Protocols and Scheduling

Site Availability:

Monday - Friday (excluding holidays) 9 AM - 4 PM
Exceptions: Assigned Counsel available at 8:30 AM
ECCF and ECHC only available 8 - 11 AM, 1 - 2:30 PM

General Procedures for Site Coordinators/Facilitators

  1. Request for a video conferencing appointment is made at a specific site (Requests must be made at least 48 hours prior to the date/time needed).
  2. Facilitator receives the request and verifies that the request and the user are authorized.
  3. Facilitator schedules the appointment by following the steps below.
    • SC obtains following info:
      • name of user
      • day/time of conference
      • location connecting to
      • person connecting with
      • reason for conference
    • Check availability on online calendar
    • If not available, contact potential user to reschedule
    • If available, schedule appointment on online calendar and confirm with corresponding site.
    • Confirm appointment with user.
  4. Facilitator ensures that the equipment is working properly and that both parties know how to operate the system.
  5. Facilitator has user sign-in the day of the conference and helps him/her with any questions regarding the equipment.

Outside User Scheduling Protocols:

  • Check website to determine site availability
  • Contact site via phone, person, e-mail and provide the following information:
    • name
    • day/time of conference
    • location connecting to
    • person connecting with
    • reason for conference
  • Coordinator confirms appt.
  • Arrive at site 15 minutes prior to scheduled appointment.
  • Check in with site coordinator (please bring identification, 2 forms (at least one photo ID) are needed for ECCF and ECHC).
  • Conduct video conference and check out with site coordinator.