services connected
to the TTUHSC network or operated in TTUHSC facilities. Included are the Event Management
System (EMS) for scheduling TechLink services, TechLink Multi-media Teaching Podium
systems, fixed and mobile videoconferencing systems, telemedicine videoconferencing
systems, document cameras, video cameras, microphones, monitors, projectors, smart
boards, PCs, laptop PCs, studio facilities, audio and videoconferencing bridges, video
codecs, content capture and streaming devices, satellite earth station facilities,
and all associated systems infrastructure.
The Telecommunication Services Department acquires, operates, maintains, manages and
schedules Institutional videoconferencing systems at TTUHSC; with strategic oversight
and operational direction from the Chief Information Officer (CIO) or designee. The
Senior Director of Telecommunication Services is the designated point of contact for
all matters involving videoconferencing at TTUHSC.
Institutional videoconferencing systems are multiple user facilities throughout the
TTUHSC System. Their use is based on adherence to standards of acceptable use and
respect for the needs of other users and user groups. Additionally, these systems
are intended for official TTUHSC and state business only, and certain requests for
their use may require approval from the TTUHSC General Counsel. Institutional videoconferencing
equipment, systems, software, and services are subject to the same policies and rules
that govern other electronic communications at TTUHSC. (See also Copyright, Disciplinary Process, Acceptable Use, and Security).
TTUHSC will implement videoconferencing systems and services which adhere to industry
best practices; the Advanced Television Standards Committee (ATSC) and National Television
Standards Committee (NTSC) protocols; and the H.320 and H.323 families of communication
standards. This policy will be reviewed and amended as best practices and communication
standards evolve; and as products and services emerge that improve videoconferencing
quality and reliability. Only videoconferencing hardware, software, and services approved
by the CIO or designee may be installed on Institutional video conferencing systems.
(See also I.T. Procurement Review and the section below on Connectivity).
Only videoconferencing hardware and software approved by the CIO or designee may be
connected to the TTUHSC network. (See also I.T. Procurement Review, Network Access, Security, and the section above on Technical Standards). As an added measure, departmental
and personal media storage devices such as CDs, DVDs, PCs, laptop PCs, and thumb drives,
must be scanned for viruses and malware before attaching to any Institutional videoconferencing
Event Management System (EMS)
EMS is the Institutional resource reservation management system for scheduling the
use of classrooms, conference rooms, telemedicine facilities, videoconferencing services,
and certain other resources at TTUHSC. EMS is maintained by a combination of TTUHSC
and vendor personnel providing software support, system upkeep, database management,
and user training. The TTUHSC I.T. Division is the system owner, administrator, and
operational manager; and the CIO is the approving authority for all EMS revisions,
upgrades, and configuration changes. The primary point of contact for EMS issues is
the I.T. Division Senior Director of Telecommunication Services. See the sections
below on Configuration Management and Requests for Change to recommend or request
changes of any type to the Event Management System. These may include but are not
limited to revisions, upgrades, and changes to features, privileges, and resources.
(See also Security and Disciplinary Process).
Access to EMS
TTUHSC staff assigned to scheduling duties on behalf of departments and schools use
the EMS Client version for creating TechLink resource reservations. The EMS Web Portal
is available to individual faculty, staff, and students for requesting the use of
TechLink services. Persons needing either type of EMS access should contact the I.T.
Division TechLink Network Scheduling Coordinator at (806) 743-7064 for assistance
in creating an account.
Facilities equipped with Institutional videoconferencing systems may be scheduled
by customers to provide a range of technology services. Included are distance learning
classrooms, videoconference rooms, teaching studios, auditoriums, telemedicine consultation
facilities, production studios, satellite earth station facilities, and the I.T. audio
bridge. The following TechLink services are provided by the I.T. Division:
• TechLink Broadcast (videoconference involving at least two separate endpoints).
• TechLink Non-broadcast (use of a room and its videoconferencing system without connecting to another location,
i.e., local use).
• Content Capture and Storage (recording of TechLink sessions for future access by the customer).
• Audio Conference (telephone conference using the I.T. audio bridge).
• Satellite uplink / downlink services (broadcast or reception of content via satellite).
TechLink User Assistance
The I.T. Division recommends that customers participate in an appropriate orientation
or training program before attempting to use any Institutional videoconferencing system.
Available training is listed below, and is intended to enhance the customer’s overall
• Event Management System user training – available from the I.T. Division Telecommunication Services Department in Lubbock
at (806) 743-7064.
• TechLink Classroom and Multi-media Teaching Podium user training – available at all TTUHSC campuses. May be scheduled through the I.T. Division’s Education
Services Department in Lubbock at (806) 743-1500. (NOTE: Initial user orientation
is available from the applicable regional campus TechLink staff for customers who
have not yet attended the formal offered by the I.T. Division)
• Telemedicine Systems user training – available from the F. Marie Hall Institute for Community and Rural Health in Lubbock
at (806) 743-1338.
Institutional videoconferencing systems are equipped with a standard set of multi-media
features available at all TTUHSC campus locations. This ensures equal access to educational,
business, medical, and other services by providing consistent functionality and performance
from campus to campus. Added benefits include simplified technical support; and lower
maintenance and operational costs. The CIO or designee is the approving authority
for all configuration changes, and with the exceptions below, users are not permitted
to change the standard configuration or functionality by adding, removing, altering
or reconfiguring hardware or software. Requests to change an Institutional videoconferencing
system, facility, or feature, may be submitted to the Office of the CIO or the Senior
Director of Telecommunication Services (See Requests for Change below). The installation
of unapproved hardware or software on Institutional videoconferencing systems, or
the intentional alteration, misconfiguration, or removal of all or any part of these
systems is a violation of policy (See also Disciplinary Process).
The following actions by users in the course of their events are not considered unauthorized
• Feature selection and other adjustments regarding user-accessible equipment in the
TechLink Multi-media Teaching Podiums. (The I.T. Division encourages users to coordinate
these changes in advance with the TechLink Control Center to avoid the potential disruption
of network events).
• The loading of content CDs, DVDs, and user files on PCs in the TechLink Multi-media
Teaching Podiums. (All user files should be removed at the end of each class or other
• The temporary connection of departmental or user-owned laptop PCs and thumb drives
to the TechLink Multi-media Teaching Podiums. (The I.T. Division encourages users
to include this requirement in their scheduling requests; and to make their laptops
available to the I.T. video staff for functional checks in advance of scheduled events.
This is to ensure compatibility and proper operation with the teaching podium system
due to the wide range of devices available to users).
NOTE: Only designated I.T. Division staff may load application programs on teaching
podium PCs, following an operational and security review in which no issues are identified
that may interfere with system functionality, privacy, or network security.
NOTE: Departmental and personal media storage devices such as PCs, laptop PCs, thumb
drives, CDs, and DVDs, must be scanned for viruses and malware before attaching to
any Institutional videoconferencing system.
Requests for Change
Faculty, staff, or students desiring to alter the configuration, features, or functionality
of an Institutional videoconferencing system or facility, may submit a written change
request to the Senior Director of Telecommunication Services, Information Technology
Division, MS 7755 for evaluation. Requests should include the following minimum information:
• Requestor’s name.
• Requestor’s school or department.
• Requestor’s telephone number and e-mail address.
• Description of the proposed change.
• Reason for the proposed change.
• The affected facility and system (such as Odessa RAHC, Room 1C-12, teaching podium).
Following an evaluation of the proposed change, the I.T. Division will respond to
the requestor, and if the change is approved, work with the requestor on an implementation
(NOTE: Anyone needing assistance to prepare a change request may contact the Senior
Director of Telecommunication Services at (806) 743-1500.
Videoconferencing equipment, services, and software intended for connection to the
TTUHSC network, shall be reviewed and approved by the CIO or designee prior to purchase.
(See also I.T. Procurement Review and the section above on Connectivity.)
Scheduling Priorities for TechLink Facilities and Services
Consistently heavy demand for videoconferencing services at TTUHSC requires the use
of these resources to be managed on a scheduled basis according to the priorities
and procedures below. This ensures that events receive preferential consideration
according to Institutional priorities when conflicting resource reservations occur.
Distance Learning Classrooms:
• Priority 1 - TechLink Broadcast (videoconference) with other endpoints for academic
courses of TTUHSC.
• Priority 2 - TechLink Non-broadcast (local use of distance learning classrooms and
their installed videoconferencing systems) for academic courses of TTUHSC.
• Priority 3 – TechLink Broadcast for all Institutional events other than academic
• Priority 4 – TechLink Non-broadcast use of distance learning classrooms and their
installed videoconferencing systems for any Institutional event.
General Purpose Videoconference Rooms:
• Priority 1 – TechLink Broadcast for any Institutional event.
• Priority 2 – TechLink Non-broadcast use of videoconference rooms and their installed
videoconferencing systems for any Institutional event.
Videoconference Rooms Assigned to Administrators, Deans, Departments, and Schools:
• Priority 1 - Internal use by the administrator, dean, department, or school with
administrative control of the conference room for any Institutional event.
• Priority 2 – TechLink Broadcast or Non-broadcast use by any TTUHSC student, faculty,
or staff for any Institutional event, when approved by the responsible administrator,
department head, or dean.
Telemedicine Consultation Facilities:
• Priority 1 – TechLink Broadcast for scheduled or emergency telemedicine consultations.
• Priority 2 – TechLink Broadcast or Non-broadcast use by telemedicine staff for telemedicine
education, training, or demonstration purposes.
• Priority 3 – TechLink Broadcast or Non-broadcast use by any TTUHSC faculty, staff,
or student for any Institutional event.
Teaching Studios and Auditoriums equipped with videoconferencing systems:
• Same priorities as for Distance Learning Classrooms
NOTE: In the event of an emergency telemedicine consultation when no other telemedicine
facilities are available, resources previously scheduled for other broadcast or non-broadcast
purposes may be reassigned to accommodate the emergency situation. Time permitting,
every effort will be made to inform the organizer of the affected event(s), but such
notification cannot be assured.
Scheduling Procedures for TechLink Facilities and Services
Requests to schedule (reserve) TechLink Broadcast and Non-broadcast video services
are submitted through the Event Management System. Reservation requests may be submitted
on behalf of customers by designated scheduling staff; or directly by the requestor.
Designated scheduling staff include the I.T. Division TechLink Network Scheduling
Coordinator, regional campus schedulers, and those assigned to scheduling duties within
the Classroom Support Department. Persons in these categories should use the EMS Client
version; and the EMS Web Portal is available for individual faculty, staff, and students
to request TechLink services.
At the Lubbock campus: contact the Classroom Support Department at (806) 743-2288 for assistance, or submit
a scheduling request directly through the EMS Web Portal. The Classroom Support Department
will forward requests involving TechLink services to the I.T. Division TechLink Scheduling
Coordinator for confirmation. Further assistance may be obtained by contacting the
I.T. Division TechLink Scheduling Coordinator (806) 743-7064.
At the regional campuses: contact your school or department’s administrative offices for the name and telephone
number of your regional campus scheduler. This person will forward requests involving
TechLink services to the I.T. Division TechLink Scheduling Coordinator for confirmations.
Further assistance may be obtained by contacting the I.T. Division TechLink Scheduling
Coordinator (806) 743-7064.
At all campuses, contact the F. Marie Hall Institute for Rural and Community Health in Lubbock at
(806) 743-4440, to schedule the use of telemedicine facilities.
At the Lubbock campus, contact the I.T. Division TechLink Scheduling Coordinator (806) 743-7064 to schedule
use of the I.T. audio bridge and satellite uplink / downlink services.
Information Required to Schedule TechLink Facilities and Services
When reserving the use of TechLink facilities or services, customers should provide
the following minimum essential information to support their requests:
• Event date.
• Event beginning and ending times.
• Requestor information (i.e., the name and telephone number of the person who is
scheduling the TechLink services).
• Presenter name and telephone number.
• A list of all campuses and/or other locations to be included in the event (NOTE:
for locations outside of the TTUHSC campus system, provide a contact name and telephone
number for technical coordination).
• The originating site (location of instructor or presenter) if the event is a TechLinked
• A list of special technical needs the Presenter will have including:
o Pre-event training in the use of the teaching podium or videoconference room system.
o Use of personal laptop (state whether MAC or PC).
o Use of CD, DVD, thumb drive, or other device.
o Use of the Internet.
o Webinar services.
o Content capture (recording) services.
o Other as may be applicable.
NOTE: for recurring events, provide a listing of all event dates, beginning and ending
times, and locations involved, for each event date.
Additional Information Regarding the Scheduling of TechLink Facilities and Services
• Short-notice requirements – to schedule TechLink services Monday-Friday, 8:00am
to 5:00pm with less than 2 hours advance notice, customers have the option of using
EMS or contacting the I.T. Division TechLink Scheduling Coordinator directly for support.
Customers with greater than 2 hours advance notice of their events are asked to use
EMS as described above in the section on Scheduling Procedures for TechLink Facilities
• Telemedicine emergencies – to schedule TechLink emergency telemedicine support Monday-Friday,
8:00am to 5:00pm, contact the TechLink Video Network Control Center directly at 743-7053;
7054; 7060; or 7061.
• Telemedicine emergencies – to schedule TechLink emergency telemedicine support after
hours and weekends, contact the On-call technician at 743-7053.
• TechLink connections to locations outside the TTUHSC network, require 2-3 work days
advance notice due to the need for equipment compatibility testing.
• After-hours events – a minimum of 14 days advance notice is required to schedule
a TechLink event that will be held outside of normal business hours (Does not apply
to telemedicine emergencies.)
• Weekend events – a minimum of one month advance notice is required to schedule a
TechLink event that will be held on a Saturday and/or Sunday. (Does not apply to telemedicine
• Institutional holidays – TechLink services are not available on official Institutional
holidays except for telemedicine emergency support.
Changes to Scheduled Events
The I.T. Division manages the support of TechLink Broadcast and Non-broadcast services
through the use of an event schedule which ensures that distance learning classrooms
and other video facilities and services are ready for use when needed. Effective customer
support can be assured only if the TechLink Event Schedule includes accurate information
from users concerning their scheduled TechLink events. This requires that users communicate
any changes to their “Confirmed TechLink” events as soon as they become known. Accordingly,
changes affecting confirmed TechLink Broadcast and Non-broadcast events should be
reported to the Classroom Support Department in Lubbock at (806) 743-2288; or to the
appropriate regional campus scheduling staff. Classroom Support and regional scheduling
staff should use the “Reminder” feature of EMS to notify the I.T. Division TechLink
Scheduling Coordinator of any changes to Confirmed TechLink events received by their
department. Only the designated I.T. scheduling staff is permitted to implement changes
to scheduled TechLink events. Examples of reportable changes are listed below.
• Event cancellation.
• Addition or deletion of participating endpoints.
• Change in beginning or ending time of an event.
• Change in event date.
• Change in event duration.
• Change in the origination site of TechLink broadcast events.
• Change in expected group size.
Fee for Service
The use of certain TechLink and other I.T. Division audio-visual facilities and services
may result in service charges to the customer. Examples of facilities and services
for which these charges may be assessed, include:
• Technical support of after hours and weekend TechLink Broadcast and Non-broadcast
• Satellite uplinks and downlinks.
• I.T. production studio services.
• Videoconferencing project support such as consulting, design, procurement, installation,
project management, and associated services.
• Operational support of customer owned equipment including onsite maintenance, network
technical services, and associated support.
Customers needing technical assistance with an Institutional videoconferencing system
during a TechLink Broadcast or Non-broadcast event may contact the local or central
TechLink Video Network Control Center by telephone (or directly via the room microphone
if the audio link is functioning). Depending upon their location, customers should
use one of the following numbers to reach a TechLink Video Network Control Center
if calling by telephone:
Lubbock (Central Control): (806) 743-7053; 7054; 7060; or 7061
Abilene: (325) 676-3899 (O); (325) 829-7940 (C)
Amarillo: (806) 356-4629; 806-356-4048
Dallas (VA Campus) (214) 372-2817 (O); (817) 808-5634 (C)
Dallas (Forest Park): (214) 351-2224 (O); (214) 500-6373 (C)
El Paso: (915) 545-6407
Midland: (432) 620-8057
Odessa: (432) 335-5197
All other locations: Use the Lubbock contact numbers
Videoconferencing Systems Security
Institutional videoconferencing equipment, software, systems, and services are subject
to the same security rules and policies that govern other electronic communications
at TTUHSC. As a further precaution, departmental and personal media storage devices
such as PCs, laptop PCs, thumb drives, CDs, and DVDs, must be scanned for viruses
and malware before attaching to any Institutional videoconferencing system. (See also
Security and Disciplinary Process).
Audits of Videoconferencing Equipment, Systems, and Software
(See also Security).