1
SETTEN Policies and Guidelines
Handbook
2012-2013
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
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Table of Contents
I.
About SETTEN
3
II.
SETTEN Management Board
4
III.
SETTEN Members
5
IV.
SETTEN Policies and Guidelines
6
V.
Guidelines and Procedures for Scheduling Videoconferences
17
VI.
Attachment 1 – Region 5 Email Services Acceptable Use Policy
28
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
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I.
About SETTEN
The SouthEast Texas Telecommunications Education Network links school
districts served by Region 5 Education Service Center into one communications system.
With an Internet hub located at Region 5’s Beaumont site, thirty- two local education
entities form the membership group receiving Internet access and email via high-speed T1 and/or Gigabit lines. The regional network is capable of simultaneously handling
Internet access, computer data transmissions and videoconferencing.
The network is part of a statewide effort by the Texas Education Agency to create
a K-12 telecommunications infrastructure. The Commissioner’s Access Initiative drives
the growth of the infrastructure to provide PEIMS, TAKS and other instructional
resources to educators in classrooms and campus offices. The ultimate connection goal of
the SETTEN network is to create a telecommunications infrastructure which will be
compatible with other regional, state, national and international telecommunications
networks.
The SETTEN Management Board is empowered to make local decisions
regarding policy and growth issues. The nine-member Board consists of six member
superintendents (one from each county served), Region 5’s executive director and two
representatives from the Southeast Texas Higher Education Regional Council. Associate
Executive Director of Technology, Director of Network Operations, and a Technology
Coordinator (nominated by peers) also serve in an advisory role on this board. SETTEN
Management Board Meetings will be held as needed in order to update and allow the
board members to make decisions about the network.
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II.
SETTEN Management Board
The 2011-2021 Management Board members are as follows:
Mr. Shannon Holmes
Hardin Jefferson ISD
110 Vaughn
PO Box 460
Kountze, TX 77625-0460
Ph. (409) 246-3352
Fax (409) 246-3217
Hardin County-(10-13)
Mr. Richard Hazelwood
Kirbyville CISD
206 East Main Street
Kirbyville, TX 75956-2128
Ph. (409) 423-7520
Fax (409) 423-2367
Jasper County - (12-15)
Mr. Rob Madding
Nederland ISD
220 17th Street,
Nederland, TX 77627-5029
Ph. (409) 724-2391
Fax (409) 724-4280
Jefferson County –(10-13)
Mrs. Paula Quick
Burkeville ISD
PO Box 218
Burkeville, TX 75932-0218
Ph. (409) 565-2201
Fax (409) 565-2012
Newton County - (12-15)
Mr. Mike King
Bridge City ISD
1031 West Roundbunch Rd.
Bridge City, TX 77611
Ph. (409) 735-1500
Fax (409) 735-1694
Orange County - (12-15)
Mr. Glenn Conner
Woodville ISD
505 North Charlton Street
Woodville, TX 75979-4505
(409) 283-3752
(409) 283-7962
Tyler County - (08-11)
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-continued-
SETTEN Management Board, continued
Dr. Danny Lovett
2295 Delaware Street
Beaumont, TX 77703
Ph. (409) 951-1855
Fax (409) 833-9755
Region 5 Education Service Center
Ms. Judy Wright
Angelina Community College
Ph. (936) 633-5392
Fax (936) 633-5410
SE Texas Higher Edu. Regional Council
Mr. Johnny Jarrell
Lamar University - Beaumont
P.O. Box 10694
Beaumont, TX 77710
Ph. (409) 880-1847
Fax (409) 880-1897
SE Texas Higher Edu. Regional Council
III.
SETTEN Members
Angelina College
Beaumont ISD
Bob Hope Charter School
Brookeland ISD
Buna ISD
Burkeville ISD
Chester ISD
Colmesneil ISD
Deweyville ISD
East Chambers ISD
Evadale ISD
Hamshire-Fannett ISD
Hardin-Jefferson ISD
High Island ISD
Jasper ISD
Kirbyville ISD
Kountze ISD
Lamar University – Beaumont
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Lamar University - Orange
Little Cypress-Mauriceville CISD
Lumberton ISD
Nederland ISD
Newton ISD
Orangefield ISD
Port Arthur ISD
Port Neches-Groves ISD
Region 5 ESC
Sabine Pass ISD
Silsbee ISD
Spurger ISD
Vidor ISD
Warren ISD
West Hardin County CISD
West Orange-Cove CISD
Woodville ISD
IV.
SETTEN Operational Policies and Guidelines
1.0 PURPOSE
The purpose of SETTEN is to facilitate communications and foster educational
opportunities among educational entities throughout the state via the Internet and Internet
2; and to ultimately include video conferencing, data exchange, regional intranet
connections, and distance learning to all of SETTEN’s members.
This document serves to define the service relationship that exist between SETTEN
and its customer community and peer networks. In making a connection to the Internet
through SETTEN’s access service, all connecting organizations agree to adhere to the
policies and procedures provided within as well as any others set forth by the current
Internet Service Provider.
2.0 MEMBERSHIP
Membership will be open to public school districts, institutions of higher learning,
and other non-profit educational entities.
2.1
MEMBERSHIP
The SETTEN network was established in 1997 by charter entities which
collaboratively financed its implementation.
Current Membership in SETTEN includes thirty-three (33) entities; namely, Region
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5 ESC, Lamar University-Beaumont, Lamar University – Orange, Angelina Community
College, and 30 school districts including: Beaumont ISD, Buna ISD, Burkeville ISD,
Colmesneil ISD, Chester ISD, Deweyville ISD, East Chambers ISD, Evadale ISD,
Hamshire-Fannett ISD, Hardin-Jefferson ISD, High Island ISD, Jasper ISD, Kirbyville
ISD, Kountze ISD, Little Cypress-Mauriceville ISD, Lumberton ISD, Nederland ISD
Newton ISD, Orangefield ISD, Port Neches-Groves ISD, Port Arthur ISD, Silsbee ISD,
Spurger ISD, Vidor ISD, Warren ISD, West Hardin County CISD, West Orange-Cove
CISD, Woodville ISD, and one (1) Charter School, Bob Hope Charter.
2.2 ADDED MEMBERSHIP
New membership will be solicited from educational entities as defined in 2.0,
above. New membership joining fees will be determined by the SETTEN Management
Board and adjusted periodically to reflect costs of installation of local site equipment and
upgrade to hub equipment to accommodate the additional connection.
3.0 GOVERNANCE
A. Membership, Terms, and Procedures
Direction of SETTEN is vested in a nine (9) member Management Board
consisting of the Executive Director of ESC 5, one (1) District Superintendent selected
by county peers for each of the counties that Region 5 serves (Jefferson, Hardin, Tyler,
Orange, Newton, and Jasper) and two SETTEN member representative seats from the
Southeast Texas Higher Education Regional Council.
A non-voting advisory seat is designated for a technical coordinator to be selected
by the Technology Coordinators Group. This technical member will advise the SETTEN
board on technical issues. The SETTEN Technology Coordinators Group will meet as
needed prior to the SETTEN Management Board.
A permanent Management Board seat is designated for the Executive Director of
ESC 5. The remaining members will serve for three-year staggered terms, elected from
within the superintendents of the school districts located in their county and from within
the Southeast Texas Higher Education Regional Council, as determined by that Regional
Council.
The Management Board will meet as required to fulfill its role and address the
needs of SETTEN. It may meet at any place of its choosing and is not required to operate
under the provisions of the Texas Open Meetings Act. Board members serve without
compensation and the employing entity for each individual member shall underwrite
travel costs associated with service on the SETTEN Management Board.
B. Role and Function
In general, the role of the SETTEN Management Board is to provide direction for
the overall development and operation of SETTEN in order that:
(1) communications among all member entities be accomplished in the most
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highly effective and efficient manner possible,
(2) the welfare and stability of SETTEN be nurtured, and
(3) the operations of SETTEN be conducted in a financially responsible manner
and be accountable to all member entities.
Performance of the Management Board’s role includes performance of the
following functions:
1. Advise ESC 5 leadership regarding SETTEN operational matters.
2. Prior to July 1 reconfirm the design through which member entities will be
invoiced for cooperative operational costs.
3. Prior to December 31 each year,
(1) review and approve cooperative operational expenditures for the past
year, and
(2) designate the amount of cooperative operational funds, if any, to be
retained as a Reserve Fund for the cooperative.
4. Establish criteria and priorities for the operational uses and scheduling of
SETTEN. Distance learning offerings involving members shall be awarded the highest
priority for both use and scheduling.
5. Annually, provide for the development and adoption of plans
(1) to promote understanding and support of SETTEN among member
entities, and
2) to enhance the skills, capabilities, and effective use of SETTEN by
personnel associated with member entities.
6. In conjunction with ESC 5, plan and implement events and activities designed to
present and/or publicize SETTEN to specific audiences.
7. Review and consider applications for membership and seek avenues through
which SETTEN member entities can be expanded.
4.0 MEMBER ENTITIES
A. DEFINITION
A member entity is a legal organization that (1) has a stated and demonstrated
purpose to support education in the State of Texas, (2) submits an application to become
a member of SETTEN, and (3) whose governance and administrative leadership commit
to meeting all requirements associated with being a SETTEN member entity.
B. RESPONSIBILITIES
The connecting organization will make SETTEN network/Internet access
available to its proper user community; e.g., an ESC to its school districts and schools to
its faculty and students. Service to the general public requires special attention.
Connecting organizations are cautioned that a publicly accessible information
service should not provide a personal presence or identity on the Internet to individual
citizens. The intent of these guidelines is to prevent a connecting organization from
acting, whether intentionally or otherwise, as an Internet access provider to the public.
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Libraries and others wishing to become Internet access providers in their
communities are encouraged to seek Internet connectivity from a commercial Internet
provider rather than through SETTEN.
In a large measure, the success of SETTEN is ultimately dependent upon the
performance of member entities. It is the responsibility of each member entity to perform
the following:
1. Designate an employee as the entity Administrator. *
2. Designate at least one employee as the entity Technical Contact. *
3. Require entity personnel to participate in training and serve as a site facilitator for
all videoconferences.*
4. Support and abide by SETTEN established operational procedures and practices
within each member entity.
5. Contribute to the enhancement of SETTEN by identifying and submitting
suggestions on a continuing basis and as requested.
* Optionally contract with ESC 5
5.0 MANAGER/FISCAL AGENT
Utilizing the approved general design, ESC 5 is responsible for leading the
development of SETTEN. In this capacity, ESC 5 is responsible for the following:
1. Obtain engineering services to accomplish detail specifications for all aspects of
SETTEN and other services associated with product selection and procurement.
2. Provide for the acquisition, installation, and proof-of-performance testing of all
lines and equipment required for SETTEN operations.
3. Receive, budget, and expend any capitalization or operational funds from nonSETTEN member sources for the purposes of supporting and/or enhancing SETTEN.
5. Region 5 or approved E-rate Consultant will file, on Consortiums behalf, all
forms and apply for all eligible services for E-rate
4. Develop and distribute specifications for the SETTEN environment(s) to all
member entities.
5. Provide for the recruitment and selection of staff to support SETTEN’s
operations.
6. Actively participate with the SETTEN Management Board in the development
and implementation of communication, staff development, and utilization plans.
7. Provide periodic status reports concerning implementation and/or operation to
the SETTEN Management Board and member entities.
5.1 IMPLEMENTATION
Typically implementation will be undertaken in concert with, and via a project
team consisting of other qualified vendors.
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5.2 OPERATIONS
In supporting operations, the SETTEN Management Board and ESC 5 personnel
will be responsible for the following:
1. Developing and managing the SETTEN budget. SETTEN costs include
(1) lease and phone line fees,
(2) software and hardware maintenance,
(3) insurance,
(4) fees and supplies,
(5) test equipment,
(6) administrative overhead/support costs
2. Invoicing SETTEN member entities to obtain funding for ongoing operational
costs.
3. Interfacing with all entity Administrators for technical training, assistance,
and/or contracted support.
4. Interfacing with providers of all SETTEN lines and circuits.
5. Interfacing with providers of warranty relating to products purchased in the
capitalization of SETTEN.
6. Actively participating in the development and implementation of the plans to
enhance the utility and/or expansion of SETTEN.
7. Interfacing with providers of any ongoing maintenance programs.
8. Maintain a process for scheduling videoconferences.
9. Provide email service in a cost-effective manner to staff of member entities.
6.0 INTERNET ACCESS EXPENSES
In addition to the standard monthly access and service fees, each connecting
organization will be responsible for the costs associated with the acquisition, operation
and maintenance of the specified hardware, software and data circuits. The SETTEN
Management Board during the development and initial operational phases provides these
services through a bundled single price per connection.
The SETTEN Management Board shall continue to review the charges associated
with development and operations of SETTEN and have the option of unbundling such
service costs as best suits its members and operational costs.
6.1 EMAIL
A. Expenses
The Management Board will set a rate for account maintenance for each
successive school year. Email will be hosted off site in order to be prepared for any type
of disaster. Districts that use Region 5 email services will have the ability to check email
off site as long as Internet Service is available.
B. Retention Policy:
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Region 5 will delete all email from the Delete files once a month. If a district
needs to retain email for legal/administrative purposes email users must follow the
districts’ local retention policy. Region 5 will not retain/archive email locally for districts.
All email should be stored on local machines or printed in order to meet records retention
laws.
C. Acceptable Use Policy (see Attachment.)
All members are required to follow the rules and guidelines in the Acceptable Use
Policy.
6.2 UNBUNDLED COST ITEMS
A. Setup Expenses
The following information serves to outline and define the ‘one-time” Internet access
setup costs:
1. Circuit configuration and installation expense
2. Equipment procurement and installation expenses
3. Typical customer configurations will require the following hardware and software
components (one-time charges):
HARDWARE
(a) Gateway Router
(b) Domain Name Server(s) - if desired
(c) Interconnecting cables or connecting router
4. Secondary domain name service setup (optional)
Each customer is required to maintain primary DNS for their domain name, and
also operate a secondary domain name. Both of these services can be provided by ESC if
the member desires to use them.
If a school utilizing the ESC 5 domain name services installs its own DNS, costs
associated with such a change will be borne by the SETTEN member (costs could include
router and/or PIX box reconfigurations plus other expenses).
B. RECURRING OR MONTHLY EXPENSES
1. Monthly Access Fee
A monthly fee will be charged for each Internet and/or video connection based
on a cost share principle for T-l circuits. Gigabit lines will be billed based on actual cost
per district.
2. Monthly Router Management Fee
A monthly fee will be charged for management of the routers located on the
SETTEN hub.
3. Monthly Circuit Cost
A monthly circuit cost will be billed to cover the cost for the digital circuits
installed to support the member’s Internet access and for dedicated router management.
4. Monthly Warranty Fees
A monthly fee will be billed to cover the cost of maintaining warranty and
service agreements on equipment used at the hub and routers and/or switches at each
SETTEN member’s location.
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7.0 ROUTER EQUIPMENT
SETTEN member entities connecting to the regional network backbone must procure
appropriate routing and line termination equipment. As a policy that serves to benefit all
customers, SETTEN’s position is to provide a pure IP (Internet protocol) routed, nonbridged network.
Currently the regional operated backbone is supported by CISCO routers along with
the CISCO proprietary routing protocol, Enhanced Internet Gateway Routing Protocol
(EIGRP).
Integration of any other types of connections will be handled on a case by case basis.
ie: Universities and non-school district entities
7.1 CONNECTING ORGANIZATIONS REQUIREMENTS
A. PROTOCOL STANDARDS
Members will only route IP. Member routers will support either EIGRP, BGP or
OSPF.
B. HARDWARE STANDARDS
Members will utilize ESC 5 approved equipment. The specific make and model is
to be specified depending upon the configuration of the SETTEN hub.
C. ROUTER ACCESS
ESC 5 SETTEN Network will provide the necessary specs for routers and/or
switches for lease to the districts in order to join or upgrade existing equipment at local
site for connection to the network. ESC 5 Network Manager has full access to routers
and configurations used by SETTEN members to connect to the SETTEN Network. This
ensures the SETTEN connection is not disrupted and/or compromised. Region 5 owns the
equipment and configuration to routers and/or switches connected to the SETTEN
Network. Members pay a warranty fee that covers the equipment and configuration under
Region 5 to ensure stability of routers and/or switches connected to the SETTEN
Network. Therefore SETTEN Members do not have access to the routers and must
contact the ESC Network Manager to obtain information on configurations or for
troubleshooting issues.
Client application software should be deployed throughout their local network as
needed. As with all other aspects of the connecting organization’s Local Area Network
(LAN), it is entirely the responsibility of the connecting organization to acquire,
configure, and operate the equipment and software necessary to support Internet access
through SETTEN. This can be done with member personnel or services contracted
through ESC 5.
8.0 DIGITAL DATA CIRCUIT
The connecting entity will have the option to connect to SETTEN directly by leasing
a circuit to achieve a connection to the SETTEN hub, or maintain and manage own data
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connection. If the SETTEN Member wants ESC 5 to include Data Circuits on the E-rate
Consortium Application the circuits must be procured through SETTEN.
8.1 HIGH BANDWIDTH CONNECTIVITY
The SETTEN policy for bandwidth requests in excess of one T-l is as follows:
A. Each member is entitled up to two (2) connections to the SETTEN hub. If more
than two connections are needed an additional support fee is charged.
B. A bandwidth surcharge will be negotiated on a case-by-case basis. The purpose
of the surcharge is to support adequate bandwidth provisioning at the Hub.
E. A surcharge for network management and maintenance may be applicable
depending upon the specific implementation.
9.0 IP NETWORK NUMBERS (ADDRESSING)
Unless the connecting organization has one or more Class B IP network
addresses, the organization must procure new network addresses. If the number of
addresses requested by the organization is greater than the number calculated by the
ISP’s model, then the organization must obtain their addresses from ARIN
10.0 PROBLEM DIAGNOSIS
The SETTEN Network Management staff will maintain the Internet access backbone
and the equipment at the SETTEN hub. SETTEN Network Management Staff will assist
connecting organizations with problem resolution support for their local routers.
A. ESC 5 Support
For a fee, the ESC 5 can provide network management support. In cases where
the connecting router should fail, SETTEN may be able to provide a temporary spare and
configuration services for the member.
B. Member Self Support
Connecting organizations that choose not to utilize to the ESC 5's network
management support should have “in-house” technical staff familiar with the tools, ‘ping’
and ‘traceroute’ to help assess the status of their connection and the reachability of their
networks. Technical staff should have at hand the domain names and IP addresses of
local computers and common destination computers elsewhere on their network and
beyond. They should know the addresses of all router interfaces on their local network.
Member technical staff should know the location of the router at the gateway to
the SETTEN network and become familiar with its operation and display. In case of the
loss or corruption of the router configuration, technical staff should be able to connect a
personal computer with a serial cable and terminal emulation program to the console port
of their gateway router in order to restore the original configuration.
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In cases where a problem is not locatable within the connecting organization’s
local network, the SETTEN Network Management Staff should be notified and provided
with a narrative of observations made by local technical staff, the diagnostic measures
attempted, and if any, the results.
The SETTEN Network Management Staff, will help to isolate and identify the
problem, and will delegate tasks to appropriate parties including any connecting
organization’s technical staff. Such problems will be resolved through best-efforts
cooperation between the technical staff of the connecting organization, the SETTEN
Network Management Staff.
11.0
FILTERED ACCESS AND HOST SECURITY
AT&T Internet Service is contracted through SETTEN to provide unfiltered
Internet access. That is to say that they do not monitor or censor the content of
connecting organizations data transmissions across the SETTEN network. If such a
service is desired by a connecting organization, it is the connecting organization’s
responsibility to provide such functionality for itself.
The ISP does not provide firewalling or any other kind of host security services.
SETTEN provides firewalling from the Internet for participating members. SETTEN
requests that members acquire a firewall at the local level. Furthermore, local control
allows each user to determine which security measure fits best with their particular
application.
12.0
SANCTIONS
12.1
USE OF SETTEN NETWORK
All use of the SETTEN network must be in support of education and research and
consistent with the purposes of TEA, SETTEN and Region 5. Region 5 reserves the right
to isolate/disconnect any site whose actions adversely affect the SETTEN network as a
whole. Actions that could result in disconnection include:



Modification or destruction of data at other sites
Interconnection with sites outside the Region 5 firewall without authorization.
Use of IP addresses that are not properly assigned to one’s site.
Should it become necessary to disconnect/isolate a site from the SETTEN network, an
emergency meeting of the SETTEN Management Board will be called to determine the
appropriate course of action. In the event the offending site disrupts the proper operation
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
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of the SETTEN network, the site will be immediately shutdown and the SETTEN
Management Board will be apprised of the situation.
12.2
INTERNET USE
All use of the Internet must be in support of education and research and consistent with
the educational objectives of TEA, SETTEN and Region 5. Any user accessing the
Internet is required to logon to a password-protected account first to ensure
accountability. Network accounts are to be used only by the authorized owner of the
account for the authorized purpose. Users shall not intentionally seek information on,
obtain copies of, or modify files, other data, or passwords belonging to other users, or
misrepresent other users on the network. All communications and information accessible
via the network should be assumed not to be private property. Inappropriate use of the
Internet includes but is not limited to:






Any use of the network for commercial or for-profit purposes
Extensive use of the network for personal or private business
Any use of the network for product advertisement or political lobbying
Malicious use of the network to develop programs that harass other users or infiltrate
a computer or computing system and/or damage the software components of a
computer or computing system
Distribution of hate mail, chain mail, harassing or discriminating remarks or other
antisocial behaviors
Accessing or processing pornographic material, inappropriate text files, or files
dangerous to the integrity of the SETTEN network.
The SETTEN Network reserves the right to define and periodically modify the term
“inappropriate use”. The SETTEN Network reserves the right to log Internet use and to
monitor fileserver space utilization by users while respecting the privacy of user
accounts.
12.3
VIDEOCONFERENCING USE
The SETTEN Distance Learning network exists for the shared use of its members for the
purposes of providing educational resources via the two-way video and two-way audio
interactive system to those members. Those services include, but are not limited to dual
credit courses provided by higher education entities, shared instruction between and
among districts, staff development, virtual meetings and community education programs,
electronic fieldtrips, statewide collaborative student projects and multiregional student
events. A trained site facilitator must be present in each Distance Learning lab for all
sessions.
Use of the SETTEN Distance Learning network will be governed by the guidelines
outlined in Section VI of this handbook.
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The SETTEN Management Board reserves the right to restrict use of the network by
outside entities, and permission to use the network by non-members must be granted by
the board prior to its use.
The board agrees on minimal guidelines for usage of the distance learning network as
follows:
A. Current SETTEN members that have more than 4 mobile sites will incur an additional support fee.
a. If schools are interested in purchasing DL equipment they must include Region 5 in the
process to make sure the equipment is compatible with the hub equipment.
B. Outside Service Providers
College service providers who wish to provide instruction via their own remote
connection must join the SETTEN network in order to deliver through the network.
Joining as a member includes joining fee designated by the SETTEN Management
Board, plus ongoing monthly fees as determined by the SETTEN fiscal agent.
C. Non SETTEN School Districts
School districts wishing to receive instruction delivered via the SETTEN/TETN Distance
Learning network must join the SETTEN network as described in A. above. OR pay an
annual $500 retainer fee along with connection fees of $150 for up to 3 hours or $300 for
up to a 6 hour connection. This fee is per connection, per site and covers testing,
scheduling and monitoring of event. This does not include on site technical support. The
$500 retainer fee must be paid prior to any events and pre-testing with ESC 5 SETTEN
staff must be conducted. These sites must request a conference 10-14 days in advance.
D. Private Groups (Businesses)
Other entities, such as private groups or businesses, which wish to use the network for
one-time conferencing events must submit a request to do so to the management board.
Approval of such usage will depend on whether the usage will include or benefit
SETTEN members in any way. Use of the SETTEN hub by outside entities who are not
including or benefiting SETTEN members sites in conferences will not be permitted. A
usage fee of $125/hour per site will be assessed for any usage permitted by a private
group or business. Reservation, scheduling and invoicing will be handled by the SETTEN
hub staff and fiscal agent. Fees will be reimbursed to school district sites involved in the
conference at the conclusion of the conference.
The board authorizes the Region 5 Education Service Center Executive Director or
Deputy Executive Director the right to waive any restrictions/fees.
V.
GUIDELINES AND PROCEDURES FOR SCHEDULING
VIDEOCONFERENCES
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1.0
TECHNICAL REQUIREMENTS
Electronic events in SETTEN’s Videoconferencing Network are made possible through
the use of 384k bandwidth teleconferencing technology using 1/3 T-1 lines.
OPTION 1:
Sites connecting to the SETTEN hub for videoconferencing purposes will need the
following capability:
 Direct connection via T-1 or Gigabit line to the SETTEN hub located at Region 5
Education Service Center in Beaumont
 H.323 compatible videoconference system with appropriate network connections
to interface with the SETTEN videoconferencing hub
OPTION 2:
Sites choosing to NOT directly connect to SETTEN hub will need the following
capability:
 High bandwidth connection with adequate bandwidth.
 H.323 compatible videoconference system with appropriate network connections
to interface with the SETTEN videoconferencing hub
** ISDs that choose option 2 MUST adhere to the above mentioned guidelines in order to
have the best possible connections to SETTEN. ISDs in option 2 are not guaranteed QOS
(Quality of Service) from SETTEN since SETTEN Network Operations has no control
over individual data connections and Internet service.
**Only ISDs choosing option 1 are afforded QOS (Quality of Service) because the
SETTEN Network Operations have 100% control of data connections and traffic.
2.0
PLANNING FOR A VIDEOCONFERENCE
The key to a successful videoconference is planning. Coordinating the personal schedules
of all of the participants is the most challenging part of the planning process. For most
events, the SETTEN Staff will process a videoconference request and provide a schedule
confirmation within two business days. However, the SETTEN Staff assumes that all of
the coordination was done between all of affected sites before the videoconference
request is submitted. The required coordination steps include:
1) Developing a meeting agenda,
2) Requesting time from each participant’s personal schedule, and
3) Submitting a CRF (Conference Request Form) to the ESC SETTEN staff.
3.0
VIDEOCONFERENCE LEAD TIMES
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18
As a rule of thumb, potential attendees’ personal calendars tend to get filled up 2 to 4
weeks into the future. Beyond the 2 to 4 week timeframe, more appointment times may
be available. Typically, the planning process becomes more complex as more people and
more sites are involved.
Lead-time for videoconferences is defined as the time between official notification of the
SETTEN Staff until the expected start of the videoconference event.
The following lead times are given as guidance to help videoconference hosts and
participants plan their event. Based on experience with establishing successful and
unsuccessful events, the SETTEN Staff recommends these lead times. Events that are
scheduled with less than the recommended lead times may receive lower scheduling
priority and may be deferred (“bumped”) by an event that was scheduled with at least the
recommended amount of lead time.
Event
Expected Lead Time
Region-wide Videoconference
Videoconferences requested by the
ESC Executive Director or Superintendents
Large Group Videoconferences
Medium Group Videoconferences
Point-to-Point Videoconferences
Emergency Executive Director/
Superintendent Videoconferences
Other Emergency Scheduling Needs
At Least 10 Working Days
At Least 10 Working Days
4.0
At Least 5 Working Days
At Least 3 Working Days
At Least 2 Working Days
Same Day/Immediately
By Approval
(Contact Krin Mackenroth)
TASKS AND RESPONSIBILITIES
Site Managers
The Site Managers are responsible for making the proper arrangements for
videoconferences. These tasks include:
1) Coordinating videoconference event times and dates between sites with the other Site
Managers,
2) Operating the videoconferencing system for the host or guests when necessary,
3) As the Host Site, assisting the event host with notifying attendees for participation in
each videoconference,
4) As the Host Site, collecting attendance information from the event host and passing the
information on to the SETTEN Staff
5) Ensuring a trained facilitator is scheduled to mange the conference
5) Providing any required additional equipment beyond the standard SETTEN
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
19
videoconferencing suite for events when necessary.
SETTEN Staff
The tasks and responsibilities of the SETTEN Staff include:
1) Establishing policies and procedures for the use of the SETTEN system on a daily
basis,
2) Advising Site Managers on technical and management issues,
3) Creating, checking, and maintaining the communication system connections for
requested videoconferences, and
4) Providing maintenance support for the SETTEN system.
Videoconference Event Host
The videoconference event host is responsible for the following tasks:
1) Inviting guests and coordinating the guests’ personal schedules for the event,
2) Developing and coordinating the agenda with the guests as appropriate,
3) Creating, distributing, displaying presentation materials and sharing other appropriate
information with the event guests,
4) Requesting the appropriate amount of time to run the event from the Site Manager at
the host’s location,
5) Requesting primary and alternate times/dates for the event from the Site Manager at
the host’s location, and
6) Coordinating any event schedule changes with the host Site Manager and all guests.
5.0
AUTHORIZED AGENTS
The SETTEN Staff can accept videoconference event requests only from:
1) The Region 5 Executive Director
2) The SETTEN Management Board, and
3) The Site Managers or Site Management Staff members as designated by the member
Superintendents.
4) The TETN Scheduler
The SETTEN Staff will create and maintain a list of individuals permitted to make
videoconferencing event requests. Each Site Manager will be responsible for
coordinating their Site’s requests for videoconferencing events with every other
participating Site. The Host Site Manager will contact the SETTEN Staff to request
primary and secondary times for the event. If a Host Site is not designated for a multiRegion 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
20
point videoconference, the SETTEN Central Site Manager may assign a Host Site.
6.0
TYPICAL WORKDAY AND WORKHOURS
All quotes for specific times in this Guide are stated in Central Standard Time.
6.1
SETTEN System Availability
It is assumed that the highest demand for videoconferencing time will occur between
8 A.M. and 5 P.M. Monday through Thursday and 8 A.M. to 3 P.M. on each Friday. The
SETTEN Videoconferencing System will initially be available for use 8 A.M. to 9 P.M.
Monday through Thursday and 8 A.M. to 6 P.M. on Friday. The SETTEN holiday
calendar will follow the Region 5 holiday calendar. Scheduling for videoconference
system use beyond typical 8 A.M. to 5 P.M. Monday through Friday work-hours will
need to be coordinated with the local Site Manager and the SETTEN Staff.
6.2
Notification for Employee Overtime
For videoconference events that are scheduled with the recommended lead-time, the
request for after-hours support will be stated in the videoconferencing time request. For
events that are requested in less than the recommended lead time, and especially for very
short notice requests, videoconference participants should notify their Site Manager if
overtime is needed at least three hours before the end of the work day. The Site Manager
will immediately notify the SETTEN Staff and the Site Managers at all of the other
affected sites. This will permit the Site Managers and the SETTEN Central Network
Manager to seek overtime for their respective employees for videoconference system
support.
7.0
CENTRALIZED CLOCK
The communication system connections for all videoconferences will be started and
ended promptly using software in a videoconference server computer in the SETTEN
Control Room located at Region 5 ESC. Because the SETTEN Control Room and the
SETTEN Hub do not have videoconferencing capabilities, no countdown warnings will
be issued by the SETTEN Staff to start or end a videoconference. The videoconference
event host may announce countdown warnings in a videoconference to tell participants of
the impending end time.
8.0
VIDEOCONFERENCE SET-UP TIMES
All sites will be automatically given a 5-minute set-up time for all videoconference
events, with the exception of the first conference of each day. First conferences of the day
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
21
will have a 15-minute setup time to ensure that the system powers up correctly and to
allow for troubleshooting. The SETTEN Staff needs the 15 minute block of time to make
sure all of the sites are connected with each other and to check the equipment settings at
all of the sites before the planned start time. The set-up time will allow the site staff to
rearrange tables, preset cameras, and prepare any materials for presentation. The Host
Site may request up to thirty (30) minutes of set-up time before a videoconference begins
for all of the affected sites in a particular event. The setup time cannot be claimed by any
other site for a videoconference.
9.0
SCHEDULING EXAMPLE
An example will explain the scheduling time rules. A Site uses the standard 5-minute setup time with a planned starting time of 8:30 AM for a two-hour videoconference. For all
of the affected sites, the SETTEN Staff will schedule a set-up time from 8:25 AM to 8:30
AM. The videoconference host can begin presenting the event promptly at 8:30 AM. The
connection for the videoconference will be broken promptly by the SETTEN
videoconference computer at the scheduled end time of 10:30 AM.
10.0
VIDEOCONFERENCE EXTENSIONS
Because there are many demands on videoconference resources and time, the SETTEN
Staff cannot guarantee any videoconference extensions. However, extensions of
videoconferencing time may be available for an event if there are no existing demands for
the time in the SETTEN Videoconference Scheduling System for any of the affected
sites. The Host Site Manager will be responsible for requesting an extension of
videoconference time.
Extension requests will not “bump” any existing or scheduled videoconference events. If
additional videoconference time is needed and is available, the SETTEN Central Network
Management Staff will attempt to create an extension for only one 15 minute block of
time. In order to be fair to other SETTEN sites, the SETTEN Staff will not grant more
than one 15 minute extension of videoconference time. Extensions will not be permitted
if there is a conflict with videoconference set-up times.
Because personnel overtime should be requested and approved ahead of time, there will
be no extensions for videoconferences occurring during overtime hours.
Because of the high risk of destroying the entire videoconference database and the
videoconference server computer, the SETTEN Staff cannot grant a videoconference
extension within 15 minutes of the planned videoconference end time.
11.0
MAXIMUM NUMBER OF PARTICIPATING SITES IN A
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VIDEOCONFERENCE
Each site (DL unit) can participate in only one videoconference event at a time. The
multi-point control unit can handle simultaneous videoconferences to different sites as
follows. The maximum switching capacity of the multi-point control unit is eighty (80)
simultaneous videoconference connections.
12.0
VIDEOCONFERENCE SCHEDULING PRIORITY RANKING “BUMPING RIGHTS”
The guiding principle is to provide an equal opportunity for every SETTEN Site to use
the system. Therefore, a priority ranking must be established and maintained to keep the
system access and usage balanced and fair for all participants.
There are a total of ten (10) levels of priority in the central videoconference database
system. Level 10 is the highest priority and level 1 is the lowest priority. Level 10 and
level 2 are reserved for future consideration.
13.0 LEVELS OF PRIORITY
A. UNIVERSITY DUAL CREDIT AND/OR HIGH SCHOOL CREDIT COURSES
STATEWIDE STUDENT AND MULTIREGIONAL STUDENT
COLLABORATIVE PROJECTS (LEVEL 10)
Videoconferences that are part of day-to-day instruction of students and educators
involved in degree or credit programs will receive the highest level of priority. They shall
not be considered in the “bumping” priority list.
The SETTEN Staff will work on a semester basis with service providers and school
districts to arrange a schedule that satisfies the needs of all participants. Once this
schedule is set, the Host Site in control of the conference is the only entity allowed to
change it (i.e., to cancel a course or change the participating connecting sites.)
B. TETN Mode B or E Multiregional Professional Development or Meetings
Videoconferences that involve district and ESC staff in training or planning meetings
provided by Project Directors from TEA or other ESCs across the state.
C. EXECUTIVE DIRECTOR REQUESTED VIDEOCONFERENCES (LEVEL 9)
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
23
Videoconferences personally requested by the Executive Director of Region 5 Education
Service Center receive the next highest priority. In an emergency situation, the SETTEN
Staff will seek the earliest possible unscheduled videoconference time that is available in
the day. If the time is unsatisfactory to the Executive Director, the SETTEN Staff will
begin seeking videoconference times from lower priority videoconferences and step up to
higher priority videoconferences to meet the requested demand. The SETTEN Staff
cannot guarantee any refunds of lost videoconference time to any of the affected sites.
The SETTEN Staff will establish the connections and equipment settings for the event
without using the standard 5 minute set-up time.
D. SETTEN MANAGEMENT BOARD REQUESTED EMERGENCY
VIDEOCONFERENCES (LEVEL 8)
Emergency Videoconferences called by the Executive Director and a majority of the
SETTEN Management Board members may override lower priority events, for no more
than 30 minutes of videoconferencing time during an 8-5 workday per week.
Based on a verbal or written request of videoconference time from the SETTEN
Management Board Chair, the SETTEN Staff will seek the earliest possible unscheduled
videoconference time that is available in the day. If the time is unsatisfactory to the
Management Board Chair, the SETTEN Staff will look for videoconference times from
low priority videoconferences and step up to higher priority videoconferences to meet the
requested demand. The SETTEN Staff cannot guarantee any refunds of lost
videoconference time to any of the affected sites.
The SETTEN Staff will establish the connections and equipment settings for the
emergency event without using the standard 5 minute set-up time.
E. REGION-WIDE VIDEOCONFERENCES (LEVEL 7)
Planned Region-wide events are Level 7. It is assumed that scheduled region-wide
conferences with at least fifteen (15) Sites will take the majority of videoconferencing
time during a typical workday, especially during peak periods of the year.
If the conferences are repeated throughout the year (quarterly, monthly, weekly etc.), then
the SETTEN Staff will schedule the conferences with all sessions, working groups, and
discussions in the times and dates requested by the designated Region-wide conference
Host Site.
Based on experience and actual usage of the SETTEN system, a single Region-wide
event should last no more than four (4) hours per 8 -5 workday. Videoconference events
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
24
lasting more than 4 hours each tend to fatigue participants. This limitation also gives
other sites a chance to use the system during the same day. When there are several
requests for events from multiple sites, each of the sites will have their Region-wide
events limited to no more than ten (10) hours per week.
All sites will be automatically given a 5-minute set-up time for the Region-wide
videoconference. The Host Site may request up to thirty (30) minutes of set-up time
before a videoconference for all of the affected Sites.
F. SETTEN MANAGEMENT BOARD VIDEOCONFERENCES (LEVEL 6)
Planned region-wide videoconferences with the SETTEN Management Board (for five
sites or more) requesting a conference are Level 6 priority.
If the conferences are repeated throughout the year (quarterly, monthly, weekly etc.), then
the SETTEN Staff will schedule the conferences on a repeated basis. The SETTEN Staff
will schedule videoconferencing events for two (2) hours or less per 8-5 workday for no
more than five (5) hours per week.
All sites will be automatically given a 5-minute set-up time for the videoconference. The
Host Site may request up to thirty (30) minutes of set-up time before a videoconference
for all of the affected Sites.
G. LARGE GROUP VIDEOCONFERENCES (LEVEL 5)
Planned Videoconferences involving a Large Group of seven (7) sites to twelve (12) sites
are Level 5 priority.
The SETTEN Staff will schedule videoconferencing events requested by the designated
Host Site for sessions lasting for two (2) hours or less per 8-5 workday for no more than
five (5) hours per week.
All sites will be automatically given a 5-minute set-up time for the videoconference. The
Host Site may request up to thirty (30) minutes of set-up time before a videoconference
for all of the affected Sites.
H. MEDIUM GROUP VIDEOCONFERENCES (LEVEL 4)
Planned Videoconferences involving a Medium Group of three (3) to seven (7) sites will
be given Level 4 priority. The SETTEN Staff will schedule videoconferencing events
requested by the Host Site Manager for two (2) hours or less per 8 -5 workday for no
more than five (5) hours per week.
All sites will be automatically given a 5-minute set-up time for the videoconference. The
Host Site may request up to thirty (30) minutes of set-up time before a videoconference
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
25
for all of the affected Sites.
I. POINT TO POINT VIDEOCONFERENCES (LEVEL 3)
Planned Videoconferences involving only two (2) sites will be given Level 3 priority.
The SETTEN Staff will schedule events requested by the Host Site Manager for one (1)
hour or less per 8-5 schedule on weekdays for no more than five (5) hours per week.
Both sites will be automatically given a 10-minute set-up time for the videoconference.
The Host Site Manager may request up to thirty (30) minutes of set-up time.
J. RESERVED (LEVEL 2)
K. ROOM RESERVATIONS (LEVEL 1)
Site Managers may request downtime for their Videoconferencing rooms for local
maintenance or repair actions. These events will be scheduled as Level 1 priority.
14.2
“BUMPING RIGHTS”
Planned videoconferences have “bumping rights” from their assigned priority as listed
above. Lower priority conferences can be reassigned to less desired times and dates as
needed to meet a higher priority request.
The SETTEN Staff will immediately notify all affected Host Site Managers if their
requested time and date is changed. In addition, the SETTEN Staff will offer the Host
Site Managers standardized notifications of any schedule changes.
14.3 LEAD TIME FOR BUMPING A PLANNED VIDEOCONFERENCE
EVENT
Few events have been deferred or “bumped”, based on the priority system listed above.
However, it is not fair for a site to use a higher-level priority non-emergency event with a
short lead time (example: a Region-wide videoconference with less than a few days lead
time) to bump a lower priority event with adequate lead time (example: a Medium Group
videoconference with over 6 months of lead time).
Therefore, the minimum lead-time for “bumping” a lower priority event is at least half
the recommended lead time before the scheduled start of the lower priority event. This
will give the Host and Host Site Manager of the lower priority event time to seek another
time and date.
The Host Site Manager of the higher priority event will submit a formal, written request
to bump an event to the Host Site Manager of a lower priority event that has been logged
on the centralized videoconference database for more than three (3) months in advance of
the scheduled start date. The Host Site Manager of the higher priority event will send a
courtesy copy of the letter to the SETTEN Staff.
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14.4
UNSCHEDULED (AD HOC) VIDEOCONFERENCES
Most of the Member Site Managers know that a videoconference event can be requested
and implemented in a few minutes if there are no conflicting events on the
videoconference database. These unscheduled (ad hoc) videoconferences will be given a
very low level of priority. If a particular Site has not scheduled to participate in a
videoconference, and the Site Manager requests to participate in the event on an
unscheduled basis, the guest Site Manager will contact the Host Site Manager to request
permission to join the session. If approved, the Host Site Manager will request the new
Site join the planned session through the SETTEN Staff. The SETTEN Staff will attempt
to add the unscheduled Site to the videoconference. The unscheduled Site’s
videoconferencing time will be considered an unscheduled event with appropriate lower
priorities for that site.
14.5
TIME/DATE CONFLICT MANAGEMENT
Every Member Site Manager has access to the same videoconference database via the
SETTEN web-site. Because everyone can view the database, most conflicts can be
resolved immediately. However, there are times when two Host Site Managers submit a
request for the same date and time, resulting in a conflict.
All Site Managers need to submit their request for videoconferencing events with primary
and secondary dates and times listed on the Videoconference Request Form.
The SETTEN Staff will help Site Managers resolve conflicting requests, based on the
levels of priority listed above. In case of conflicts with videoconference time requests
with the same priority for the same time and date, the request with the greatest lead-time
will be granted the videoconference time. If lead times match, the group initially
requesting the time as a primary date (compared to a secondary date) will be granted the
event. If there is a tie for priorities and primary time requests, any planned
Videoconference that has been “bumped” from a previously scheduled time will receive
priority. In the case of a tie for all of the previous items, neither site will be granted the
event date and time in conflict. The SETTEN Central Site Manager will advise both
groups to seek an alternate time and date.
14.6
VIDEOCONFERENCE SCHEDULING SYSTEM
The SETTEN Staff will keep and maintain a centralized videoconference scheduling
system database. The scheduling database will be backed up to an archive every week. At
least a month of software-based back-up information will be kept in the archives. Further,
the SETTEN Staff will establish and maintain a manual system for scheduling
videoconferences. The SETTEN Staff will keep copies of all videoconference event
requests in a centralized file.
The SETTEN Central Site Manager, the SETTEN Scheduler, and the SETTEN Project
Director will be the only personnel issued software passwords for scheduling of
videoconferences.
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
27
Each Site Manager may request Videoconferences from the SETTEN Staff through
several means in the following order of preference. They include:
1) Email,
2) Facsimile to the SETTEN Staff,
3) Hardcopy mail services such as the US Postal Service, Federal Express, UPS, etc., and
4) Requests by telephone to 409-951-1850 or 409-951-1863.
The SETTEN Staff will send confirmation of videoconference time requests using the
email or facsimile/mail (if requested.)
14.7
VIDEOCONFERENCE INFORMATION
The information needed to schedule a Videoconference is included in the Enclosed form.
Each Site Manager is highly encouraged to give as much detailed information as possible
to permit the SETTEN Staff to properly inform all participants of the pending
videoconference.
14.8
VIDEOCONFERENCE SETTEN CONTACT INFORMATION
Each Site Manager will give the SETTEN Staff information for each Site for the
SETTEN Scheduling System Database. The information for the database includes the
names of key personnel (i.e. technical contacts, site managers, etc.), exact street
addresses, email addresses, fax numbers, and telephone numbers. The information will be
used by the SETTEN Staff to create properly labeled videoconference confirmation
reports for each site.
ATTACHMENT 1
SouthEast Texas Telecommunications Education Network
And
Region 5 Education Service Center
Email Services
Acceptable Use Policy
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
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Region 5 ESC Email Services Purpose
The goal of Region 5 Email Services is to assist in the collaboration and exchange of
information between and among K-12 educators in Region 5, educators outside the
region, the Texas Education Agency, ESC 5, and other educational entities and
supporting organizations.
Region 5 ESC Email Services Use
All use of Region 5 Email Services shall be consistent with the mission of Region 5
Education Service Center. Successful operation of the e-mail service requires that its
users regard their Region 5 Email accounts as a professional account for the use of the
authorized individual. The e-mail services provided are for the exclusive use of the
educator applying for the account. It is imperative that members conduct themselves in a
responsible, ethical, and polite manner while using the network.
The intent of the Region 5 Email Services Acceptable Use Policy is to ensure that all uses
of these services are consistent with the purposes of providing educators with a means of
professional communication. The policy does not attempt to articulate all required or
proscribed behavior by its members. In any specific situation, each individual’s judgment
of appropriate conduct is relied upon.
To assist in such judgment, the following general guidelines are offered:
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
Any use of Region 5 Email accounts for illegal purposes, or in support of illegal
activities, is prohibited.
All use of Region 5 Email accounts must be in support of education and research.
Any use of Region 5 Email accounts for commercial purposes is prohibited.
Any use of Region 5 Email accounts for product advertisement or political
lobbying is prohibited.
No use of Region 5 Email accounts shall serve to disrupt the use of the network
by other users.
Only the authorized owner of the account should use Region 5 Email accounts for
the authorized purpose.
Periodically, Region 5 Education Service Center will make decisions on whether
specific uses of Region 5 Email accounts are consistent with this policy.
Region 5 Education Service Center reserves the right to pursue theft of service for
electronic mail services and on-line resources.
Region 5 Education Service Center reserves the right to impose fines, as defined
by law, for the deliberate misuse of Region 5 electronic mail services resulting in
the violation of personal rights and/or damage to property.
Acceptance and use of the Region 5 Email Service indicates automatic acceptance of
this policy and the guidelines stated above.
Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2
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Region 5 ESC/SETTEN Policies and Guidelines Handbook/Technology Services/June 2012/Rev. 2