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Scheduling Policies

Monday - Friday

Regular Business Hours:  7:30 am – 5:00 pm

TLRC Main Line:  979-436-0290

http://www.tamhsc.edu/tlrc/scheduling/index.html

 

TLRC Scheduling Policies

  • Meeting requests are processed by date in the order which they are received.  The priorities of submitted requests are as follows:
  1. Formal instruction to HSC students and classes (classroom and CLRC) consistent with a published course schedule take priority to all other meetings/events.
  2. Required standardized testing or skill check-offs to HSC students.
  3. Regular scheduled HSC administrative meetings.
  4. Formal review sessions, discussion groups, etc. with HSC students.
  5. Continuing professional education and workshops provided by HSC faculty and staff.
  6. Student organization meetings.
  7. Informal student group study and review (outside of class).
  8. Ad hoc HSC administrative meetings.
  9. HSC events, including symposia, public meetings, receptions, etc.
  10. Community events (meetings, workshops, receptions).  Outside parties may be billed for services (i.e., custodial, security, IT).

 

  • Only OIT staff is permitted to troubleshoot the equipment.  (The touch screen interface [if applicable] is appropriately designed for faculty/staff use.)  Please notify them of any needed equipment adjustments at 979-436-0950.
    • If an event needs Special Equipment such as laptops, conference phones for meetings, guest WiFi or computer accounts please contact the OIT Helpdesk at 800-799-7HSC (7472).  Guest WiFi Accounts may also be requested from the OIT website @ https://helpdesk.tamhsc.edu/guest-wireless-access/.
    • For after hour events, the requesting parties (or room participants) are responsible for ensuring the AV equipment is properly turned off and the room tidied up upon the completion of the event.

  • An AIM Facilities Work Request should be submitted for any changes in room configuration, extra tables, refuse containers or custodial assistance @ tamhsc.edu/assetworks/.   Fees may be charged if furniture must be manipulated.
    • Please remember to allow extra time before and after a meeting to accommodate room set-up and any necessary clean up.
    • Please keep in mind all requests may not be completed if the room manipulation proves excessive, is outside business hours or not scheduled within two working days.
    • If only a small change in room configuration or the setup of a single table is required, please enlist the employees in your college to assist. This will help assure that you get the arrangement that you need in a timely fashion and will keep the limited Facilities staff from being overloaded.

  • Indicate if Catering, Food or Drinks will be brought into the facility in the “Special Needs” section of the scheduling request form and submit an AIM Facilities Work Request @ tamhsc.edu/assetworks/ to advise facilities of same.  All caterers must report to the Security Desk where available.  In addition, all food requests are subject to the guidelines of the Environmental Health & Safety Department of the HSC @  https://www.tamhsc.edu/ehsm/aboutus/index.html.  Please direct questions regarding Health and Safety policies such as catered events or chafer wick fuel/open flame heat to Pam Burn, Assistant Director of Environmental Health & Safety, at 979-436-0532 or burn@tamhsc.edu.
  • Please refer to the Security Office guidelines on each campus regarding event Parking  needs and after hour’s room access arrangements.

 

Frequent User Procedures and Reference Information

New TLRC Scheduling Request:

  • Check availability of meeting site locations on individual Outlook calendars. (If your request is a higher priority level than a previously scheduled meeting, please contact the requester of that meeting to find a resolution to the issue.  If a compromise cannot be reached, please contact your Main Point of Contact.)
     
  • Complete and submit a New Scheduling Request form no less than 3 full business days in advance of your meeting.  You will receive an automatic reply with your request number.  (See CLRC deadline information below.)
    • TLRC highly recommends that monthly recurring meetings be submitted quarterly in order to simplify number of changes per request and allow users a maximum number of changes to potentially variable events.
    • In order to meet scheduling needs of all HSC components, requests must be submitted a minimum of 3 business days prior to event start time.  If you fail to give sufficient notice every effort will be made to meet your needs if time permits; however, scheduling of your request cannot be guaranteed.
    • For all TLRC same-day meetings and emergency scheduling requests, call the TLRC Main Line at 979-436-0290 or your Main Point of Contact to receive immediate attention.
    • Please Note:  Approval of same day requests are contingent upon need of A/V equipment, availability of staff to support and availability of location(s).
  • Certain HSC campus locations require prior authorization.  These rooms are marked with an asterisk (*) in the drop-down menu of sites on the online request forms with the words “Requires Authorization from…”.  If an authorization form is required, please complete the Special Authorization Form and submit to the appropriate Dean’s assistant to sign and send to TLRC (tlrc-authorizations@tamhsc.edu).
  • Please contact the OIT AV Main Line (av-support@groups.tamhsc.edu) at 979-436-0950 for information or support regarding:
    • Technical problems in the classrooms
    • Audio/Visual troubleshooting
    • Recording video conferences
    • Video conferencing to external sites
    • Connecting to TTVN
    • Scheduled trial set-ups and testing (IP Addresses, Presentations, Computers, and Software)

 

New CLRC Scheduling Request:

  • Complete and submit a New Scheduling Request form no less than 6 weeks in advance of your meeting or event start time.  You will receive an automatic reply with your request number.
    • CLRC follows the same policies as TLRC with the exception of new request deadlines.  The CLRC must receive your New Scheduling Request form no less than 6 weeks in advance of your meeting or event start time in order to coordinate rooms and supplies.
    • For CLRC same-day and emergency scheduling requests call the CLRC location where your event is scheduled: (Bryan) 979-436-0160; (Round Rock) 512-341-4951.

 

Recording Requests:

  • Classes may be recorded as availability allows based on need and the provision of a valid HSC email address where the recording can be sent. (Certain colleges and classes have a previously agreed upon email address for disbursement purposes.)
  • Meetings may not be recorded unless a request for exception is received and approved by the TLRC Director.  (If exception is approved, a valid HSC email address must be provided with the exception request for proper delivery of the recording.)
  • Delivery of recording may take up to two business days.  If you need the recording sooner or need for persons outside HSC to be able to view the recording, please contact your component’s Media Specialist for special accommodations.  (This information is available from your Dean’s office staff.)

 

Video Conferencing with external sources not on an HSC campus:

  • Testing of all external videoconference locations by OIT is required 2 business days prior to the meeting date in order to ensure proper connection to the HSC System.
  • When submitting the online request form, it is the requester’s responsibility to provide:
    1. External source contact information (Name, phone number and email address)
    2. External source IP address (Select “External IP Address” as the city when completing the online request, then enter the IP address in the text box.)

 

Video Conferencing with TAMU/TTVN (Trans-Texas Videoconference Network):

  • Submit a TLRC new scheduling request for your desired location(s).  Select TAMU-TTVN as the final ‘city’.  List the title of the event and the location you want to connect with in the ‘Special Needs’ section of the request.  If you have any questions regarding this process, please contact OIT at 979-436-0950.

 

Change Requests:

(TLRC highly recommends that monthly recurring meetings be submitted quarterly in order simplify number of changes per request and allow users a maximum number of changes to potentially variable events.)

  • A change request is required no less than 2 full business days in advance of the change when a meeting will not occur exactly as it was originally scheduled, i.e., addition of rooms/sites, addition of a recording, change of date or time, deletion of rooms/sites or cancellation of date in a series.  The original requester will need the original request number and follow the ‘Submit a Change Request” link through our website @ http://www.tamhsc.edu/tlrc/scheduling/index.html.
  • 4 maximum changes are allowed to any individual scheduling request. (An event title change is not counted as a change.) Requests with multiple date recurring meetings are allowed six maximum changes. (The cancellation of one or more dates for all locations in the series does not count toward the total.)
  • In order to minimize confusion in event recordkeeping, once the maximum number of changes occurs, the original request must be cancelled and a new scheduling request submitted through our website @ http://www.tamhsc.edu/tlrc/scheduling/index.html.

 

Cancellation Requests:

(Please remember if you need to cancel a single occurrence in a series, please submit a Change Request to cancel that individual date and it is not counted toward the total number of changes.)

  • If a meeting is to be cancelled completely in all Outlook calendars, the original requester will need the original request number and no less than 1 full business day in advance of the cancellation follow the ‘Submit a Cancellation Request” link through our website @ http://www.tamhsc.edu/tlrc/scheduling/index.html.
  • Please Note:  If you are not the originator of the request, please enter your name and contact information for verification purposes.