Initiating ITV Class

Overview

The policies and procedures outlined below were devised to mesh successfully and harmoniously with Minnesota State Extended Campus requirements and our regional (COMET) network requirements. Each of these supporting entities must maintain stringent operating guidelines and time lines in order to provide accurate routing and scheduling of the interactive television system.

Minnesota State University Mankato provides the following services to those desiring to deliver their courses/meetings with remote off campus sites.

• Initial consultation forming a collaborative partnership with those desiring to use ITV. This will include proper site selection, related cost information, and the level of technical assistance available at various distant receiving locations. In addition, an overview of the complexity and routing configurations will be brought to the attention of the instructor or program coordinator. Initial consolation will also include materials and instruction on how to promote an interactive television class for success, and how to educate the participants as to what ITV is and their expectations as students using the system.
• Provide instruction on how to properly complete Extended Campus request forms and the Course Term File - Input Data Sheets.
• Instructional briefings are provided two weeks prior to the start of each semester on the usage of the ITV equipment, and development of materials used for telecast. Additional informative training seminars are offered as required through out the year. In addition, if requested, a one on one session will be offered if the need is warranted.
• The MSU ITV office will contact each site as requested, check for curriculum approval at that site, make all arrangements with that site, submit contract information, and contact the regional scheduler for routing confirmation.
• The ITV office will make recommendations as to site location and selection based on cost effectiveness, maximum site utilization, geographical location to host site and intended use.
• Technical assistance for on campus ITV classrooms will consist of making the initial connect, and provide assistance with teaching related technology. Our technicians will be available by cell phone if after the initial connect should a problem arise.

The use of MSU Interactive Television classrooms are prioritized in the following order

1. Instructional
   • Joint Programs
   • Full program credit-based courses
   • Other credit courses
   • Customized training and specialized events or activities
2. Meetings
3. Credit course requests will have priority over non-credit courses until the deadlines

Timelines of concern for scheduling an ITV course

In order to get an ITV course up and running, the ITV office must conform to the following time requirements set forth by related offices/entities. Individual dates will change from year to year and are updated when required.

• MSU room scheduling: Minimum 6 months prior to class start date.
• Room registration at remote sites: Minimum 6 months prior class start date.
• MSU Extended Campus:
  Spring 2002 by April 2, 2001
  Summer 2002 by October 29, 2001
  Fall 2002 by December 14, 2001
• MSU Registrars Office
  Spring 2002 by April 2,2001
  Summer 2002 by October 8, 2001
  Fall 2002 by November 9, 2001
• COMET (our regional ITV network)
  Spring 2002 by October 1, 2001
  Summer 2002 by March 1, 2002
  Fall 2002 by March 1, 2002

Example

1. Semester/year for which you want your class to start = "Summer" 2002.
2. Appointment with Jerald Anderson (507-389-6921) to discuss your requirements for teaching on ITV by September 5, 2001 or earlier.
3. Input Data sheets must be filled out and submitted to Registrars Office by October 8, 2001.
4. Input Data sheet information must reach the office of Extended Campus by October 29, 2001.
5. All scheduling data including room reservations, off campus site approval, including curriculum \ approval (to allow the class to be taught at the remote site) must be submitted to COMET from the MSUM ITV office by March 1, 2002.

Total Time = 7 Months advanced planning minimum.
These time lines are our responsibility to meet. As you can see, there is considerable lead-time required for a class request submitted to the COMET office. Input Data sheet deadlines must follow the requirements of the Registrar's Office and/or the Extended Campus Office.

Steps to initiate a class utilizing Interactive Television

1. Make an appointment with Jerald Anderson (507-389-6921) to discuss your plans for teaching on ITV.
2. In house ITV request is then filled out, remote sites justified, identified, notified, confirmed.
3. Input data sheets properly completed, signed by department chair, sent with attached copy of in house ITV form to registrar's office or Extended Campus office as appropriate.
4. Registrar's office then sends Jerald Anderson /Extended Campus a completed copy of the Data sheet for placement in the ITV files for future use.
5. All scheduling information then sent to the COMET via Internet for scheduling.
6. Confirmation of the process received from COMET, sent to department chairs and instructors.
7. Routing plans in place, no changes allowed 30 days prior to the first day of class.

Details of the initiating process

• Plan to have your class scheduled into our system nine to twelve months in advance.
  Arrange for a one time initial consultation with the ITV coordinator Jerald Anderson (507-389-6921) or cell phone 327-0660. This meeting will give you the latest information on scheduling, how to fill out the necessary forms for the registrar's office, your best options as to remote teaching sites to use, and tips and information on how to teach using ITV technology and guidelines for course design and development. This meeting will also give you good to know information on the ITV infrastructure so you will have a good understanding on how the total network functions. Each consultation will bring awareness to the instructor the importance of understanding the cost factors of small class size in relation to room rental costs, and problems associated with an excessive number of sites interconnected. In addition, this consultation will allow us to best meet your needs, avoid unnecessary changes later, and developed a partnership with you so we fully understand your requirements, and that you understand ours.
• Complete the MSU Interactive television form.
  Our in house interactive television form is necessary for us to track your class and its destination. From the information on this form, I will contact the remote sites as to the availability. Early contact with these remote sites will insure us that the rooms will be available.
  The form contains basic data such as name of course, instructors name and contact information. The specific remote sites you have chosen to send your program, class ID number, number of projected students, and when available, the number of actual students. We also use the form to document the site facilitators contact information, the remote classroom phone/fax numbers, and who to call if the building or room is not open on time for you. Other important information such as hourly site costs and emergency information will be listed. This form is necessary in order for us to cross check the input data sheets, which will be filled out by you for the initiation of your class with the registrar's office. A copy of this form will be sent with the input data sheet to the registrar's office in case an entered item needs to be clarified. The original form will be checked for accuracy by your dean and will carry their signature as a witness of accuracy. The original form will be kept on file with the ITV coordinators copy of the input data sheet. Our goal is to avoid unintentional errors, maintain a high degree of accuracy and to eliminate changes due to limited planning.
• Complete the Course Input Data Sheet or Extended Campus Course Request Form by the deadline dates set forth by the registrar's office or the Extended Campus office. If deadlines are not met, your class will not appear in printed publications of the on and off campus semester course schedules.
  Currently there are two forms which are considered "Input Data Sheets" One form is called the "Course Term File - Input Data Sheet" the other is Called the "Extended Campus Course Request form". The Extended Campus Course Request Form should only be used for a class, which originates off campus. In other words, if your class is being taught from Owatonna to Rochester via ITV, and is not being taught at the MSU campus, you should use the "Extended Campus Request Form" The reason behind this is a class which is not taught on campus, is not filed through the registrar's office, it is handled by the extended campus office. This holds true if it is a stand-alone class or one taught over ITV to other locations. A separate form is required to be filled out for each location or ITV site.
  When your class includes MSU as a site, and you are teaching at MSU, or will be rotating your teaching locations, and MSU is one of them, you must complete the "Course Term File- Input Data Sheet" This form differs in content from the Extended Campus Request form and the two must not be interchanged. A separate form for each site must be filled out regardless of which form is used. Hand writing additional information such as remote sites, start time on the form at a location of your choice in an unintelligible way is unacceptable. The department chair must approve either form, however routing of the form is different depending on which form is used. The Course Term File-Input Data sheet must be sent to the registrar's office, the Extended Campus Request Form must go directly to the Extended Campus office. Failure to meet the Registrar's deadlines will result in courses which cannot be included in the printed publication of the on and off campus semester course schedules.