Request Form Details

OHSU faculty and staff may schedule videoconferences for educational, administrative, or research purposes. Please read this document before completing the Videoconference Request Form. It explains what is requested in the Form.

Conference Information

Date of Event : This is the date of the conference.

Name of Conference: Can be any name, but the best names describe the conference purpose or participants. E.g., “ MolecularMD and BMS marketing synergies” or “Nursing 555a” or “NSF, OHSU, and NIH re Heart Proposal”

Event Start time: Specify the exact time the videoconference starts. However, you need to schedule the room and equipment for at least ½ hour before the start time. The connection is made about 20 minutes before the event start time. This allows time to check audio and video. Thus, all videoconferencing units MUST be turned on at least 25 minutes before the actual start time. If a unit is not on when the connection call is made, the connection cannot occur.

Event End Time : Specify the exact time the videoconference ends. The videoconference will stop at that time. Thus, all participants need to be aware that there is no extension.

Contact Information

This information assumes you are an OHSU employee. If you are not an OHSU employee, please contact EdComm. Special permission is required for non-OHSU people to use OHSU videoconferencing. And the charge structure is different.

Charge Information

FAID, ALIAS, and Fiscal Authority are required to request a videoconference. This information assumes you are an OHSU employee. If you are not an OHSU employee, please call EdComm at 503-494-7722.

OHSU Primary/Origination Site Information

This information concerns the primary site at OHSU. If you are videoconferencing to other OHSU sites, this should be the primary site. In some cases, this distinction will be arbitrary.

The Trusted Site list for OHSU sites, includes “Fixed Unit” rooms which has videoconferencing equipment installed (e.g., BICC Theater, UHS8B60) and “Mobile Units” (listed under “VCS” in the Department column. These mobile units serve buildings. The name of the building contact is given for each unit.

Contact EdComm if you need any of the following:

• Hold a videoconference from a room not served by either Fixed or Mobile units
• Technical assistance in the room
• Videoconference streamed over the web

Note: There is a charge for such services.

Remote/Far Site Information

We have spaces for five (5) remote/far sites blanks. If you wish to include more than five remote/far sites, special permission is required. Please contact EdComm before filling out the request.

If a remote/far site is on the Trusted list, click on it and all the relevant information will be included in your request.

If a remote/far site is not on the Trusted list, we require 20 working days to test and set up the conference. There is a charge ($100) to test each non-Trusted site, and there is no guarantee that the testing will be successful.