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Distance Learning Room Policy

ROLLING PRAIRIE LIBRARY SYSTEM

Distance learning is another avenue by which continuing education and training can take place. RPLS has two means of providing distance learning.  The first is by satellite down links. With the installation of a satellite dish and receiver in 1994, RPLS began down linking videoconferences from the Illinois State Library. Since that time other sources for videoconferences have been identified. Notice of videoconferences to be held is given in the Prairie News.

The second avenue of distance learning is by teleconferencing. This is two-way, real time interactive learning utilizing Vtel videoconferencing equipment via a T1 phone line. RPLS began using this technology in 1997 and is a member of the Illinois Video Network managed by CMS (Central Management Services, a Department of the State of Illinois). Use of the Distance Learning Equipment by member libraries is permitted. The policy governing use of the Distance Learning Room follows.

The following policies are for your assistance and information.  If you have any questions, please contact Rolling Prairie Library System at 1-217-429-2586.

Priorities for Use of Room and Equipment

1. Rolling Prairie Library System sponsored meetings, programs, and continuing education opportunities.

2. Illinois State Library sponsored meetings, programs, and continuing education opportunities.

3. Rolling Prairie Library System member library sponsored meetings, programs, and continuing education opportunities open and promoted to the entire Rolling Prairie Library System membership.

4. Illinois library sponsored meetings, programs, and continuing education opportunities open and promoted to the greater library community.

Charges and Policies Governing the Use of Facilities and Equipment Fee Schedule

Use of facilities outside of regular business hours will be subject to a fee of $100/hour.

*Charges for locating video rooms and making telecommunication arrangements at remote locations outside of the CMS Network will be at a rate of $25/hour.  The actual telecommunication costs for a meeting held outside the CMS Network will be billed to the meeting sponsor.

Each organization assumes full responsibility for any losses or damages, beyond reasonable wear, that might occur to the facility or the equipment.  The organization is responsible for cleaning up and returning the room to its original condition.  A charge of $25 per hour is made if special set up or cleaning is required.

Charges for staff time and additional telecommunication costs (if any) will be billed when such costs are ascertained.  Payment will be due within thirty (30) days of invoice date.

Approval of the use of facilities is only for specified videoconference areas.

Rolling Prairie Library System staff will initiate and terminate all videoconference connections.  Rolling Prairie Library System reserves the right to change or cancel reservations.

Videoconferencing equipment will be connected to the bridge thirty (30) minutes prior to the scheduled meeting time.

Rolling Prairie Library System staff will be available one hour before the program or by appointment for orientation of video conferencing equipment.

Rolling Prairie Library System will provide copying facilities for outside groups at prevailing copy costs.

Rolling Prairie Library System is unable to store equipment or materials for groups using the facility.

Rolling Prairie Library System staff will not accept telephone calls or relay messages to people attending meetings except in emergencies.

Rolling Prairie Library System assumes no responsibility for hats, coats, or other personal belongings of persons attending events.

Alcoholic beverages and smoking are prohibited in the Rolling Prairie Library System building.

Granting use of the facility does not imply approval by Rolling Prairie Library System of the group, the meeting or the ideas presented at the meeting.  No announcement or promotional materials should state or imply Rolling Prairie Library System endorsement or sponsorship of the event or organization.  Such promotion should only indicate Rolling Prairie Library System as the site of a meeting.  Any promotional materials must be sent to the Rolling Prairie Library System prior to an event.

Rolling Prairie Library System liability, for any disruption/loss of connection or equipment malfunction, is for the facility equipment rental fee only and not any consequential damages.

Reservation and Application Procedures

A room is tentatively booked at the time of request, but is not confirmed until the Distance Learning Equipment Use Application/Agreement has been completed and signed by an authorized representative of the requesting organization. Phone reservations will be held for seven (7) days.

Completing and signing the Distance Learning Equipment Use Application/ Agreement acknowledges receipt of Rolling Prairie Library System policies and expresses intent to comply with all policies, rules, regulations, and conditions regarding responsible use of the room.

Requests for room/equipment use will not be scheduled and confirmed until ninety (90) days prior to the event.

Adopted by the Rolling Prairie Library System

Board of Directors on August 11, 1999

Distance Learning Equipment Use Application/Agreement Form