This policy is designed to ensure the OCIO-IS HOT 201 training room is used in a professional manner. The training room includes 15 Dell workstations with removable hard drives, one trainer workstation with an LCD projector, a white board and paper flip chart. There is also space for two laptops at the rear of the room; laptops are not provided by OCIO-IS.
- General:
While this room is not used as frequently as the other OCIO-IS conference rooms, it should not be mistaken for "abandoned" or "open" space. Therefore, do no use the training room for temporary storage of any items (e.g., boxes, unused workstations). Do not assume the workstations or furniture in the room can be borrowed at will (check with the QDX training coordinator first). And do not use the room as an ad-hoc meeting space; before you get comfortable, make sure someone doesn't need the time to set up the room for an educational session.
- Scheduling:
Since many of our training sessions involve coordinating schedules of coworkers throughout OCIO-IS (not to mention scheduling with outside providers), it is essential that the room not be booked for routine meetings, which can be held in other locations. In addition, many educational sessions require 3-10 contiguous days; therefore, recurring training should not be booked (e.g., every Tuesday; first Wednesday of the month).
Still, the training room can be used for non-training meetings. In order to insure that the room is available for training purposes, such meetings should only be scheduled two weeks in advance.
- Trainer / Sponsor Guidelines:
It is the responsibility of the person scheduling training to load the software onto all the training room workstations and to return the workstations to a working condition after the training is complete. It is recommended that the room be scheduled with enough time before and after training to allow for configuration changes/problem resolution. An image of a Windows 2000 workstation will be available to reload (from Ghost) the base image, if necessary. The installation of any other base configuration (i.e. Win NT/XP, Linux, etc.) is the responsibility of the person sponsoring/providing the training (see guidelines for technical support).
In addition, before class, the trainer (or sponsor) should make sure all of the markers are working, see that the flip chart has enough paper, and prepare and provide supplemental materials (e.g., guides). If there is a problem with the markers or flip chart, the OCIO-IS Receptionist should be notified.
Before leaving the room, the trainer and/or sponsor should make sure:
- No trash, cups, paper or extra training materials are left in the room
- Passwords (Windows or otherwise) have not been set on the workstations
- Eating is allowed in the rooms but all evidence of food or beverage must be removed. If trash cans contain any food or beverage product waste, please empty them into the large can in the break room. Furthermore, if any training equipment is damaged because of food or drink, the person/department scheduling the training room will be responsible for fixing or replacing the equipment.
- No items have been removed from the training room.
- All equipment (e.g., workstations, LCD projector) is left in an orderly condition.
- The LCD projector is turned COMPLETELY OFF. If you are unsure how to work the LCD or any other equipment in the room please reference the documentation.
- Erase all writing from the white boards and remove all used flip chart papers.
- Report any problems with the training equipment to the OCIO-IS Receptionist.
- Room Availability:
Since this room is inside the secure perimeter of OCIO-IS HOT 201, this room is only accessible during normal 8 AM to 5PM, Monday - Friday (OCIO-IS working hours), excluding holidays. The training room may be used at other times if a OCIO-IS employee supervises the area the entire time the training session is scheduled (i.e., the OCIO-IS employee stays as long as the session attendees and trainer). All non-OCIO-IS personnel are required to sign-in with the OCIO-IS Receptionist.
- Scheduling Procedures:
OCIO-IS managers and the QDX training coordinator can schedule the room using Netscape Navigator. All others must obtain "sponsorship" from either a manager or the training coordinator. Those scheduling the room should include the title of the training session and the name and phone number of the trainer in the calendar entry.
If a member of the MUSC community does not have a OCIO-IS sponsor, please direct the customer to the appropriate director/liaison. The director will decide if the room should be so used, forward to the requestor a copy of the "Training Room Agreement," and make the proper arrangements (e.g., room scheduling).
- Trainer Procedures:
Please review these instructions for installing a base configuration on the workstations
- Technical Support Procedures:
- Base Image Problems: If there is a problem with the base image, the OCIO-IS Receptionist will note the problem into the Remedy system and forward the trouble call to the HNS team. The HNS team will spend up to 30 minutes with the trainer/sponsor, working to resolve the problem. If the problem rests with the trainer's own software -or- the repair takes longer than 30 minutes, HNS will bill the responsible MUSC contact $75/hour for an assistance beyond the initial 30 minutes.
- Hardware Problems: If there is a problem with a workstation's hardware, the OCIO-IS Receptionist will note the problem into the Remedy systemand forward the trouble call to the UWS team. The receptionist will also forward an e-mail outlining the problem to the QDX training coordinator. The UWS team will spend up to 30 minutes with the trainer/sponsor, working to resolve the problem. If the problem rests with the trainer's own software, UWS will bill the responsible MUSC contact $75/hour for an assistance beyond the initial 30 minutes.
- Installation Assistance: If the trainer/sponsor wants assistance installing software for training, he should contact the OCIO-IS Support Desk, which will place a call to the appropriate workstation support team. There will be a $75/hour charge if such assistance lasts more than 30 minutes.
Effective Date: October
2001
Revised Date: August 2002, January 2003
Approval: Melissa S. Forinash, Controller,
OCIO-IS