Videoconferencing Norms

VIDEOCONFERENCING NORMS BASIC PRINCIPLES

  •  The processing of videoconferencing booking requests, the availability of equipment, and technical support during an activity are all based on a “first come, first served” basis.
  • Clinical activities take precedence over training and administrative activities.
  • Only written requests will be processed (an online form is available on the CvSSS website at www.cvsss.ca).

RESPONSIBILITIES

Responsibilities of the host sites during a request:

  • Booking the room – each institution must ensure that the room is booked at least 30 minutes before and after the scheduled session to enable installation and removal of equipment.
  • Ensuring the availability of videoconferencing on the chosen date by filling up the online videoconferencing booking form. The form is automatically sent to the Telehealth Expertise and Coordination Centre (CECoT), with a copy to the requester.
  • Immediately notifying the CECoT by email in case of cancellation, and also by telephone when the notice period is less than 48 hours (see contact details below).

Responsibilities of the invited sites during a request:

  • Confirming their participation in the videoconference by filling up the online videoconferencing booking form. The form is automatically sent to the CECoT, with a copy to the requester.
  • Immediately notifying the CECoT by email in case of cancellation, and also by telephone when the notice period is less than 48 hours (see contact details below).

Responsibilities of the CECoT:

  • Evaluating the technical quality of the session (the technical resource in your institution must however take care of this section).
  • Making the booking on the provincial videoconferencing bridge of the MSSS for the participating sites.
    Notifying the requester within a reasonable time frame, in case of non-availability of the videoconferencing facility or change in session.
  • Sending the data sheet with the status of invited sites to the requester. The same data sheet is sent to the technical staff in the sites.