Wisconsin Videoconference Site Support Rate Policy*
Introduction
The following policy has been developed cooperatively among representatives of all UW System institutions to encourage usage and access to the UW compressed video sites, partnerships among UW institutions, state agencies, and organizations. It also endorses a consistent level of customer service.
These guidelines are intended to achieve access to UW compressed video sites within an environment of experimentation. While flexibility should be employed to anticipate refining this initial policy, and negotiating exceptions (especially for inter-institutional programming), the policy encourages consistency in charges and categories of users to allow ease in scheduling the system. As experience dictates, changes may be necessary and the UW institutions reserve the right to make changes.
The guidelines affect compressed video sites for which costs were shared by UW-Extension, sites that have received support funds from UW-Extension, and sites that have voluntarily joined this cooperative effort to establish common fees to the extent possible. However, the guidelines refer only to the proposed basic levels of support. Some sites provide additional services at fees beyond those in the guidelines.
Policy
The following policy is recommended:
1. Categories of Users
A. UW institutions
B. PK-12 schools, WTCS institutions, state and federal agencies
C. All other groups not specifically noted in A and B, including for-profit organizations and not-for-profit organizations.
Scheduling priorities and access should parallel these categories.
2. Site Support Basic Services
To provide consistent levels of site support, participating UW institutions will offer a range of basic services for all users of the compressed video sites. Program originators will work cooperatively with receive sites to assure a high level of support services. Institutions will have the flexibility to make individual decisions (based on staff and fiscal resources) when assigning these responsibilities. The same individual staff person could be assigned to perform a number of functions.
Some sites will provide expanded and enhanced services to their customers. Those expanded services and the resulting charges will be negotiated in advance with potential clients.
The local program coordination responsibilities include the following services:
- preparing to originate or receive the call so Instructional Communications Systems (ICS) can bridge the call and providing technical support throughout the transmission
- training participants to use the equipment
- assuring that the program equipment is secure
- providing access to the building and classroom
- arranging furniture and equipment
The administrative duties noted below will customarily by provided by the program originator, in cooperation with the local site coordinator:
- welcoming, introducing program, explaining procedures and agenda, registering and collecting fees
- distributing and/or collecting program materials, evaluations, etc.
- performing post-program administrative duties (submitting fees, rosters, form, evaluations, etc.)
3. Site Support Rates for Basic Services
Access to sites is dependent upon site availability.
The following rates for basic site support services as outlined about should be charged to the categories identified in Section 1. The expectation is that the GPR support pledged by both UW-Extension and by the institutions that have agreed to participate in this system should help subsidize the cost for UW institutions.
Note that these charges are in addition to the line and bridge charges that will be assessed. Rates are per site, per hour from 7:45 to 4:30, Monday through Friday. Evening and weekend programs may necessitate additional charges. These rates may not apply on holidays; holiday rates would be negotiated with receive sites.
A. While it is recognized that there are considerable costs associated with site support, the UW institutions will agree to charge $15.00 per hour per site for basic services. Inter-institutional agreements may take precedence over this recommended rate.
B. PK-12, WTCS institutions, and state and federal agencies will be charged $30.00 per hour per site for basic services.
C. For-profit and not-for-profit organizations will be charged $150.00 per hour for basic services.
4. Cancellation Policy
Cancellation policies are necessary to facilitate the most effective use of resources. Given the amount of time set aside for programs (especially credit programs), it is important that sufficient notice be given of canceled programs so other programs or courses may be scheduled.
The originating institution or agency is responsible for notifying the receive sites of any cancellations. Instructional Communications Systems (ICS) must receive notification of canceled credit courses a minimum of two weeks before the initial session, or the sponsoring institution will be charged at the above rate for the first scheduled session. ICS must be notified of non-credit programs or meetings that will be canceled a minimum of one week prior to the scheduled first session, or the sponsoring organization will be charged at the above rates for the first scheduled session.
5. Institutional Contacts
The designation of an institutional representative will facilitate communication both within individual institutions and among UW institutions. That representative will serve as a liaison among UW institutions as well as with external customers. The vice chancellor at each institution will identify the initial contact for the use of the compressed video sites.
6. Future Actions
Further assessment and recommendations need to be made to govern the use of the system. Data on utilization, cost, and enrollments must be collected to assess the effectiveness of the system during this two-year pilot. Further policy development should address scheduling priorities and procedures; responsibilities of ICS and individual institutions (including the responsibilities of the originating institution or agency) for scheduling and communication; cancellation policies for receive sites; the encouragement of collaborative use of the system and the avoidance of program duplication and competition.
*Revised July 2002
