Video Network Operations Center (VNOC) Policy

  1. POLICY:
    1. The purpose of this policy is to provide BEMC employees and customers with clear policy directions on the direction and use of the agency’s video conferencing resources.
  2. Membership Policy
    1. Eligibility for Service
      1. BEMC provides video and multimedia services to the following entities:
        1. Ohio K-12 School Districts: Eligible entities include Public Schools, Community Schools, qualifying Educational Service Centers, Career Technical Education Planning Districts, Ohio School for the Deaf, Ohio School for the Blind, and the Dept. of Youth Services.
        2. Ohio Educational Service Providers: Eligible entities include organizations that are state supported in scope and that have a principal mission to provide educational services primarily to the K-12 education community. Examples include Education Service Centers (ESC), Educational Technology Centers (Ed Techs), Information Technology Centers (ITC), Special Educational Regional Resource Centers (SERCC), Colleges and Universities, BEMC, and the Ohio Public Television affiliates.
        3. Ohio Institutions of Higher Education: Eligible entities include, but may not be limited to, public and private, two- and four-year institutions, including Community Colleges and Technical Institutes.
        4. State of Ohio Government: Eligible entities include, but may not be limited to, State of Ohio Agencies, Departments, Boards and Commissions.
        5. Ohio Content Providers: Eligible entities include, but are not limited to zoos, museums, art galleries, libraries, hospitals, as well as other non-profit, or for-profit organizations that provide educational content primarily to other members of the BEMC video network.
      2. Ohio K-12 Network members must be connected to the BEMC video network via one of the approved connectivity models.  Approved connectivity models are available on the Ohio Department of Education’s website at http://education.ohio.gov/Topics/Finance-and-Funding/Programs/Educational-Technology/Ohio-K-12-Network/Ohio-K-12-Acceptable-Models.
      3. Other members may be connected to the BEMC video network through the most economically, and technically feasible method – and will be determined on an individual case basis. These connections may include a one-time, and/or recurring service charge.
    2. Acceptable Use
      1. The BEMC video network may be used by members for the following purposes:
        1. Class to class distance learning (real-time or video on-demand)
        2. Participation in in-state and out-of-state distance learning endeavors
        3. Video on demand, or streaming services provided by a commercial vendor
        4. Administrative meetings by the officials, teachers, administrators, or employees of member participants
        5. Collaborative academic and research exchanges among students, staff, faculty, administration and researchers.
      2. Media, such as audio, video and still images, are subject to intellectual property rights and copyright laws just as text materials are. The originating site is responsible for ensuring that notice for copyright or other intellectual property rights are properly displayed.
      3. Content Providers may use the BEMC video network for the following purposes:
        1. Content providers may use the network to supply video content (real-time or on demand) to any member of the BEMC video network.
        2. Content providers may also supply these services to non-member entities, so long as there is a BEMC video network member involved in the event.
    3. Scheduling & Conferencing
      1. Connections to sites outside of the video network using satellite uplinks, satellite downlinks, or other services may incur additional charges. Contact the BEMC VNOC if you have questions about connection charges for a specific meeting.
      2. Members must check the availability of rooms with all site contacts before scheduling a conference.
      3. The BEMC VNOC will not add a site to a scheduled conference without approval from the conference requester (scheduler).
      4. VNOC resources are available on a first-come, first-served basis.
      5. Conference recordings will be stored for a 6-month period at which time they are removed to make room for new recordings. BEMC highly recommends downloading recording(s) for archival and/or long-term storage.
      6. Fee-based rooms in a conference are charged per minute of use. Charges begin the minute each fee-based room is connected to the bridge.
      7. All cancellations must be done 24 hours prior to the scheduled start of a video conference. In the event a scheduled conference must be cancelled with less than 24-hour notice, the scheduler or instructor must contact the BEMC VNOC Help Desk. No penalties will be assessed if notification is received in this manner. If not received in this manner, member will be charged 100% of any associated conference fees.
      8. BEMC will take reasonable measures to ensure the Service is available without significant interruption, notwithstanding scheduled downtime needed to help maintain effective operation of the Service. However, difficulties with hardware, software, equipment and services supplied by others may result in service interruptions. In no event will BEMC be liable to any party for any loss, cost or damage that results from any period of down time suffered by the Service.
      9. Any changes in hours of availability and service interruption will be announced via the VNOC mailing list.
    4. Billing
      1. All bridged calls are billed on actual connected time.
      2. Fee based services incurred during that month are in addition to flat rate or hourly rate services and will be added to monthly bills.
      3. Hourly Rate Video Services are based on purchasing minimum room hours per month. Unused room hours do not carry over month to month. Upon cancellation of an account, no refunds will be issued for unused room hours.
      4. A month is defined as a period that starts at the beginning of the calendar month or on the date of initiation of service (for example, March 12, 2019, through March 31, 2019).
      5. Members may cancel their subscription at any time. When a subscription is cancelled, the service is de-activated immediately. NOTE: Absolutely NO refunds will be given for the remaining portion of the billing month after a cancellation.
      6. No refunds or credits will be issued except in exceptional cases involving the failure or unavailability of the service. BEMC will endeavor to work with the client to determine an appropriate solution to any problem that may arise.
      7. Recurring service will not be terminated unless the customer specifically requests that this be done. BEMC requires 30 days' notice for termination of a recurring service.
    5. User Information & Privacy
      1. By registering for the Service, BEMC will provide a username, password and video room URL link to the registered contacts. Contacts may not disclose or share the username or password with any unauthorized third parties or use the username or password for any unauthorized purpose. If the username or password is shared, the registered contact may lose control over sensitive information on the Service and BEMC will not be responsible. If a username or password has been stolen or otherwise compromised, contacts should immediately contact BEMC VNOC Help Support Desk.
      2. Users should be aware that, subject to certain statutory exceptions, most documents and records maintained by the State of Ohio, including but not limited to electronic data, are public records under Ohio law. Therefore, information submitted through this service may be subject to disclosure pursuant to a public records request.
  1. Rates & Fees
    1. Video Conference Services are made available to Ohio K-12 School Districts, Ohio Educational Service Providers and Ohio Content Providers at no cost. Connections to sites outside of the Ohio K-12 Network using satellite uplinks or downlinks, or other additional services may incur fee-based service charges.
    2. Video Conference Services are made available to Ohio Institutions of Higher Education and State of Government based on the follow rates and fees:
    3. Membership Rates
      1. Flat Rate Standard Video Services: $150 per month per video endpoint
        1. Flat rate and Hourly rate services are billed on a month-to-month basis.
        2. Services Include:
          • Unlimited multipoint conferencing to any video network member(s)
          • Access to web-based reservation scheduling system. (24 x 7)
          • Live Help Desk Technical Support during support hours
          • Standard connection rate of 512 kbps. Other rates supported upon request.
          • Access to IP Guest Rooms. (fee-based)
          • Access to video recording rooms. (fee-based)
          • Access to satellite uplink and downlink services. (fee-based)
          • Support for High Definition video bridging.
      2. Flat Rate Video Bridge Services: $150 per month per video bridge
        1. Flat rate and Hourly rate services are billed on a month-to-month basis.
        2. Services include:
          • Designed for customers who own and operate their own video bridge.
          • Provides all services in the standard video services package.
          • Includes (1) video room profile (bridge) for one concurrent connection.
      3. Hourly Rate Video Services*: $500 per month /50 room hours, $750 per month/ 100 room hours
        1. Flat rate and Hourly rate services are billed on a month-to-month basis.
        2. Hourly rate members exceeding monthly allocation of plan hours will be billed at a rate of $10/hr ($500 service plan) or $7.50/hr ($750 service plan).
        3. Hourly Rate Video Services are based on purchasing minimum room hours per month. Unused room hours do not carry over month to month. Upon cancellation of an account, no refunds will be issued for unused room hours.
        4. Services include:
          • Unlimited room registrations
          • Access to web-based reservation scheduling system. (24 x 7)
          • Live Help Desk Technical Support during support hours.
          • Standard connection rate of 512 kbps. Other rates supported upon request.
          • Access to IP Guest Rooms (included)
          • Access to video recording rooms (fee-based)
          • Access to satellite uplink and downlink services (fee-based)
          • Support for High Definition video bridging.
      4. Web Conferencing
        1. Virtual room for web conferencing only
        2. Virtual room with H.323 connection(s)
        3. Virtual room dedicated to customer organization
      5. Fee Based Services
        1. IP Guest rooms: $10 per hour
        2. Conference Recordings: $10 per hour
        3. Satellite downlink: $25 per hour
        4. Satellite uplink: $200 per hour, plus satellite time