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Site Roles and Responsibilities

Staff support for videoconferencing falls into two broad categories: site coordination/management and event facilitation. While the following duties are both distinct and essential, one individual may be responsible for several of them.

Consortium Director

Each consortium should designate one individual as their consortium director. Some consortiums, depending upon the number of schools involved, have hired their own consortium director. The consortium director needs to be actively engaged in the management of videoconferencing activities. Specific responsibilities include:

  • Work with the appropriate parties to develop policies, procedures and fee structures for videoconferencing activities & events conducted within the consortium.
  • Serve as the contact person between ITD and the consortium for equipment and connection issues, updates, videoconferencing technology updates, problems and/or questions.
  • Serve as consortium contact person for ITD and EduTech.
  • Make sure sites are being installed by a certified installer.
  • Serves as the coordinator for educational training activities related to video.
  • Serves as a liaison between the school and local communities.
  • Coordinate equipment maintenance and connectivity to STAGEnet.
  • Provide support and assistance to those persons using the system.
  • Work with individual sites to develop and oversee the budget of the consortium. Be responsible for developing appropriate operational/management budget for consortium activities.
  • Coordinate the development of pamphlets, booklets, newsletters, and other written materials relative to consortium and to distribute these materials to appropriate sources.
  • Coordinate the purchase of new equipment and materials on an as needed basis so as to improve the quality of instruction and/or the cost effectiveness of the consortium.
  • Serve as the central information source for questions related to distance learning and video.
  • Manage troubleshooting of technical problems in consortium video classrooms.
  • Arrange all training related to videoconferencing, equipment, software and/or instructional issues for school administrators, teachers and secretaries.
  • Consider the development of a board of directors with a representative(s) from each participating school in the consortium. Work with the board chair to schedule regular meetings, develop an agenda, and disseminate appropriate information prior to each meeting. Responsible as the communication link between board members. Work with the governing board to develop policies, establish a budget and write promotional materials and other reports as needed.
  • Work with the appropriate parties to schedule all video activities & events, including K-12 scheduling, ITD events, Adult Ed., and Community events.
  • Prepare and submit all necessary state, federal or other progress reports to appropriate persons.
  • Work with the building principals to find quality teachers within the consortium to teach courses requested by students.
  • Maintain an in-depth knowledge of the video conferencing scheduling software. Attend training sessions as provided by ITD on scheduling software.
  • Schedule, input and confirm classes and meetings for the (name of consortium) from data received by the site contact(s) and/or consortium director and notify participating sites.
  • Advise consortium site contact of any changes (this includes additions, deletions, or cancellations) to the schedule.
  • Schedule any events involving use of the room (if a multi-purpose room) for non-videoconferencing purposes.
  • When necessary, coordinate with site contacts the scheduling of any non-videoconferencing events in the consortium videoconferencing rooms.
  • Schedule any videoconferencing events involving local community groups as directed by the consortium director and policy.
  • Coordinate with the ITD scheduler, any videoconferencing classes/events involving sites outside (name of consortium).
  • Prepare any reports on scheduling.
  • Report any problems with the scheduling software to the ITD scheduler.

Site Contact

The site contact is designated by the local site to coordinate on-location details. This person is the local point of contact and will be responsible for the schedule and arrangements of video classes or meetings. Responsibilities include:

  • Serve as the central information source for questions regarding videoconferencing.
  • Serve as the point of contact to coordinate site/room scheduling and act as liaison with other sites.
  • Notify originating and receiving sites of daily schedule changes as early as possible, including dismissals due to weather.
  • Coordinate arrangements required for a class or meeting with instructor, event technician, and all sites. Arrangements include:
    • Receive and distribute event materials
    • Receive and distribute tests or quizzes and ensure their return to host location (postage paid envelopes will be provided by the host)
    • Assist instructor in arranging for exam proctors if needed
    • Provide equipment orientation and training as required
    • Request new equipment and materials on an as needed basis to improve the quality of instruction

Technical Coordinator

The technical coordinator is the person designated by the consortium tocoordinate technical details in classroom maintenance and operation. These duties may also be part of a full-time consortium director’s position or assigned to the local site contact. The technical coordinator works in cooperation with the site contacts to provide technical support in the classrooms necessary for efficient operation. This position will provide a technical link with statewide technical personnel and other technical coordinators.

The technical coordinator is not required to know all of the technical details regarding the operation of the communications and classroom equipment, but needs to know how to make adjustments to the equipment and is responsible for the daily operation of the video classroom. When a problem develops with the equipment, the technical coordinator should identify and fix the problem if it is within his/her expertise. If the problem is more difficult, the technical coordinator should contact a network technician and report it, providing as many details as possible.

Classroom Technician

The classroom technician is designated by the local site to be responsible for all duties involving the operation of a video class or meeting. Responsibilities include:

  • Ensure videoconferencing classroom, cameras and microphones are operational and the appropriate connection is made at least 10 minutes prior to class.
  • Provide in-room technical assistance as required by local participants or event host.
  • Respond to technical problems during an event and follow proper procedures to resolve technical difficulties.
  • Report network or schedule related problems to ITD.
  • Report any equipment malfunctions to site contact.

At receiving sites, classroom technicians assume additional duties:

  • Assist the course instructor of the class by taking roll, handing out papers, collecting assignments, answering questions, and maintaining classroom discipline.
  • Assure that tests, worksheets, and class related material are copied and in the hands of the students at the start of the class period.
  • Proctor tests at the request of the course instructor.
  • Coordinate the taping of the class for any known absences.

Classroom technician responsibilities may fall under the site contact as well.

Course Instructor

Course instructors are the most important piece of successful videoconference classes. They are the human connection and their goal is to use the technology to facilitate an effective educational experience for students. Typically, Course Instructors work closely with site contacts to make classes run smoothly. Responsibilities include:

  • Develop curriculum and instructional strategies for the specific teaching area and write the lesson plans in accordance with school, district, and state guidelines and requirements.
  • Communicate to the site contact any special requirements, videoconference concerns, or equipment problems.
  • Communicate to the site contact suggestions to improve the video classroom.

Last Updated On August 14, 2007