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Conference Operations
 


Policies & Procedures

New Policy Concerning Music in Rooms
Policy for Use of Easels & Display Rails
AV Emergency Contacts
Laptop Instructions & Policies
Common Scenarios/Questions

(Submit Audiovisual Questions)

The Medical School's Conference Operations office schedules institutional classroom space and facilitates the use of those rooms through the provision of audio/video support.

Institutional classroom spaces are non-departmental meeting areas, which are scheduled by divisions of the Office of Administration.

Areas of technical support include:

  • audio presentations and voice reinforcement
  • visual media presentations
  • basic video or audio recording

To reserve a room, please use the locations below. If the room you select is not availabe, we will try to locate another one in comparable size. (Other Room Locations & Information)
  

Conference Rooms:

Medical School Extension Conference Rooms:

Basement Classrooms:

Valerie Buchanan
Valerie Buchanan

Classrooms with movable tables:

PBL Rooms:

no photo available

 

JJL Conference Rooms:

no photo available

 

Lecture Halls:

no photo available

 

In addition to "classroom space", Conference Operations also provides equipment and personnel to support these commonly used "institutional" areas:

    1. The Medical School mandates that food purchased with University funding must use a HUB vendor. Any exceptions will need to be approved by the Office of Administration. For HUB information, go to http://buy.uth.tmc.edu/hub/locate.htm.

    2. Box lunches packaged in cardboard or foam, or trays of items which are eaten using the hands rather than utensils are the only acceptable food items for classrooms and lecture halls (exceptions:  MSB 5.001-Gallery & MSB G.100-EECC)

    3. No open fruit trays, green salads with dressings, or pasta salads are allowed in the classrooms and lecture halls.  Uncut fruit or individual fruit cups or pasta salads with lids in a box lunch are acceptable (exceptions: MSB 5.001-Gallery & MSB G.100-EECC).  (Prepackaged plastic utensils inside a box lunch are acceptable for use)

    4. When using a caterer to deliver food to a location outside a classroom or lecture hall, please clearly identify the department/group/meeting for which the food is intended by placing a sign on or near the food delivered.  Please remind the caterer to clearly identify the recipient of an invoice if no one will be there to accept the food and invoice.

    5. Meeting leaders are requested to remind participants to deposit trash in receptacles with sufficient room to accommodate trash.  (Do not place trash in an already overflowing trash receptacle.  Call the FIXIT Line at x3498 to request immediate clean-up requirements and to request additional trash receptacle.)

    6. Leave the room in the same or better condition as found on arrival.


    Reserving Conference Rooms, Lecture Halls and Classrooms:

    1. Reservations need to be made in writing to ms.deancops@uth.tmc.edu (You can use links on Room Numbers listed above)

    2. Include setup and cleanup time when scheduling a room.

    3. Use of music must remain at a soft background level. All music that may reach above this volume requires approval by the Director, Management Services prior to the event. We encourage loud events to meet after normal business hours or outside of the building.

    4. ALL reservations for rooms end at 5 minutes before the top of the hour or 5 minutes before the half-hour.  Dismiss your meeting on time as a courtesy to the next group coming into the room. This is critical to all classroom and lecture hall reservations.  Conference Operations reserves the right to dismiss classes that run past the reserved time and another lecture or meeting is waiting to begin.

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    AV Assistance and AV Equipment Needs (including tables, chairs and room set-ups):

    1. Please check all connections (network, power, data cables) are connected before contacting AV support.

    2. All requests must be in writing for AV assistance and AV equipment to ms.deancops@uth.tmc.edu .

    3. Notification of AV assistance needs to be at least one week in advance, especially for table/chair setups. 

    4. Only official UTHSC-H functions will be served by Conference Operations’ personnel for table/chair setups.

    5. Rooms are set up with PC equipment that accommodates Windows Operating Systems (2000/XP –Professional Office Editions) Users of other systems will be required to bring their own laptop computers with proper adapters to use our PC equipment.

    6. If AV problems occur during the meeting, contact Conference Operations at ext. 5048.

    For emergency AV assistance, you can contact the following Technicians: Ted Jones at ext. 5045 or cell number 281/217-3076 or  Nick Bell at ext. 5939 or cell number 713/319-7775. If you are unable to reach a Technician, contact Valerie Buchanan at ext. 5047 or cell number 281/787-0219.

     

    Contact Name
    UT Extension
    Cell Phone Number
    Ted Jones - Supervisor
    ext. 5045
    281/217-3076
    Nick Bell - AV Tech
    ext. 5939
    713/319-7775
    Valerie Buchanan - Admin Coordinator
    ext. 5047
    281/787-0219
    Walter Humbird - Job Coordinator
    ext. 5221
    281/415-4068

    Conference Operations’ Laptop Instructions & Policies

    The security requirements and practices at UTHSC-H are outlined in the online Handbook of Operating Procedures (HOOP) at the following URL:

    http://www.uth.tmc.edu/ut_general/admin_fin/planning/pub/hoop/17/17_01.html

    Individuals using the UTHSC-H network and information resources owned or managed by the university are expected to know and comply with published university policies and procedures. Failure on the part of any individual to comply may result in disciplinary action including suspension without pay or termination of employment or contract. A person may be subject to civil or criminal legal sanctions when a violation occurs. It is the responsibility of all personnel to report any suspected or confirmed violations to appropriate management.

    1. You may not install or download any software on any UTHSC-H computer(s) without explicit permission.  

    2. Conference Operations is not responsible for downloading lecture materials on computers.  Additional help in copying materials to flash drives and/or cds (we do not support Floppy Disc) must be provided by the departments’ LAN managers. Only Flash drives recommended by MSIT are supported by AV Technicians.

    3. You may not reconfigure or otherwise adjust any settings on any UTHSC-H computer(s) software or hardware without explicit permission.

    4. You may not make copies of software on any UT computer with the exception of those programs for which the University is licensed. These include several Microsoft programs, McAfee VirusScan and Netscape Communicator. The CDs for some of these programs can be checked out from the LRC. Others are available at cost from the UT Houston Bookstore.

    5. Passwords or other forms of digital identification may NOT be shared with anyone under any circumstances. Users are responsible for logging off from the computer after each use. No one may attempt to access systems on the network without proper authorization from the appropriate system administrator.

    6. Patient information in any form is confidential information. Only persons who need the information to perform their job functions may access this information. Using another person's password to access or enter information into a patient's clinical record constitutes falsification of the medical record.

    7. The Handbook of Operating Procedures (HOOP) defines all University policy regarding the use of Information Technology. It can be located at http://www.uth.tmc.edu/ut_general/admin_fin/planning/pub/hoop/complete_toc.html#chap17

    8. Failure to comply with these policies will result in disciplinary action and possible prosecution under Section 33.02 of the State of Texas Penal Code, and other relevant federal statutes where applicable.

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    Policy for Use of Easels & Display Rails

    Easels:

    Use of easels must be approved, prior to use, by the Director, Management Services. Approved user will be responsible for checking out easels and returning them to Conference Operations. Easels may only be displayed in prior approved areas, but mainly by entrances out of line of pedestrian traffic, and by yellow and green elevators. Easels may only be displayed the week of the announced event, and must be returned to Conference Operations within 24 hours of the conclusion of the event.

    Department Announcements and Flyers:

    UTMS Departments and major HSC sponsored events have approval to utilize the display rails between the elevators on the ground floor. However, please note the following “rules of engagement.”

    1. Meetings notices may be posted 2 weeks in advance of the event. Notices listing events for the entire month/semester for a department (ie grand rounds, seminar series, etc.) will not be allowed on the ground floor, but may be posted on bulletin boards at elevators on the upper floors.

    2. Special events such as Dean’s Lecture Series, may be posted 3 weeks in advance. Easels will be allowed for these types of events during the week of the event, with prior approval by the Director, Management Services.

    3. All events must be sponsored by UTHSC or UTMS. No outside agencies or vendors may use this area for advertising events.

    4. No requests for Human Subject announcements will be posted on the ground floor elevator display rails; however, these may be posted on bulletin boards at elevators on the upper floors of the building.

    5. No personal notices (i.e. homes for sale/lease, cars/furniture, roommate needed, etc.) will be posted on any elevator bulletin boards throughout the school. Personal notices may be posted on the bulletin boards outside the MSB 1.006 lecture hall, or on bulletin boards in the grand stairwell on the Fannin side of the building.

    6. Only vendor fliers approved by Procurement may be posted on elevator bulletin boards on the upper floors of the MSB.

    7. Requests for utilizing locked bulletin boards in elevators must have prior approval by the Director, Management Services.

    8. Director, Management Services reserves the right to remove any notices that are deemed inappropriate, or do not adhere to the above.

    Thank you for your compliance with this policy.

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Common Scenarios/Questions

    1. Laptop is locked by previous user.  Restart by holding Power Button down until laptop shuts off. Push again to turn back on.  Refer to #5 above…All users are responsible for logging off from the computer after each use.

    2. The PowerPoint show is not projecting to the screen.  IBM ThinkPads - Press Function +F7.  Dell laptops – Press Function +F8.

    3. Data Projector is not turned on.  Lecture halls – a remote control is needed to operate the LCD.  The remotes are attached to the lecterns with a coiled wire.  Only exception is MSB 2.135 which requires touch screen operation.

    4. UID & password not accepted to log in.  Check to see if the network cable (internet cable) is unplugged from the laptop.  Once you plug it in, there is a short waiting period (10-15 seconds) for the laptop to recognize the connection.  Check domain (“Log on To” box).  Should be UTHouston. 

    5. What type of flash drive do you recommend?  (Recommended: DataTraveler Elite - Privacy Edition DataTraveler Elite DataTraveler II. Theses are listed here: http://www.kingston.com/flash/datatraveler_home.asp) Please check with your LAN manager or contact MSIT if you have any questions.

    6. My flash drive is not working.  Properly shutdown laptop.  Plug in USB flash drive, turn laptop back on.  Laptop will now recognize the added drive.  Conference Operations’ staff encourages the testing of flash drives prior to lecture.  Schedule time for practice sessions. Some flash drives do not work on our laptops.

    7. Can I email my presentation to Conference Operations’ staff?  No.  Lecturers are responsible for bringing their PowerPoint presentations on flash drives and/or cds.

    8. We need someone to stay in the meeting “just in case there is a problem”.  Conference Operations does not have the staff available to sit through entire meetings.  Schedule your AV support needs a week in advance.  A technician can be available to assist in starting meetings.  If AV problems occur during the meeting, contact Conference Operations at ext. 5048.  For emergency AV assistance, you can contact the following Technicians: Ted Jones at ext. 5045 or cell number 281/217-3076.  Nick Bell at ext. 5939 or cell number 713/319-7775. If you are unable to reach a Technician, contact Valerie Buchanan at ext. 5047 or cell number 281/787-0219.

    9. I just finished using a PowerPoint presentation for my lecture.  I now want to display a video presentation.  How do I switch over?  On the remote control, you will need to select either “video” or “source” (depending on which remote you are using) until the video image is displayed.

Submit other questions to: ms.deancops@uth.tmc.edu

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