The District maintains facilities equipped for videoconferencing and wishes to accommodate and provide equal access to as many groups and organizations seeking to use videoconferencing as is reasonably possible. Due to the highly technical nature of its operation, only qualified District staff shall set-up, connect, or trouble-shoot videoconferencing equipment.  A qualified facilitator may adjust audio and video settings as referenced in Section 4 of this policy.

1. Nonprofit organizations may schedule use of videoconferencing equipment based on availability of the meeting room in which it is located and availability of qualified District staff to set up the equipment.
   
2. Library District sponsored programs shall take precedence in the event of a scheduling conflict.
   
3. Scheduling the use of videoconferencing technology and equipment must be coordinated through the District’s designated videoconferencing contact. Groups wishing to use the technology must complete and submit the designated application form and provide 30-60 days advance notice before the desired date.  Due to the number of activities held in branch meeting rooms, non-District videoconferences cannot be scheduled more than 60 days in advance.
   
4. Organizations that do not include a District staff member in attendance must provide a qualified facilitator, who must be present during the entire videoconference.  A qualified facilitator is familiar with videoconferencing and is responsible for any non-technical issues that arise during the videoconference, such as placement and muting of microphones, adjusting the camera angle, and any other audio and video adjustment that can be performed via remote.
   
   Organizations can qualify a person as a facilitator by attending a short training session previous to the meeting with a qualified District staff member. If an organization fails to provide a facilitator, they shall pay, in advance, a cost recovery fee of $50.00 to the District for the videoconference.  District staff would assist in the non-technical facilitation, but would not be required to be present in the room during the entire videoconference. If the organization fails to pay the fee, the District reserves the right to cancel the videoconference. 
   
5. MOREnet and E-rate policies do not permit the use of the District’s MOREnet connection for commercial purposes. Therefore videoconferencing will not be accessible to for-profit enterprise or commercial use.

Fill Out and Print the Videoconferencing Form

(Approved 3/8/04) (Updated 3/9/09)