IOWA COMMUNICATIONS NETWORK
EDUCATIONAL VIDEO SCHEDULING “ON-DEMAND”
GUIDELINES
As approved by the ETC on 3/21/2002
Effective 1/17/2003

What is “on-demand?”
“On-demand” is a scheduling procedure for ICN video classrooms. Any new request or addition of sites to an existing reservation WITHIN 24 hours of the scheduled event is “on-demand.” Saturdays, Sundays and holidays* are NOT included as part of the 24 hours (see examples below). The scheduling procedure is different from other reservations.

When is “on-demand” used?
“On-demand” scheduling may be useful to educational ICN sites if the requested video session meets the following general criteria:

• The desired video session involves a relatively small number of sites.
• The session is a one-time event (rather than a series of sessions or classes).
• The desired session takes place within 24 hours not counting Saturday, Sunday and holidays.* (If the desired session is farther in the future than 24 hours not counting Saturday, Sunday and holidays,* the requester should follow the usual scheduling procedure.)
• The requester has checked the ICN Video Scheduling Web-based platform to see that desired sites are available. (www.icnvoss.state.ia.us/tcreliance/index.jsp)
• The requester has checked with all sites for the session to see that they intend to participate and are informed of the “on-demand” session.
• The session is already scheduled but the requester wishes to add more sites within 24 hours (not counting Saturday, Sunday and holidays*) of the scheduled session.

What are some examples of when “on-demand” scheduling is needed?

• Example 1: The requester wishes to schedule a new session or modify an existing session that will occur on Friday, Dec. 3 at 11:00 a.m. Today is Thursday, Dec. 2 and it is 9:00 a.m. Is “on demand” scheduling needed? NO, this time period is outside the 24-hour “on demand” window. The regular scheduling process is used.
• Example 2: The requester wishes to schedule a new session or modify an existing session that will occur on Friday, Dec. 3 at 11:00 a.m. Today is Thursday, Dec. 2 and it is 1:00 p.m. Is “on demand scheduling” needed? Yes, this time period is within the 24-hour “on-demand” window. You must follow the “on demand” process outlined below.
• Example 3: The requester wishes to schedule a new session or modify an existing session that will occur on Monday, Dec.6 at 11:00 a.m. Today is Thursday, Dec. 2 at 9:00 a.m. Is “on demand” scheduling needed? NO, this time period is outside the 24-hours “on demand” window. The regular scheduling process is used.
• Example 4: The requester wishes to schedule a new session or modify an existing session that will occur on Monday, Dec. 6 at 11:00 a.m. Today is Friday, Dec. 3 at 1:00 p.m. Is “on demand” scheduling needed? Yes, even though this time period is outside of 24 hours, recall that Saturday and Sunday hours are NOT counted as part of the 24 hours for “on demand” scheduling. You must follow the “on demand” process outlined below.

What else should be considered with “on-demand” scheduling?

In order to ensure your request can be fulfilled, avoid scheduling “on-demands” at the very last minute.

What procedure must a site follow to complete an “on-demand” request?

_____ 1. Check the ICN Video Scheduling Web-based platform for site availability.

_____ 2. If the ICN Video Scheduling Web-based platform indicates that sites appear to be available, call desired site(s) to agree on the session. You MUST RECEIVE PERMISSION FROM THE SITES. (Within this 24 hour window, the site has the right to refuse being part of the session.) Recall that the 24-hour window does not count hours on Saturdays, Sundays or holidays.*

_____ 3. Call 1-877-575-2862 (toll free) and request an “on-demand” session. The staff member will ask questions on the attached form.

_____ 4. If requested session has no site conflicts, session is automatically scheduled for you. You won’t receive a return phone call UNLESS there are conflicts.

How quickly can I find out if my requested session is confirmed?

• Assuming the site(s) you requested are available (not scheduled for another ICN session at that time), your request will immediately be entered into the computer.
• Your phone call to 1-877-575-2862 is all that is needed. There is no need for you to “check back.”
• You will NOT be notified unless the scheduling software finds a conflict in your requested session.

*Holidays include the following: New Years’ Day, Memorial Day, 4th of July, Labor Day, Thanksgiving and Christmas. In cases where these holidays occur on a weekend, “holiday” will be considered the designated day recognized by the State of Iowa.

d72698.doc
revised 4/3/2000