Instructional Services scheduling is your first point of contact for any service reservation request. Our scheduling agents are dedicated to finding the solution that will fit your event needs. Instructional Services scheduling handles over 40,000 reservations per year. Calls and emails usually consist of help calls, room reservation requests, equipment requests, and inquiries. Scheduling also handles the checking in and out of keys, wireless microphones, and wireless slide show remotes. Scheduling inquiries and requests may be submitted by phone or email. For purposes of efficiency it is recommended that requests be sent by email.
Instructional Services SchedulingRates As of 05/19/09
Rate Group |
Rate |
Overtime Rate |
Dubbing Rate |
Editing Rate |
Engineering |
DVD |
CD |
Webprep |
1 |
$13.00 |
$19.50 |
$13.00 |
$20.00 |
$25.00 |
$3.50 |
$1.00 |
$13.00 |
2 |
$17.00 |
$25.50 |
$17.00 |
$20.00 |
$25.00 |
$4.50 |
$1.50 |
$17.00 |
3-AV |
$75.00 |
$112.50 |
$75.00 |
$0.00 |
$25.00 |
$6.00 |
$2.00 |
$75.00 |
3-IP |
$90.00 |
$135.00 |
$75.00 |
$0.00 |
$25.00 |
$6.00 |
$2.00 |
$75.00 |
3-ISDN |
$195.00 |
$292.50 |
$75.00 |
$0.00 |
$25.00 |
$6.00 |
$2.00 |
$75.00 |
KUH 1 |
$23.00 |
$34.50 |
$23.00 |
$29.00 |
$32.00 |
$6.00 |
$3.00 |
$23.00 |
KUH 2 |
$28.00 |
$42.00 |
$28.00 |
$29.00 |
$32.00 |
$7.00 |
$4.00 |
$23.00 |
KUH 3 |
$75.00 |
$112.50 |
$75.00 |
$0.00 |
$25.00 |
$6.00 |
$2.00 |
$75.00 |
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The Scheduling Process
The scheduling process usually occurs as follows:
Your reservation request is received by phone or email. The scheduling agent must have all of the required information (listed below in the "Steps for scheduling...") before moving on to the next step.
The scheduling agent will then look for room, service, equipment, and/or technician availability (depending on the specifics of the request).
You may be contacted by the scheduling agent with further questions. The more prompt your response, the faster your reservation is confirmed.
After all of the necessary information is gathered, the scheduling agent will then enter the reservation into the system as confirmed and will send you an email confirmation. Look over your confirmation carefully to insure accuracy.
Steps for scheduling Instructional Services rooms, equipment, or services:
Gather information required by Scheduling Agent:
* Key Checkout: Rooms scheduled before 6am, after 7:30pm, after 5pm on Fridays, or on weekends will require a key checkout. Keys should be retrieved from 2015 Orr-Major. See Scheduling Agent for details.
Meet and Greet: A meet-and-greet is a once-per-event service before a scheduled class or event for the presenter or their representative to review the functionality of the AV equipment they will be using. A meet and greet is not a substitute for classroom av training. Most rooms are self-service. The tech will only stay 15 minutes from the scheduled time. If the client is unable to meet with the tech during those 15 minutes, the tech must continue on to other deliveries and responsibilities. The client will need to call scheduling to have the tech return. The tech will return as responsibilities permit.
Equipment reservation requests should be made at least 24 hours in advance to improve chances of availability.
Events such as ITV's, video records, technical assistance, or any event involving a technician requires one weeks notice to help improve chances of availability.
Room requests should be made at least 24 hours in advance to improve chances of availability.
If 24 hours notice of cancellation is not provided for ITV, video record, and technical assistance requests, charges will be assessed for the technicians time.
Cell Phone Advisory for Digital Auditoriums and Classrooms:
As we move forward with digital technology in our classrooms and auditoriums, interference generated by cell phone usage is becoming a greater concern. Cell Phone usage will cause interference to the digital audio systems. If it is a recording there will a loss of audio on the recording and a loud noise over the presenter. If is is an ITV event, several things can occur. There may be the same very loud noise on the recording, or the entire ITV connection can be lost. So with this in mind, when you are booking or having an event in rooms with digital equipment, we request that you inform folks of the following advisory:
All cell phones, iPhones, and Blackberry devices must be turned off, not to vibrate, to aviod interference with digital audio equipment and/or recordings. Text messaging is not permitted at any time.
Note: There is no food or drink allowed in the following rooms:
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The University of Kansas Medical Center