No event may be scheduled prior to 59 days before the beginning of each semester.
Clients will be assessed the Video Conference Fee and Delivery Assistant Fee for events not cancelled two working days before the event. Clients will be strongly encouraged to finalize the details of their event seven working days before the event to minimize scheduling problems. Clients who continuously cancel their scheduled conferences will be evaluated on a case-by-case basis, and they may face penalty assessments or other OVN actions.
Request for additions with fewer than two days notice will not be confirmed until delivery assistant service can be ascertained. Clients will be advised that sites may be unavailable due to short notice and the unavailability of appropriate delivery assistance service.
8 a.m. to 10 p.m. Monday through Friday; and 8 a.m. to 5 p.m. Saturday. The OVN is not operational on university observed holidays and UW Winter Break.
Generally, events are scheduled to start at the top of the hour and end at 10 minutes to the hour.
Requests and forms for confidentiality of session must be provided by client.
Various sites around the state have various occupancy capacities and clients must comply with local fire district codes for occupancy. OVN staff will work with the client to help find sites that best fit the client's audience size.
If there are no participants present at an OVN site, the delivery assistant may close and leave the site after a 30-minute waiting period. Users intending to arrive at a video conference later than 30 minutes after their scheduled start time should notify the OVN scheduler or the local delivery assistant.
The OVN will electronically record all sessions for possible technical review and assessment. Recordings are available to non-credit event clients for seven days; after the seven-day period all such recordings will be erased and/or deleted. Clients can request that their event not be recorded.
For additional information, contact Robin Engen at (307) 766-3071.