1. Business Hours/After Hours:

TLRC business hours are 7:30 AM to 5:00 PM Monday through Friday in accordance with most HSC Campus offices. Classroom Support strives to be in scheduled meeting rooms at least 10 minutes prior to every meeting to ensure equipment is working properly. For any meetings scheduled before or after business hours, a Classroom Support Specialist will be available to assist you with your meeting needs at campuses where the TLRC is housed. Currently those buildings are HPEB/MREB/CB1, REYN, SRPH, & HSCRR. For all other buildings that have meetings scheduled before or after business hours, check with the TLRC to find who the OIT representative is onsite.

2. Meeting Space and Availability:

The meeting requestor is responsible for reviewing availability of rooms at each HSC campus via Outlook calendars. TLRC cannot locate rooms for you except for in a rare, case-by-case basis. If assistance is needed in gaining access to the room calendars in Outlook, please contact the TLRC Classroom Support Hotline at 979-436-0290. Upon checking the calendars, if there is a conflict and you feel you need a site that has a previously scheduled meeting; it is your responsibility to contact that meeting’s organizer to try and work out a solution to the conflict. If need be, the Office of Vice President of Academic Affairs will have the ultimate resolution on priority decisions.

Meeting Requests are processed in the order which they are submitted and received. Formal instruction and classes take priority to all other meetings.

The prioritizations of submitted requests are as follows (priorities may vary according to type of room; such as video conferencing capable rooms vs. meeting room only):

a. Formal instruction to HSC students (classroom and Sim center), consistent with a published schedule. Ad hoc sessions have a much lower priority.

b. Regular scheduled HSC administrative meetings.

c. Formal review sessions, discussion groups, etc. with HSC students

d. Continuing professional education and workshops provided by HSC faculty and staff

e. Student organization meetings

f. Informal student group study and review (outside of class)

g. Ad hoc HSC administrative meetings

h. HSC events, including symposia, public meetings, receptions, etc.

i. Community events (meetings, workshops, receptions) - Outside parties will be billed for services (e.g., custodial, security, IT)

3. Rooms Requiring Pre-Authorization:

Certain HSC campuses require prior authorization to utilize specific rooms (i.e. Dean’s Boardrooms). These rooms are marked with an asterisk (*) and the words “Requires Authorization from …” in the drop down menu of site lists on the online request forms. If you are unsure if a room requires prior authorization, please contact Classroom Support for help with your request submission.

If a restricted access room is needed:

- Submit your request using the TLRC online scheduling request form.

- Complete a “Special Authorization Form” located on our website at http://www.tamhsc.edu/tlrc/forms. This form will need to be signed by the appropriate Dean’s assistant, scanned as a PDF or TIFF attachment, and returned to TLRC via email at: tlrc-authorizations@tamhsc.edu. Please make sure to include in your email the Request Number you received after scheduling through the online request form.

4. Mandatory Lead Time:

In order to meet the scheduling needs of all HSC components, scheduling requests, changes, and cancellations must be submitted at minimum two business days in advance of meeting. If you fail to give sufficient notice, your conference may not be scheduled and cannot be guaranteed. All accommodations will be made to meet your needs if time is permitting. TLRC understands that without fault of the meeting planner, an event may arise and need immediate attention. In these instances, please call the Classroom Support Hotline at 979-436-0290 should your online request go unanswered for 2 or more hours. For all same-day meetings, the Hotline must be called to let the schedulers be aware.

5. Extension of Meetings:

Verbal notification must be received no later than 15 minutes prior to the scheduled end of the meeting. (A notification will appear during the videoconference that notifies the participants when there are only 15 minutes remaining in the meeting.) This allows TLRC staff to utilize scheduling software and prevent interruption or loss of meeting and recorded data. Please call the Classroom Support Hotline at 979-436-0290 to accommodate this request.

6. PowerPoint Presentations:

Any and all presentations must be received two business days prior to actual meeting. Please email all presentations to tlrc-presentations@tamhsc.edu. In the subject line of the email, please reference the Request number received when you scheduled your meeting. This will ensure that your presentations are tested and setup properly before the day of the meeting arrives.

7. Recording Requests:

An email address must be provided at time of online scheduling request submission for proper delivery of the recording. For certain classes and colleges, a predetermined recording email address will be used for disbursement purposes to the students. The TLRC schedulers are aware of what these email addresses are, and will modify your recording email request when this rule applies. You will receive an email confirmation that a change has been made if this occurs.

Delivery of Recording – Please allow up to 2 business days for your recording to be rendered. If you need the recording sooner than allotted, please contact Drew Davenport at davenport@medicine.tamhsc.edu.

8. Video Conferencing with External sources that are not HSC Campuses

TLRC requires all external videoconference sites to be tested prior to the meeting date in order to allow connection to the HSC System Videoconference units. It is the requestor’s responsibility to provide the following information two business days in advance of videoconference for testing purposes. When submitting an online request form, please include the following information:

I. External Source Contact information (Name, Phone number, and Email address)

II. External Source I.P. Address (Select “External IP Address” as ‘City’ when using online request form. Then type the IP address in the text box labeled “IP”)

TESTING- It is the meeting requestor’s responsibility to schedule a test date with the external site prior to the actual meeting date. This can be accomplished by sending an email to schedulers@tamhsc.edu with the online request number in the subject line of the email that includes the name and contact information of the external site’s IT technician or contact. If the test is unable to be successful, the external source IP address will be dropped from the videoconference that is scheduled and the meeting requestor will be notified via email. There will be no exception to this rule.

9. TTVN/TAMU – Trans Texas Videoconference Network:

For all TTVN needs, please contact Margaret Delarosa at Phone # 979-862-2240, email: ttvn-schedule@tamu.edu or check their website at: http://TTVN2.tamu.edu. After arrangements have been made with TAMU’s TTVN department, please ask for the Bridge Name your meeting was assigned. A TLRC online scheduling request form will then need to be submitted through the TLRC website. When submitting your request form, the TTVN information should be chosen under the ‘City” drop down box and will be listed as “TAMU-TTVN”. The Building choice is “TTVN Bridges”, and the ‘Room’ will be the Bridge Name TTVN provided to you. If you have any questions on this process, please contact the Classroom Support Hotline at 979-436-0290.

10. Food/Refreshments in Meeting Rooms:

On the TLRC online request form, you must indicate in the “Event Special Needs /Comments” area, that food or drinks will be served so that the appropriate arrangements can be made.

TLRC must be notified of all catered meals that will be served at any HSC Campus. Margo Steffan, the TLRC Academic Services Coordinator, will submit the AIM request that is required for these types of events. She will be your point of contact and will help to facilitate custodial and facility needs for your room preparation and clean up. All caterers must report to the Security Desk, where available.

*Any parking needs must be prearranged at each campus’s Security Office.

11. Room Configurations

If changes in room configurations are needed, time must be allotted in advance of the meeting’s actual start time and after its end time to allow for the changes requested and the resetting of original room configuration. Configuration requests should be notated in the “Event Special Needs/Comments” area of the online scheduling form. The meeting requestor will not be responsible for submitting an AIM request, because it will be completed by Margo Steffan, the TLRC Academic Services Coordinator, as is required by HSC Facilities.

12. TLRC does not provide special equipment such as laptops and conference phones for meetings. If there are special needs and requests, please contact OIT Help Desk at phone # 800-799-7472 or send an email to helpdesk@tamhsc.edu detailing your additional needs.

13. Equipment Maintenance and Set Up

ONLY TLRC and OIT staff are permitted to handle the equipment. DO NOT adjust or modify the physical room equipment in any way. Please notify the Classroom Support Hotline 979-436-0290 of any adjustments to the equipment that is needed.