N C MPASS. Non-Clinical Self-Scheduling & Registration. ( Learning & Meeting Events ) Version 6.8

Transcription

1 N C MPASS Non-Clinical Self-Scheduling & Registration ( Learning & Meeting Events ) Version 6.8

2 Ontario Telemedicine Network (OTN) All rights reserved. Last update: May 24, 2018 This document is the property of OTN. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than the recipient's internal use, without the express written permission of OTN. OTN contact information: OTN Quality Assurance 438 University Avenue, Suite 200 Toronto, ON M5A 0L6 Phone. (416) Fax: (416) Web site: II

3 Table of Contents Using This Guide... 5 Document Updates... 6 Participant Self-Registration... 7 Accessing Invitation-only Events... 8 Accessing Published Events... 9 Event Listings Event Details Registering Your System for an Event Finding Events that You are Registered For Opening Events from your Calendar View Searching via Quick Search Searching My Events List via the Browser Find Feature Modifying Your Event Registration Unregistering From an Event Understanding Registration Status Requestor Self-Scheduling Point-to-Point Event Self-Scheduling Creating a Point-to-Point Event Scheduling a Point-to-Point Event Connecting a Point-to-Point Event Multi-Point Event Self-Scheduling Before You Begin Creating a Multi-Point Event Scheduling a Multi-Point Event Publishing a Multi-Point Event Requesting Webcasting Webcasting Agreement Form (WAF) Reconnecting or Joining Late in a Multi-Point Event Connecting via an evisit Personal System Connecting via a Room-Based System Managing Self-Scheduled Events Notifying Participants Editing an Event Managing Attachments Adding an Attachment Deleting an Attachment Opening or Downloading Attachments Cancelling an Event Ncompass Non-Clinical Self-Scheduling & Registration v6.8 III

4 Table of Contents Printing an Event Copying an Event Making a Multi-Point from a Point-to-Point Event Creating a Series of Recurring Events Recurring an Event Viewing a List of Recurring Events for a Series ID Editing a Series or an Event in a Series Cancelling a Series or an Event in a Series Managing Publication Editing Publication Details Un-publishing an Event Managing Webcasting Editing a Webcast Request Cancelling a Webcast Request Resolving Conflicts Marked Time Marked Time Warnings Requesting Scheduling Assistance How can you tell if scheduling has changed your event? Appendix A: Ncompass Registries Site/System Registry Searching the Site/System Registry Site/System Registry Search Fields Updating Site/System Information Contact Registry Searching the Contact Registry Contact Registry Search Fields Updating Contact Information Appendix B: Conference Modes (Video Layout) Full Screen Layout Split Screen Layouts (Side by Side, 1+7, 1+21) Sample Screen Layouts Glossary Index Ncompass Non-Clinical Self-Scheduling & Registration v6.8 4

5 Using This Guide This guide explains some of the basic functions of the Ncompass application, specifically the following: 1. Instructions for event participants that explain how to register for, participate in, and change or delete your registration in non-clinical videoconferences (i.e., learning and meeting events). 2. Instructions for event requestors that explain how to self-schedule and manage your own educational or administrative videoconferences. For information and instructions on other Ncompass functions, refer to these user guides Ncompass Getting Started (Calendar & Reports) Ncompass Clinical Self-Scheduling Ncompass Connecting to a Videoconference (Click-to-Call & Auto-Initiation) (portal calling) To view, download, or print an Ncompass user guide, from the Ncompass home page, in the left navigation panel, click the Documents link in the Resources section. Figure 1: Navigating to Ncompass user guides Intended Audience This guide is intended for use by OTN members who use Ncompass to: Register for events (i.e. participants). Self-schedule educational and administrative events (i.e. requestors). It can also be used by anyone interested in learning about Ncompass scheduling functions. This guide has been prepared with the expectation that users have basic computer skills (for example, know how to click with a mouse, scroll a screen, close a window, etc.) and general familiarity with a web browser (such as Microsoft Internet Explorer). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 5

6 Using This Guide Document Updates Following is a high-level list of revisions to this manual. For full details about an Ncompass update, refer to the Release Notes issued with each version. Version Date Description of Change 6.8 May 24, 2018 Updated user guide to latest release of TSM/Ncompass. This includes, but is not limited to, the following: Ncompass now offers recurring non-clinical events - a series of events created from an existing, scheduled event. These can occur daily, weekly, or monthly and have the same start and end times, event type, speaker and systems as the original event. o Creating a Series (Recurring an Event) o Viewing a List of Recurring Events for a Series ID o Editing a Series or an Event in a Series o Cancelling a Series or an Event in a Series o Making a multi-point event from a point-to-point Ncompass Non-Clinical Self-Scheduling & Registration v6.8 6

7 Participant Self-Registration Self-registration is where, for a specific event, you decide which of your associated video systems you want to use and then, using Ncompass you register that system (along with the system contact information) for the event. There are two different situations where you can use Ncompass to self-register for an event. Published events: These are typically larger public events where participation is voluntary and registration operates on a first-come, first-served basis. Participants access the event using the Ncompass Public Events list. Invitation-only events: These are typically private events where the requestor sends an invitation to selected participants. If a participant decides to attend the event, they use the invitation to access Ncompass and register their chosen video system(s). Note: There are also private events where self-registration is not possible because the requestor keeps control of the registration process and only they can add systems. Usually these are small or medium-sized meetings where the requestor knows all the participants. Self-registration offers the following advantages: You have more control over your systems and the events in which you participate. You can add your system to an event, change the details of your registration, and remove your system from events yourself. Your registration and any subsequent changes happen in real time - you can see the results right away! Ncompass Non-Clinical Self-Scheduling & Registration v6.8 7

8 Participant Self-Registration Accessing Invitation-only Events When scheduling an event, requestors can send an announcing the details and inviting interested parties to register. This contains both a description of the event and a link to the View Event Details page in Ncompass. Typically, it is a private event where the requestor wants their selected participants to selfregister (and therefore, the participant chooses which system they ll use). Figure 2: Ncompass invitation 1. To access the Ncompass event, click the URL link in the . A browser window opens for the Ncompass application. 2. If you are not logged into Ncompass, the login page appears and you must first log in before you can access the View Event Details page. Figure 3: Ncompass login screens 3. If you are already logged into Ncompass, the View Event Details page appears. (See Event Details on page 11.) Ncompass Non-Clinical Self-Scheduling & Registration v6.8 8

9 Participant Self-Registration Accessing Published Events Event requestors can publish their open events to the Ncompass Public Events list. Anyone can register for these events on a first-come, first-served basis. (However, the requestor has final say.) The Public Events list includes all open events 1 during the next 12 months. The events appear in chronological order (by scheduled date), grouped by month. Register only for events for which you are eligible. Review the event details for specific registration criteria such as a limited range of LHINS or regions invited to participate. 1. To access the Public Events list, click the Public Events link in the Resources section of the left navigation panel. Figure 4: Public Events link The Public Events list appears listing events with their summary details, current status, and whether you can still register. Figure 5: Public Events list 2. To view an event s details or open the registration page for a specific event, click the event s coloured Status Bar. (See Event Details on page 11.) 1 Events open to all Ncompass users and available for self-registration. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 9

10 Participant Self-Registration Event Listings Event listings show an event s summary details, event status, and registration status. Figure 6: Event Listing entry Registration Status: Identifies by icon and words whether the event is still open for registration and the registration deadline date. (See Understanding Registration Status on page 25.) Event Status: Identifies by colour and words whether the event is scheduled, not yet scheduled, cancelled, or completed. Note: A published status indicates that the event is listed on one or both of the following locations: Ncompass Public Events list, available only to Ncompass users. OTN Learning Centre, publicly visible on the Internet Event Summary: Summary details to uniquely identify the event - its date and time, event ID, presenter, category, title, and your system(s). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 10

11 Participant Self-Registration Event Details The View Event Details page is where you can read full details about and register for an event. Figure 7: View Event Details page Navigation & refresh links: Change the Ncompass main panel s content. Back to Last Calendar View Refresh This Page Returns you to the page you were previously viewing (e.g., Calendar, My Events, or Public Events) with all settings retained. Refreshes the event details so that you can see any changes made while you were viewing the event (e.g., registration status, new participants). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 11

12 Participant Self-Registration Status bar: Event type identifier, event status, and registration status. Event ID If you need to contact the event s requestor or OTN Customer Care - Scheduling Coordination, quote this number to identify the event. Statuses Identifies by colour and words both the event status (scheduled, not yet scheduled, cancelled, or completed) and the registration status (open, closed, private, cancelled). Event details: Information about the event. Date and Time Event Title Event Type Event URL Description Presenter(s) Requestor Req. Contact Initiating System The scheduled date and time for the event. The time includes Setup time, which occurs before the event s official start time. For example, if an event starts at 8:00 a.m. with 10 minutes setup time, the reservation on your system begins at 7:50 a.m. The event s title. Identifies the event s general subject matter. For example, cardiology or mental health. Both educational and administrative events use the same set of possible types. An active link to the event s View Event Details page. The same link that appears in the Notify Participants (see page 58). If included by the requestor, a short description of the event. The name of the person (or people) who will conduct the meeting/teach the course/host the event and present to the participants. The name and contact information of the person who organized and scheduled the event. Contact them if you: Need more information or have questions about an event. Want to register a system that does not appear in your list of available systems. To view details about the requestor, click the Information link ( their name. ) beside The phone number and, if available, the address of the requestor. For point-to-point events that are not auto-initiated, this identifies which site is responsible for making the connection either the host or the participant site. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 12

13 Participant Self-Registration Start Call Automatic Participating Systems If AutoStart/End (bridge controlled), the event will start and end automatically. All multi-point events connect and disconnect automatically using a bridge. (See the Ncompass Portal Calling user guide.) The host system is not included in these totals. These fields identify the total number of participant systems that: The event requestor has set as a limit for the number of systems allowed to attend the event. (The default is 60, but the event requestor can specify between 2 and 60 participating systems.) Are currently registered for the event. Are still available for the event. (An auto-calculated total based on the maximum allowed minus the currently registered.) Note: An approved webcast event automatically has two systems added as participating in the event (for the primary and backup recorders). Space Available Access Category Identifies how many spaces (or slots ) are left for systems to register. One slot is used by each registered system. Identifies whether participants can register their system(s) for an event. Participants can self-register: Participants can register and unregister their own system(s). If there is an early registration deadline, they can register up until 11:59 p.m. of the deadline date. Otherwise, they can register up until five minutes before the event start time. Participants can change their system up until five minutes before the event start time. Only the requestor can register systems: Participants cannot selfregister or unregister. However, after the requestor registers their system they can modify their reservation up until five minutes before the event s start time. Identifies whether the event is educational or administrative. Educational events involve a speaker and an audience, such as conferences, workshops, interest group sessions, training programs, or lunch and learn sessions. Administrative events involve two or more parties and the content is administrative in nature, such as committees, working groups, project status reports, or interviews. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 13

14 Participant Self-Registration Conference mode Displays the video layout selected by the requestor. (See Appendix B: Conference Modes (Video Layout) on page 100.) If the event is accredited (educational events only) or is to be webcast, these features are also indicated here. Audio/Video Number If an additional audio line 2 is required (e.g., because a participant is unable to join over video), the dial-in phone number appears here. If there are no dial-in participants this field does not appear. Webcast Status Webcast Type Identifies whether the event requestor has submitted a webcast request and if yes, whether that request has been partially approved, approved or declined Identifies whether the webcast will be live, archived, or live and archived. Only appears only if the requestor has submitted a webcast request. Webcast Link Displays a link that when used in a browser will open the event s webcast page. (Beginning three hours before the event s start time, participants can use the link to access the webcast. Before that, the link goes to OTN s Webcasting Centre home page.) Only appears only if the requestor has submitted a webcast request. Participant Fees Identifies whether a published event requires that participants pay a fee to join the videoconference. (See Participant Fees field on page 49.) Only visible if the event is published. Publish Location Identifies that the event is published on both the OTN Learning Centre and Ncompass Public Events list. Only visible if the event is published. Supporting Materials Notes Displays any files the event requestor has attached to a non-clinical, multi-point event, such as document or graphic files. Each file name is an active link so you can view or download the file. Attachments are always visible, whether or not the event is published. Includes information that the requestor would like participants to be aware of before registering for their event. 2 When using an audio line, OTN strongly recommends that the participant calls in using a land line for best performance. Using a cell phone or Blackberry can cause degraded video and/or audio quality. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 14

15 Participant Self-Registration Event Tool Bar: When self-scheduling an event, the Event Tool Bar contains buttons to initiate various actions. For information about these actions, refer to the chapter Managing Self-Scheduled Events starting on page 58. Registration panel: Use the fields in this panel to register for an event. (See Registering Your System for an Event on page 16.) This panel does not appear when participants cannot self-register. For example, if an event: is private; is unscheduled; has reached its maximum capacity; has passed its registration deadline. Registered Systems: Information about the sites and systems involved in the event. (To view a system s details in a new window, click the Information link ( ) beside the system name.) Host System Participant Systems The site and system hosting the event s presenter(s). A list of sites and systems registered for the event. If you can modify the system registration information, the System Name will be an active link (underlined blue text) to the event s Edit Registration Details page. (See Modifying Your Event Registration on page 21.) Figure 8: Registered Systems with active link If a registered system is not participating for the entire event, their customized start and end times appear with their System Name. Figure 9: Registered System with customized participation times Requestor Details: The name and contact information of the requestor. (To view additional details about the requestor in a new window, click the Information link ( ) beside their name.) Contact this person if you have questions about the event or want to register a system that does not appear in your list of available systems. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 15

16 Participant Self-Registration Registering Your System for an Event To register for an event, you access the View Event Details page either via a link in an invitation or using the Ncompass Public Events link. (See Accessing Invitation-only Events on page 8 or Accessing Published Events on page 9). The registration panel is located on the right side of the screen, under the Event Tool Bar. This panel will not appear when self-registration is not available. For example, if an event: is private is unscheduled has reached its maximum capacity has passed its registration deadline Figure 10: Registration panel 1. To identify which system you'll use, click the My Systems drop-down list and select the appropriate entry. If your system is a non-member system, contact OTN Customer Care - Scheduling Coordination. Figure 11: Register My System 2. Type your name in the Contact Name field. This field is mandatory. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 16

17 Participant Self-Registration 3. If the requestor offers additional material (e.g., handouts) and you want to receive them, type your address and phone number in the Contact and Contact Phone fields. Your contact information is used only by the event s requestor. OTN does not use this information for any other purpose. 4. If you cannot attend the event for its full duration, you can specify late arrival and/or early departure times for your system if the event requestor has set Event Access to allow Participants can arrive late and depart early. If the organizer has blocked the ability of arriving late and/or departing early, contact the event requestor and ask them to change your system registration to your desired arrival and/or departure times. i) To access the new time fields, click the Arriving late or departing early link. A new set of fields appear below the system line. ii) In the appropriate Arriving at and/or Departing at fields, type the new time(s) using 24-hour format (e.g for 9:00 a.m. or 1500 for 3:00 p.m.) If you specify a late arrival, you must contact OTN Technical Support at your specified arrival time, provide the Event ID and request them to connect your system to the event. If you specify an early departure, you can disconnect yourself at the desired time. If you do not possess the ability to disconnect from an event, you need to contact OTN Technical Support and ask them to disconnect your system from the event. 5. To submit your registration, click. Ncompass checks that all mandatory fields are complete and that there are no system conflicts. If Ncompass finds an error, it displays an error message at the top of the page and directs you to the problem. Figure 12: Registration error message If you get a conflict error because of an overlap with the event s Setup Time, contact OTN Customer Care - Scheduling Coordination to ask if they can add you to the event. For example, if an event s presentation starts at 11:00 but has a 15-minute setup time, Ncompass schedules the start time for 10:45. Your system is booked until 11:00, but is free after that. You will get a conflict message when attempting to register. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 17

18 Participant Self-Registration If there are no errors, Ncompass does the following: Reserves 3 your system for the date and time of the event and reloads the page with a success message at the top. Your system will appear in the list of participant systems at the bottom of the View Event Details page, in the Registered Systems section. The event will appear in your calendar and on your My Events page. ❹ Figure 13: Registered Systems list The system name links to the event s Edit Registration Details page. (See Modifying Your Event Registration on page 21.) If a system has customized start and/or end times, the Participating from times appear under the Site Name field. A calendar link ( as the event. ) appears and links to the system s calendar for the same day ❹ An unregister link ( ) appears until 11:59 p.m. of the Registration Deadline. (See Unregistering From an Event on page24.) 3 An event reservation places a hold on the participating system for the duration of the event and therefore it is not available for other events occurring at the same date and time. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 18

19 Participant Self-Registration Finding Events that You are Registered For If you know the date on which the event occurs, go to your system calendar for that date and select the event. (See Opening Events from your Calendar View below.) If you do not know the date, click on the View My Events link to access a list of all the events in which one of your associated systems has been registered and search for the event there. (See Searching on page 20.) Opening Events from your Calendar View To open an event s detail page directly from your calendar, click the event entry. Figure 14: Calendar event entry Ncompass replaces the calendar page with the selected event s View Event Details page. (See Event Details on page 11.) Ncompass Non-Clinical Self-Scheduling & Registration v6.8 19

20 Participant Self-Registration Searching via Quick Search If you know the Event ID, use the Quick Search field in the left navigation bar. To search for a specific event, type in the complete Event ID and click. To search for a specific series, type in the complete Series ID and click. Figure 15: Quick search fields If Ncompass finds the event, the View Event Details page will display. Ncompass looks for an exact match. Therefore, do not use a partial number for your search. If no match is found, Ncompass displays an error message. Searching My Events List via the Browser Find Feature You can use your browser s Find feature to search the My Events list. This is useful if you are looking for a specific event and know part of the title or the presenter but don t know the Event ID. (You can use the same technique to search the Public Events list.) 1. To access your browser s Find feature, press the [Ctrl] and [F] keys on your keyboard or the [F3] function key. A Find dialog box appears. Figure 16: Browser Find dialog box 2. Type the text that you are searching for in the Find text field and press the Enter key. The browser searches the current page and highlights any matching words. 3. To find additional instances of your search phrase, click. 4. To close the Find dialog box, click the Close button ( ) in the top right of the dialog box. Ncompass offers advanced filtering of the My Events page using its Event Finder. For a detailed description of the Event Finder, see the Ncompass Getting Started guide. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 20

21 Participant Self-Registration Modifying Your Event Registration After registering (or being registered), you can change the system and contact information for an event. For example, you might need to change: The system because the originally booked system is unavailable due to technical issues or scheduling priorities. The contact because you are going on vacation and you would like your replacement to receive handouts and/or notifications of scheduling changes for the event. You can make changes up until five minutes before the event s scheduled start time. 1. To change your event registration, navigate to the View Event Details page from your Ncompass calendar, the My Events page, a public calendar, or an you received from the event s requestor. (See Event Details on page 11.) If you can modify the registration, in the Participant Systems list, your System Name will be an active link (underlined blue text). If the system name is not an active link, you cannot edit the registration and you need to contact the event s requestor and ask them to make the changes. Figure 17: Participant Systems list 2. To access the registration details, click the System Name link. The Edit Registration Details page appears, showing the currently registered system and its contact information. Figure 18: Edit Registration Details Ncompass Non-Clinical Self-Scheduling & Registration v6.8 21

22 Participant Self-Registration 3. To change the system, click the System Name drop-down list and select the desired system. Figure 19: System Name change If your desired system does not appear in the list, contact the event's requestor or OTN Customer Care - Scheduling Coordination (e.g., if the system is a non-member system.) 4. To change the contact name, , or telephone number, type the correct information into the appropriate field(s). The contact name is mandatory. 5. If the original system had customized arrival and departure times, these are cleared when you select a new system. If the newly selected system will not participate in the event for its full duration, you can specify customized late arrival and/or early departure times if the event requestor has set Event Access to allow Participants can arrive late and depart early. If the organizer has blocked the ability of arriving late and/or departing early, contact the event requestor and ask them to change your system registration to your desired arrival and/or departure times. i) To access the new time fields, click the Arriving late or departing early link. A new set of fields appear below the system line. ii) In the appropriate Arriving at and/or Departing at fields, type the new time(s) using 24-hour format EST (e.g for 9:00 a.m. or 1500 for 3:00 p.m.) If you specify a late arrival or need to join a meeting after it has started: If you re using a room-based system, you can connect your system by using the system s remote control and entering the Event ID. (Be sure to Mute before connecting.) If you re using a personal computer and evisit Videoconference, you can connect your system by using the Call button ( ) in the Events List or Event Details. If you specify an early departure, you can disconnect yourself at the desired time. If you do not possess the ability to disconnect from an event, you need to contact OTN Technical Support and ask them to disconnect your system from the event. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 22

23 Participant Self-Registration 6. To submit the changes, click. Ncompass validates that mandatory fields are entered and that the selected system is available. If there are no errors and the system is available, Ncompass applies the changes to the registration and the View Event Details page appears with updated information. If there are errors or if the selected system is unavailable, the Edit Registration Details page reloads with error messages. Changes are not applied and the scheduled event remains as it was. Correct the errors and re-save. 7. If you change your mind and do not want to submit the changes, click. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 23

24 Participant Self-Registration Unregistering From an Event You can unregister yourself from an event only if you were originally able to self-register. If an event is set for Only the requestor can register systems, you must contact the requestor and request that they remove your system s registration. If there are no registration restrictions, you can unregister up until five minutes before the event's scheduled start time. If the event has an earlier Registration Deadline, you can unregister up until 11:59 p.m. of the registration deadline date. If the deadline has passed, to unregister you need to contact OTN Customer Care - Scheduling Coordination and ask them to remove your system from the event. 1. To unregister from an event, navigate to the View Event Details page from your Ncompass calendar, the My Events page, a public calendar, or an you received from the event s requestor. (See Event Details on page 11.) If you can unregister, in the Participant Systems list, in the entry row for your system an Unregister button ( ) appears in the Unreg column. If an Unregister button ( ) does not appear, you cannot unregister and you need to contact the event s requestor and ask them to remove your system. Figure 20: Participant Systems list 2. To remove your system, click the Unregister button ( ). Ncompass removes your system and reloads the View Event Details page with a success message and your system no longer appears in the Participant Systems list. Figure 21: De-registration success message Ncompass Non-Clinical Self-Scheduling & Registration v6.8 24

25 Participant Self-Registration Understanding Registration Status The registration status identifies whether Ncompass users can schedule their system(s) into an event. These icons appear in the event s status bar (left side) along with a text description. Figure 22: Registration status Registration Status Icon Description Open Contact Event Requestor Closed or Private Green with arrow. The event is open for registration and has available slots for participants. For events with no registration restrictions, you can register up until five minutes before the event starts. For events with an early registration deadline, registration closes at 11:59 p.m. of the registration deadline date. Green with arrow. You cannot self-register for the event because the requestor wishes to control registration. If you want to join such events, contact the requestor directly and they can register you. Green with X. You cannot register for the event. Possible reasons for a closed registration status are: The registration deadline has passed. The maximum number of participant sites has been reached. The event is a private, point-to-point event. Suspended Yellow with exclamation mark (!). Registration is temporarily unavailable while the event s requestor is editing the event and registration should reopen shortly. Check back later. If you have questions about when registration will reopen, contact the event s requestor. Cancelled Red with X You cannot register for the event because the event is cancelled. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 25

26 Ncompass enables you to schedule your own educational and administrative events, for which other sites can register themselves or you can control the registration. You can make changes to your events and easily notify participants with system-generated s. Scheduling and managing your own events offers the following advantages: It s faster than faxing or ing requests to OTN Customer Care - Scheduling Coordination. The transaction happens in real time systems are reserved immediately and can t be booked by other parties. You see the results immediately upon saving. The event listing appears in your Ncompass calendar, in your My Events list, and in the Ncompass calendar of all participating systems. Activity is immediately captured for Ncompass reports and statistics. You can set the event to start and end automatically and use other Portal Calling features. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 26

27 Point-to-Point Event Self-Scheduling Point-to-point events are those where only two systems are involved one host and one participant. You can schedule these events at any time of the day, any day of the week, and with no lead time. However, under certain circumstances there are limitations. Under certain circumstances you need to ask OTN Customer Care - Scheduling Coordination to help when creating or scheduling an event. (See Requesting Scheduling on page 87.) For example, if you want to: Add an audio participant. Add a non-member system. Request premium services. Creating a Point-to-Point Event 1. To start the creation of a point-to-point event, click the Create Point-to-Point link in the Non-Clinical Events section of the left navigation panel. Figure 23: Create Point-to-Point link The Create Point-to-Point Non-Clinical Event form appears. Figure 24: Create Point-to-Point Non-Clinical Event form Ncompass Non-Clinical Self-Scheduling & Registration v6.8 27

28 Registration Status bar initially displays New Event and after scheduling will display Private Event. Event Status bar indicates the event s current status (new, scheduled, cancelled, or completed). Event Tool Bar displays the event status, the name of the creator, and the date when the event was created. Different event action buttons appear depending on the event s status. Form content contains all the fields needed to create a point-to-point event: Requestor, Event Date and Time, Category, Host System, Participant Systems, and Notes. Online help is available for each section. To open a new window with information about the section, click the Help link ( ) or its associated link ( ). 2. To complete the Requestor field, click beside the field. The requestor is the person creating the event that means you (even though you might not be the person organizing the event at your site). Ncompass uses this field to let the other participant and OTN Customer Care - Scheduling Coordination know who to contact if they have questions about the event. A new window opens with the Search Contact form. Figure 25: Search Contact form 3. To initiate the search, type a few characters of the last name in the Last Name field and then click. (For detailed instructions, see Searching the Contact Registry on page 96.) Ncompass displays a list of matching names in the bottom of the search window. Figure 26: Contact search results 4. If you find your name in the search results, click the name and Ncompass automatically enters it into the Requestor field. If you do not find your name, contact OTN Customer Care - Scheduling Coordination to add you to the Ncompass contact registry. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 28

29 5. To identify the Date of Event, either type a date in the field using the format (dd-mm-yyyy) or click the calendar link ( ) beside the field and select a date. If you enter a date more than one year in the past or more than one year in the future, Ncompass issues a warning but will allow you to save and schedule the event. If the event requires a bridge (e.g. a participating system is a non-member system), you must schedule the event at least five minutes before to its start time. If the event will be webcast, you must submit the webcast request at least one business day before the event date. 6. Type the Start Time and End Time using 24-hour format EST. (e.g., 0900 for 9:00 a.m., 1400 for 2:00 p.m.) 7. To identify whether the event is administrative or educational, select the appropriate Event Category link. Administrative events involve organizational, operational, or management content such as committees, working groups, project status reports, or interviews. Educational events involve a speaker and an audience, such as conferences, workshops, interest group sessions, training programs, or lunch and learn sessions 8. Choose the Event Type by clicking beside the Event Type field. An Event Types popup window appears. Figure 27: Event Types popup 9. To select a type, click on the appropriate name in the list and Ncompass automatically enters it into the Event Type field. If you cannot find a type that best fits your event, click Other in the list and type a descriptive name in the Other Description field. For Administrative events, Ncompass defaults to an Event Type of Other with its Other Description field set to Administrative. 10. Type a meaningful name in the Event Title field. To ensure readability use a title that is less than 100 characters. (The Ncompass calendar entry will display only the first 34 characters.) Ncompass Non-Clinical Self-Scheduling & Registration v6.8 29

30 11. Initiating System defaults to Host. If you want the other party to start the call, select the Participant link and ensure that you have made it clear to the other party that you expect them to initiate the call. If the event requires a bridge (e.g. a participating system is a non-member system), Ncompass ignores the Initiating System and Start Call Automatically fields because the bridge automatically starts the call at its scheduled start time. 12. Start Call Automatically appears only if you have taken the Portal Calling training. It defaults to No. (See the Ncompass Portal Calling & Auto-Initiation user guide.) 13. For a non-clinical event, the Host System Name is the videoconference system used at the Presenter s location. To identify this system, you use a similar search as that used in finding a requestor. The search accesses the Site/System Registry. To search the Site/System registry, click beside the System Name field. (For detailed instructions, see Searching the Site/System Registry on page 90.) A new window opens with the Search Site/System form. Figure 28: Search Site/System form 14. The fastest way to search is for only systems associated with a specific site. Type the OTN ID in the Name field (e.g., 0014 or ) and then click. Or if appropriate, use different search criteria. For example, type the first few characters from the city s name the City field and then click. Ncompass displays a list of matching systems in the bottom of the search window. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 30

31 Figure 29: Site/System search results If you find the required system in the search results, click the name and Ncompass automatically enters it into the Host System field. If you want to include a system that does not appear in the search results (e.g., a non-member system), contact OTN Customer Care - Scheduling Coordination. (See Requesting Scheduling on page 87.) Some sites have more than one system. Contact the local Telemedicine Coordinator to determine which one to reserve for your event. 15. Select the Participant System Name using the same method as for the Host System. It is very important that the other Telemedicine Coordinator be aware of and agrees to this booking before you complete scheduling the event. 16. If there are extra details that you want the other party to see, type them in the Notes for All Participants field. 17. If there are special details about the event that the other party does not need to see, type them in the My Private Notes field. For example, use this field to record information about audio line or ISDN requirements. This field can be seen and modified only by: The event creator. Ncompass users identified as associated with the event s host system. OTN Customer Care - Scheduling Coordination. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 31

32 Scheduling a Point-to-Point Event If the event requires a bridge (e.g. a participating system is a non-member system), you must schedule the event at least five minutes before to its start time. If the event will be webcast, you must submit the webcast request at least one business day before the event date. 1. To schedule the event, click. Ncompass validates that you have entered data in all the mandatory fields and checks that the host and participating systems are available. If there are no errors Ncompass reserves the host and participating systems and the event will appear in the participant system s calendar. The View Event Details page appears with the following: Ncompass assigns an Event ID 4 and the status bar changes colour from pink to green. The registration status is Private Event. The event status changes from New to Scheduled. The Event Tool Bar contains a new set of action buttons. Figure 30: Scheduled point-to-point event details and status If Ncompass finds an error or a conflict, it displays a message at the top of the page and directs you to the problem. (See Resolving Conflicts on page 85.) 2. Fix any error(s) and try to schedule the event again. After you schedule the clinic, you can create a recurring series from it. For details, see Creating a Series of Recurring Events on page Use the Event ID when referring to the event with OTN Scheduling Services or the other participant. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 32

33 Connecting a Point-to-Point Event There are three different ways to connect and disconnect when participating in a P2P event: Manually start and end the call using the Ncompass portal calling feature (also known as Click-to-Call). Set up Auto-Initiate to automatically start and end the call at the scheduled times. Use the remote control to manually end a videoconference call. A system will not have portal calling and auto-initiate enabled if it: Is used for Telestroke or emergency videoconferences. Has a connection issue. For details see the Ncompass Connecting to a Videoconference (Click-to Call & Auto-Initiation) user guide. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 33

34 Multi-Point Event Self-Scheduling Multi-point events are those where you plan to connect more than two systems one host and two or more participating systems. Before You Begin Under certain circumstances you need to ask OTN Customer Care - Scheduling Coordination to help when creating or scheduling an event. (See Requesting Scheduling on page 87.) For example, if you want to: Add one or more audio participants. Add a non-member system. Schedule an event that has a start or end time outside of normal business hours. Request premium services. Before you can successfully save or schedule an event, you must complete certain fields. The table below describes which fields must be completed in order to save an event as a draft and which additional fields are required to schedule the event. Action Save Draft Schedule Event Mandatory fields Date of Event, Start Time, End Time, Event Category, Event Type, Host System and Closing Registration Date. Requestor, Speaker, Event Access, Event Title, Closing Registration date. For private events where only the requestor can add participants, you also need Participant System(s). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 34

35 Creating a Multi-Point Event If you are making a multi-point from an existing point-to-point event, skip this section and go to Making a Multi-Point from a Point-to-Point Event on page 71. To create a multi-point event, click the Create Multipoint link in the Non-Clinical Events section of the left navigation panel. Figure 31: Create non-clinical multi-point event link The Create Multipoint Non-Clinical Event form appears. Figure 32: Create Multi-point Non-Clinical form Registration Status bar displays the type of event and its registration status. Initially displays New Event and later indicates whether the event is available for participants to register (see Understanding Registration Status on page 25). After an event is saved, the Event ID also appears here. Event Status indicates the event s current status New. Event Tool Bar first displays with just two action buttons Schedule Event and Save Draft. After creating an event this section also displays the name of the creator and the date when the event was created Ncompass Non-Clinical Self-Scheduling & Registration v6.8 35

36 Form content contains all the fields needed to create a multi-point event arranged in sections: Requestor and Presenter(s), Date and Time, Event Details, Host System, Participant Systems, Notes, and Requested Services. Mandatory fields are flagged with an asterisk. Online help is available for each section. To open a new window with information about the section, click the Help link ( ) or its associated link ( ). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 36

37 Identifying the Requestor and Presenter(s) Figure 33: Requestor and Presenter(s) panel The requestor is the person creating the event that usually means your name. Ncompass requires a requestor name so that participants and OTN Customer Care - Scheduling Coordination know who to contact if they have questions about the event. 1. To complete the Requestor field, click. A new window opens with the Search Contact form. Figure 34: Search Contact form 2. To initiate the search, type a few characters of the last name in the Last Name field and then click. (For detailed instructions, see Searching the Contact Registry on page 96.) Ncompass displays a list of matching names in the bottom of the search window. Figure 35: Contact search results Ncompass Non-Clinical Self-Scheduling & Registration v6.8 37

38 3. If you find your name in the search results, click the name and Ncompass automatically enters it into the Requestor field. If you do not find your name, contact OTN Customer Care - Scheduling Coordination to add you to the Ncompass contact registry. 4. Type the presenter person s name in the Presenter(s) field. If there will be more than one presenter, click can type the additional presenters names. and a new line appears where you Figure 36: Multi-point Requestor section Ncompass Non-Clinical Self-Scheduling & Registration v6.8 38

39 Setting the Date and Time Figure 37: Date and Time panel 1. To identify the Date of Event and the Closing Registration Date, either type the dates (using the format dd-mm-yyyy) or click the calendar link ( ) beside each field and select a date. If you want to create and schedule the event yourself, the date and time of the event must be during standard business hours, Monday to Friday, between 0700 and 1900 EST. You can create an event outside of standard business hours, but will not be able to schedule it yourself. (See Requesting Scheduling on page 87.) If you enter a date more than one year in the past or more than one year in the future, Ncompass issues a warning but will allow you to save and schedule the event. 2. Type the Start Time and End Time using 24 hour format EST. (e.g., 0900 for 9:00 a.m., 1400 for 2:00 p.m.) 3. Type your required Setup time in minutes (e.g., 15). The number of sites affects the setup time because a large roll call of sites prior to the start time requires more time. However, there are other factors to consider as well. For example: A PowerPoint test will increase the setup time even for an event with only 5 sites. An event that will be webcast requires at least 15 minutes setup time. Number of sites Less than More than Guideline for minutes setup time Ncompass Non-Clinical Self-Scheduling & Registration v6.8 39

40 Ncompass adds the setup time to the total reservation to ensure that all participating systems are booked for both the event and its setup time. For example, if the () setup time is 15 minutes and the () start time is 0900, Ncompass sets the event reservation to start at () 08:45. Figure 38: Event Start and End Times Ncompass Non-Clinical Self-Scheduling & Registration v6.8 40

41 Specifying Event Details Figure 39: Multi-point Event Details section 1. Type a meaningful name in the Event Title field. To ensure readability use a title that contains less than 100 characters. (The Ncompass calendar entry will display only the first 34 characters.) Keep the title simple, which can help when people search for an event looking for a match with words in the title. 2. Choose the Event Type by clicking beside the Event Type field. An Event Types popup window appears. Figure 40: Event Types popup 3. To select a type, click on the appropriate name in the list and Ncompass automatically enters it into the Event Type field. If you plan to publish the event, be sure to select the correct type because people often use the event type to search for events or to sign up for learning alerts. If you cannot find a type that best fits your event, click Other in the list and type a descriptive name in the Other Description field. For Administrative events, Ncompass defaults to an Event Type of Other with its Other Description field set to Administrative. 4. Type a brief explanation about the subject of the event, its goals, and intended audience in the Short Description field. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 41

42 5. To identify whether the event is administrative or educational, select the appropriate Event Category link. Administrative events involve organizational, operational, or management content such as committees, working groups, project status reports, or interviews. Educational events involve a speaker and an audience, such as conferences, workshops, interest group sessions, training programs, or lunch and learn sessions 6. To identify whether participants can register themselves, select the appropriate Event Access link. Once registered (either by the requestor or self-registered), participants can change their system reservation until five minutes before the event s start time. If you select Only the Requestor can register systems: Only the requestor (you) can add or remove participating systems to the event. Appropriate for small and medium-sized meetings and events where the requestor knows all the participants and systems involved. Recommended for published events you have identified as having fees. If you select Participants can self-register: You can make the event invitation only by sending an with a link only to your desired participants. You can make the event an open one by posting it to the Ncompass Public Events page. Appropriate for larger events where participation is voluntary and registration is on a first-come, first-served basis or for any event where you would like the invited participants to specify which system to use. 7. You can control whether participants can set a late arrival and/or early departure time when they register or change their registration. By default, late arrivals and early departures are allowed. If you do not wish your participants to have this ability, uncheck the box next to Participants can arrive late and depart early. 8. To set a maximum number of systems that can participate in the event, type a number between 2 and 60 in the Allowed to Attend field. The default is 60. (If you need more than 60 systems, contact OTN Customer Care - Scheduling Coordination.) The Currently Registered and Still Available fields are auto-calculated by the system and are read only. The totals change as participant systems are added to the event. The host system is not included in these totals. If the event will be webcast, two systems are automatically added as participating in the event (for the primary and backup recorders). 9. The Accredited Event field defaults to No. If the event is accredited, select the Yes link. This field is for informational purposes only and is not tracked or reported in Ncompass. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 42

43 10. The default Conference Mode for all participants is Full Screen Layout. (See Appendix B: Conference Modes (Video Layout) on page 100.) Figure 41: Conference Mode field Leave the default setting unless you require a special layout. To select a special layout, use one of two options: Select a layout from the drop-down list. Click the preview link ( ). A dialog box opens. To select, click the desired layout image. Figure 42: Conference mode drop-down list Figure 43: Conference mode layout selection If you want the participants to always see the host in the largest area of their screen, select Lecture Mode. 11. For events that involve three or more systems, Ncompass ignores the Initiating System and Start Call Auto fields because it uses a bridge to auto-initiate and connect all participating systems. If only two systems are involved, select: Which site is responsible for starting the call (Initiating System). Whether you want Ncompass to automatically connect and disconnect the call at the specified start and end times (Start Call Auto). 12. For a non-clinical event, the Host System is the actual videoconference system used at the presenter s location. To identify this system, you use a similar search as that used in finding a requestor. The search accesses the Site/System Registry. (For detailed instructions, see Searching the Site/System Registry on page 90.) To search the Site/System Registry, click beside the System Name field. A new window opens with the Search Site/System form. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 43

44 Figure 44: Search Site/System form 13. The fastest way to search is for only systems associated with a specific site. Type the OTN ID in the Name field (e.g., 0014 or ) and then click. Or if appropriate, use different search criteria. For example, type the first few characters from the city s name in the City field and then click. Ncompass displays a list of matching systems in the bottom of the search window. Figure 45: Site/System search results If you want to include a system that does not appear in the search results (e.g., a non-member system), contact OTN Customer Care - Scheduling Coordination. (See Requesting Scheduling on page 87.) Some sites have more than one system. Contact the local Telemedicine Coordinator to determine which one to reserve for your event. 14. If you find the required system in the search results, click the name and Ncompass automatically enters it into the Host System field. If you cannot find the required system, contact OTN Customer Care - Scheduling Coordination. 15. To save the information you ve entered, click at the bottom of the screen or in the Event Tool Bar. 16. If only you can register systems, go to Adding a Participant System on the next page. If you are allowing participants to self-register, go to Adding Notes on page 46. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 44

45 Adding a Participant System Before adding a participant system, first contact the site coordinator 5 to ensure that you have their permission. This is important because your event reserves their system, which will prevent them from registering into other events during the date and time of your event. 1. To add a participant system, search the Site/System registry by clicking in the System Name row of fields. (See Searching the Site/System Registry on page 90.) 2. If you find the required system in the search results, click the name and it is automatically entered into the System Name field. If you cannot find the required system, contact OTN Customer Care - Scheduling Coordination. 3. Type a valid Contact Name for each participating system. A new row appears allowing you to add an additional participating system. Figure 46: Participant Systems initial panel Figure 47: Participant Systems after save draft The requestor can set a maximum for the number of participating systems when they create an event. After this limit is reached, no new rows will appear. 4. If a participant system cannot attend the event for its full duration, you can specify late arrival and/or early departure times. i) To access the new time fields, click the Clock link ( ) beside the System Name field. A new set of fields appear below the system line. ii) In the appropriate Arriving at and/or Departing at fields, type the new time(s) using 24-hour format EST (e.g for 9:00 a.m. or 1500 for 3:00 p.m.) Participants who plan to arrive late or need to join a meeting after it has started: If using a room-based system, can connect their system by using the system s remote control and entering the Event ID. (Be sure to Mute before connecting.) If using a personal computer and evisit Videoconference, can connect their system by using the Call button ( ) in the Events List or Event Details. Participants who depart early can disconnect themselves self at the desired time. If they do not possess the ability to disconnect from an event, they need to contact OTN Technical Support and ask them to disconnect their system from the event. 5 You can find contact information for all systems and their site coordinators in the OTN Telemedicine Coordinator Contact List available from the Ncompass Resources > Documents page. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 45

46 5. To replace a participant system, click in the row you want to replace and then search for and select the new system. 6. To remove a system, select the checkbox to the left of the system name and then click. The Edit Event Details page reloads without the identified system. 7. To save your updated event, click. Adding Notes 1. If there are extra details that you want available to all event participants, type them in the Notes for All Participants field. For example, use this field to notify potential participants that the event is open only for the first 25 participating sites. All Ncompass users can see this field when viewing an event. 2. If there are special details about the event that you do not want the public to see, type them in the My Private Notes field. For example, use this field to record important information about the event capacity or audio line or ISDN requirements. This field can be seen and modified only by: The event creator. Ncompass users identified as associated with the event s host system. OTN Customer Care - Scheduling Coordination. Figure 48: Multi-point Notes section 3. To save your updated event, click. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 46

47 Saving a Draft To save a draft of the request, click. Ncompass validates that you have entered data in all the mandatory fields and that the host and any selected participating systems are available. If there are no errors Ncompass saves the request and displays the following: Ncompass assigns an Event ID 6 and the status bar changes colour from blue to pink. The registration status for requestor-controlled events is Private Event and for open participation it is Registration Suspended. The event status is Unscheduled. The Event Tool Bar contains a new set of action buttons. Figure 49: Multi-point save draft status updates If Ncompass finds an error or a conflict, it displays a message at the top of the page and directs you to the problem. If the event is in conflict, Ncompass saves the event information but the event cannot be scheduled. Now that you have created and saved your multi-point event, the next step is Scheduling a Multi-Point Event (see page 48). After you save the event, you can add attachments to it. For details, see Adding an Attachment on page Use the Event ID when referring to the event with OTN Scheduling Services or other participants. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 47

48 Scheduling a Multi-Point Event Under certain circumstances you need to ask OTN Customer Care - Scheduling Coordination to schedule the event (see Requesting Scheduling on page 87). For example, if the event: Involves a non-member system. Starts in less than five minutes. Has a start or end time outside of normal business hours. Involves a Premium Service. For events with self-registration, participants cannot register until the event is scheduled. 1. To schedule the event, click. (This button appears only in edit mode.) Ncompass validates that you have entered data in all the mandatory fields and checks that the host and all participating systems are available. If there are no errors or conflicts, Ncompass reserves the host and participating systems and displays the View Event Details page with the following: Ncompass assigns an Event ID 7 and the status bar changes colour from pink to green. The registration status for requestor-controlled events is Private Event and for open participation it is Registration Open. The event status is Scheduled. The Event Tool Bar contains a new set of action buttons. Figure 50: Scheduled event details and status If Ncompass finds an error or a conflict, it displays a message at the top of the page and directs you to the problem. (See Resolving Conflicts on page 85.) 2. If there are errors, change the event as needed and try to schedule it again. 7 Use the Event ID when referring to the event with OTN Customer Care - Scheduling Coordination or other participants. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 48

49 Publishing a Multi-Point Event After you successfully schedule an event you can post the event details to the Ncompass Public Events list and the OTN Learning Centre. Notes: (i) If you create a series from a published event, all events in the new series will be published. (ii) If you change the publication details of an event that is part of a series, that event will no longer receive updates made to the series. 1. From the View Event Details page, click in the Event Tool Bar. The Manage Publication page appears. Figure 51: Manage publication page 2. Participant Fees defaults to No. If the event requires that participants pay a fee to attend, select Yes. The Participant Fees field is for informational purposes only and has no bearing on whether a participant actually pays a fee. An event flagged as having fees will not stop people from registering. OTN recommends that if you want to publish an event with fees, you should set the Event Access to Only the requestor can register systems so that users won't be able to self-register. 3. All published events will appear in two Publish Locations: Ncompass Public Events list (available only to other Ncompass users). OTN Learning Centre (publicly visible on the Internet). 4. By default, the event Requestor's Contact Information is published to both the Learning Centre and the Ncompass Public Events list. This gives potential participants a point of contact if they have questions about the event. If the event requestor does not want their contact information published, select the 'No' link. 5. To initiate the publication process, click. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 49

50 Ncompass validates your submitted data and if there are no errors publishes the event to the designated locations and reloads the View Event Details page (see Figure 52: Published event details on next page). If the event offers open registration, Ncompass users can now register by browsing the Ncompass Public Events list and selecting your event. (See Accessing Published Events on page 9.) 6. If you change your mind and do not want to publish the event, click. Ncompass reloads the View Event Details page with no changes. An informational message appears at the top of the screen. The registration status remains as Registration Open. The event status changes to Scheduled (Published). The Event Tool Bar contains an updated set of action buttons. Figure 52: Published event details and status 7. After publishing an event, you can also send an to potential participants to notify them that a new event is available. (See Notifying Participants on page 58.) If you want to offer self-registration only to a limited audience, type an appropriate message in the Notes for all Participants field. For example: PLEASE NOTE this event is only open to sites in the EAST REGION in LHIN 10 and 11. Ncompass will not perform an automatic validation when people register, but interested users can read the message when they view the event details and follow the instructions. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 50

51 Requesting Webcasting You can request to webcast your event if the following conditions are met: It is a non-clinical event. You have successfully scheduled the event. The event has a minimum of 15 minutes set-up time. You must submit a Webcast Request for all types of webcasting: live only, archived only, or live and archived. Note: If you add a webcast request to an event that is part of a series, that event will no longer receive updates made to the series. You can submit your webcast request up to and including the business day before the scheduled event date. A webcast event must occur during standard business hours (Monday to Friday, between 7:00 a.m. and 7:00 p.m.) and within the next year. All webcasts live and archived are accessible through OTN s Webcasting Centre at webcast.otn.ca. 1. From the View Event Details page, click in the Event Tool Bar. The Request Webcast form appears. Figure 53: Request Webcast form The Date, Host Site and Event Type are set from the original event and you cannot change these fields from within the webcast request form. 2. The Event Title defaults to the title set by the requestor of the original event. If you change the title here, it will also change it in the original event. To ensure readability, use a title that contains less than 100 characters. Only the first 34 characters of a title appear in the Ncompass calendar event listing. Ncompass accepts more than 100 characters but an extremely long title is potentially confusing and hard to remember. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 51

52 Figure 54: Webcast request form details 3. The Start and End Times default to the values set in the original event. You can change the webcast's start or end time, providing that the time frame is within the event's start and end times. To identify a different webcast start or end time, type the time in 24-hour format EST. For example, type 0900 for 9:00 a.m. or 1400 for 2:00 p.m. After you submit the webcast request, you cannot change the start and end times. 4. If the Webcast Organizer is a different person than the event requestor, provide a name and address. The webcast organizer is the individual responsible for organizing the webcast and is typically located at the 'host' site (where the presenter is). After you submit the webcast request, you cannot change the webcast organizer name and Type the Name of Organization that is hosting the webcast. After you submit the webcast request, you cannot change this field. Figure 55: Presenter Information 6. A Presenter is the key speaker or person who delivers the content during an event. If a presenter name was entered in the original event, it appears here. You can change the presenter information at any time - before or after submitting a webcast request. If there is more than one presenter, to add a new line where you can type an additional name, click. If the event will be archived, you must provide an address for each presenter, because the agreement and confirmation process take place via . See Webcasting Agreement Form (WAF) on page 56. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 52

53 Figure 56: Additional webcast details 7. Identify the Type of Webcast by selecting the desired option. Live Only Archived Only Live and Archived The event will be webcast during its scheduled date and time. Participants can attend the event via the Internet only during this time. The event will not be webcast during its scheduled date and time but will be recorded and then stored on the OTN Webcasting Centre, allowing participants to access the session on-demand. All archived webcasts remain on the OTN Webcasting Centre for a period of one year, unless otherwise specified by the presenter. The event will be webcast and recorded during its scheduled date and then stored on the OTN Webcasting Centre. Participants can attend during the live webcast and watch it on-demand at any time while it is archived. 8. The Slide Presentation field identifies whether you intend to webcast a slide presentation in addition to the speaker's video stream. If you plan to include a slide presentation, leave the default selection 'Yes'. If there is no slide presentation, select 'No' 9. If the webcast is to be a private or closed event (where only specific participants are invited), select 'Yes' for Password Protection Required. 10. If you selected No for password protection, skip to step #11. If you selected Yes for password protection, you can restrict access with a Username and Password. If you have previously webcast an event with a user name and password, you can use the same credentials. i) Leave the default selection No, for Create a new Username. ii) Type your existing user name in the Username field. If this is the first time you are requesting a password protected webcast, you can set a user name and password. i) Select Yes for Create a new Username. ii) In the Username field, type a 2-30 alphanumeric character name (one word) that will be used by all participants. iii) In the Password field, type a 2-30 alphanumeric set of characters (one word) that will be used by all participants. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 53

54 Note: user names and passwords are case sensitive. The webcast organizer is responsible for distributing the user name and password to webcast participants. OTN will not distribute passwords. After you submit the webcast request, you will not be able to change the webcast user name or password. (If you need to change these, first cancel the webcast request and then create a new webcast request.) Figure 57: Ask a question feature 11. The Ask a Question Feature allows webcast participants to ask a question directly through the viewer interface - enabling the host site and the web audience to interact. Questions or comments submitted are sent to the address specified here. To enable the feature: i) Select 'Yes' for Enable "Ask A Question" Feature. ii) In the field, type the address of the person who will receive the questions during the live webcast. iii) To confirm the address, type it again in the Validate field. 12. If you have specific notes about the webcast, type them in the Comments field. However, keep in mind that these comments are viewable only within the webcast request itself which is an automated process. Therefore, chances are no one will see your comments. After you submit the webcast request, you can change existing comments or add new comments. 13. To submit the request, click in the Webcast Tool Bar. Ncompass validates your submitted data and if there are no errors, updates the event and reloads the View Event Details page with a success message, an updated webcast status, and a webcast link. Beginning three hours before the event s start time, participants can use the link 8 to access the webcast. Before that, the link goes to OTN s Webcasting Centre home page. 8 The on-screen link is not active. To use the link, you can copy and paste it into an or a browser s address field Ncompass Non-Clinical Self-Scheduling & Registration v6.8 54

55 If the webcast is live only, it has a webcast status of Approved. If the webcast has an archived component, it has a webcast status of Partially Approved. Final approval happens after all presenters have confirmed their consent. See Webcasting Agreement Form (WAF) on the following page. Figure 58: Event Details with webcast request updates If there is an error in the information you provided, the Manage Webcast page reloads with an error message at the top of the screen. Correct the error and resubmit. What to do if there are no webcast recorders If there are no media recorders available for the requested date and time, the Manage Webcast page reloads with the error message, no webcast recorders (at the top of the screen) and the original event remains scheduled. You need to select a different date and/or time, reschedule the event, and try submitting another webcast request. i. To cancel out of the webcast request, click in the Webcast Tool Bar. ii. To open the event in edit mode, select a new date/time and re-schedule, click in the Event Tool Bar. iii. After successfully re-scheduling the event, to open a new webcast request form and re-submit click in the Event Tool Bar. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 55

56 Webcasting Agreement Form (WAF) If your webcast will be live only, you do not need a WAF and you can skip this section. Archived webcasts require a signed WAF agreement from each presenter. In this context, signed means an online confirmation of agreement. Any webcast with an archived component will not be posted or available for viewing on OTN's Webcasting Centre until all webcast presenter consents have been received via . When you submit a webcast request for archived only or live and archived : 1. Ncompass flags the webcast request as partially approved. 2. Ncompass sends a WAF to each presenter included in the event. The WAF includes a copy of OTN s webcasting agreement and a link to a web page where the presenter can give their consent to have the webcast archived online. 3. When the presenter submits their consent, Ncompass changes the WAF Received field to Yes for that presenter. 4. After all presenters have submitted their consent, the webcast status changes to approved and the archived webcast is posted to OTN s Webcasting Centre. Figure 59: Presenter Information - WAF Received field To view the WAF status for a presenter: 1. From the View Event Details page, click in the Event Tool Bar. The Webcast Request page appears. 2. Scroll down to the Presenter Information panel. After an event is approved, if you add a presenter to the event or change a presenter, Ncompass automatically sends a WAF to the new or changed presenters address. To manually resend a WAF to any presenter that has not confirmed their agreement: 1. From the View Event Details page, click in the Event Tool Bar. The Webcast Request page appears. 2. Click at the bottom of the form. Ncompass sends a WAF to any presenter who has not yet provided their consent. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 56

57 Reconnecting or Joining Late in a Multi-Point Event If you participate in a multi-point event you can reconnect or join late. For example, if your system disconnects during the videoconference or if you will be joining after an event as started. Connecting via an evisit Personal System Sign in at otnhub.ca, locate the event in your Videoconference calendar, go to the current day s Events List or the Event Details and click the Call button ( ). The Call button is active for the duration of the event. Mute your microphone ( ) immediately after joining the call (unless you are the speaker). If you cannot reconnect, contact OTN Technical Support, provide the Event ID and your system name and ask them to connect your system to the event. Connecting via a Room-Based System 1. Pick up the remote control and press the MUTE button. This ensures that your image will not inadvertently appear on screen when you first connect. (After you have connected, when you re ready to broadcast your video image, unmute and start talking). 2. Using the remote control, enter the Event ID. The system checks to ensure this system is part of the event in progress. (For detailed instructions about using a room-based system s remote control, visit training.otn.ca and go to OTN Training Centre > Resources > Remote Resources.) Tandberg TRC4 Tandberg TRC5 Tandberg EX Polycom Group Series Polycom HDX Polycom VSX 3. When successfully confirmed as part of the event, the room-based system is connected to the event that is already in progress. If Ncompass cannot connect your system, an error message appears and you need to contact OTN Technical Support, provide the Event ID and your system name and ask them to connect your system to the event. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 57

58 Managing Self-Scheduled Events Whether the event is multi-point or point-to-point, for editing, canceling, printing, and notifying participants, you manage them the same way. Notifying Participants After you have scheduled an event, you might want to notify participants or other potential attendees about the event. For example: You want to let specific people know about your event so that they can register. It is a private event and you want to notify the invitees that, on their behalf, you have registered them for the event. You want to notify sites that have previously registered about changes to the event or that the event has been canceled. In the View Event Details page, for events that you have scheduled, in the Event Tool Bar. appears Figure 60: Notify Participants button within Event Details screen When you click, Ncompass uses your default client (e.g., Outlook) to open a new message window and pre-populates some of the message fields and the message body. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 58

59 Figure 61: Notify participants The To and Cc fields are blank. You can enter any addresses in these fields for the people that you want to notify about the event. The Bcc field includes any address that was included in the Contact Name field for each Participating System registered for the event. The Subject field includes the unique Event ID. The body of the includes pertinent details about the event. You can type additional information and include attachments. For example, if you want to send out your handouts or an advertising poster. The message includes a link to the Ncompass View Event Details page for the event. This allows the recipient to directly connect, so they can register or deregister (if it s an open event), change their registration information, and get general information about the event. For the link to work, the recipient must be logged in to Ncompass. If they are not logged in, they will first be presented with the Ncompass login page. If they are not a valid Ncompass user, they will not be able to successfully use the link. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 59

60 Editing an Event You can edit an event only if you created it or are associated with its host system. After you finish making your changes, remember to schedule the event. While you edit an event, it remains unscheduled with the following characteristics: No one can register, modify their existing registration, or participate in the event. If the event is published on the Ncompass Public Events list, it remains visible with a registration suspended status. If published on the OTN Learning Centre calendar, it remains visible with an update in progress status. Under certain circumstances you cannot edit the event yourself and need to ask OTN Customer Care - Scheduling Coordination to edit the event (See Requesting Scheduling on page 87). For example, if the event starts in less than five minutes or involves a non-member system. If the event is part of a recurring series, there are some additional rules in place. See Editing a Series or an Event in a Series on page From the View Event Details page, click in the Event Tool Bar. Ncompass displays the Edit Event Details page. An informational message displays at the top of the screen. The registration status for public multipoint events is Registration Suspended. For point-to-point and private multipoint events, the registration status is Private. For unpublished events, the event status changes to Unscheduled. For published events, the event status changes to Unscheduled (published). The Event Tool Bar contains an updated set of action buttons. Figure 62: Edit event details 2. Update the applicable fields. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 60

61 If the event has a Webcast Request, you cannot edit the Date or Time. If you need to edit the date or time, you must first cancel the webcast request. 3. If you are not sure about the changes and want to save the current data, click. Ncompass saves the event as a draft. While in a draft state, the status remains unscheduled. 4. After you have completed the changes, to reschedule the event, click in the Event Tool Bar. Ncompass validates that you have entered data in all the mandatory fields and checks that there are no conflicts. If there are no errors, Ncompass schedules the event and: Sets the status to scheduled or scheduled (published). Displays the View Event Details page with a confirmation message about the successful update. If published on the Ncompass Public Events list, updates the event information and sets the event to allow users to register or modify their existing registration. If published on the OTN Learning Centre, updates the event information. Ncompass will not allow you to save or schedule an event that has a webcast server or an ISDN system without associated contact information. To save or schedule this type of event, add the following to the participant system that is missing its contact information: Contact Name = OTN Customer Care Contact Info = customerservice@otn.ca This ensures that if the event is cancelled, OTN Customer Care - Scheduling Coordination will be notified. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 61

62 Managing Attachments Attachments are document files or graphics uploaded to a non-clinical, multi-point event. Anyone viewing an event s posting on the Ncompass Public Events list or the OTN Learning Centre can download or view its attachments. You can add or delete an attachment only if you created the event or are associated with the event s host system. After you successfully schedule a new event, you can add attachments. You can manage attachments at any time before, during, or after the event has taken place. If you create a series from an event that has one or more attachments, Ncompass copies the attachment(s) to all new recurring events in the series. However, after creating the series, you need to individually open each event in the series to add or remove attachments. Adding an Attachment 1. From the View Event Details page, click in the Event Tool Bar. Ncompass displays the Edit Registration Details page, which shows the number of files attached and the amount of space available in the Supporting Materials section. Figure 63: Add attachment supporting materials section 2. For each file you want to attach, click in the Supporting Materials section. A new set of fields appear each time you click a row for each attachment. Figure 64: Add attachments browse for files 3. To locate and select a file, click, (or depending on which browser you use), then navigate to the file location and click the file name. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 62

63 4. To ensure that users understand the subject and purpose of the attachment, type a meaningful note in the Description field. 5. To validate the attachment and attach the file, click in the Event Tool Bar. Ncompass validates the attachment as follows: Checks that the same file is not already attached. Checks that it is an acceptable file type 9 (doc, docx, xls, xlsx, gif, jpg, jpeg, pdf, png, txt). Scans the file for viruses. Checks that the file does not exceed the maximum size. Calculates the remaining space available for the event. If there are no errors, Ncompass attaches the file, displays a success message, and if the event is published, Ncompass posts the attachments to the specified locations. (See Publishing a Multi-Point Event on page 49.) If there are errors, Ncompass does not attach the file and displays an error message. 6. To return to the View Event Details page, click in the Event Tool Bar. Figure 65: Add attachment - completed The Return to Event function does not save the event. If you have added an attachment always click before returning to the event. 9 Ncompass does not accept unsafe file types such as.exe,.vbs,.tmp, etc. For a full list of unsafe file types, refer to the Microsoft Office s Outlook support web site. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 63

64 Deleting an Attachment 1. From the View Event Details page, click in the Event Tool Bar. Ncompass displays the Edit Registration Details page, which shows the number of files attached and the amount of space available in the Supporting Materials section. Figure 66: Delete attachment supporting materials section 2. For each file that you want to delete, select the file by clicking its select box ( ) in the Remove column within the Supporting Materials section. 3. To delete the attachment(s), click in the Event Tool Bar. Ncompass validates the request and if there are no errors: Removes the file(s) and re-calculates the remaining space available for the event. Displays a message confirming the successful deletion at the top of the screen. If the event is published, Ncompass removes the attachment(s) from the public locations. 4. To return to the View Event Details page, click in the Event Tool Bar. The Return to Event function does not save the event. If you have deleted an attachment always click before returning to the event. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 64

65 Opening or Downloading Attachments In the View Event Details screen, the file name and its associated paperclip image are links to the file. To open a file, use the standard process provided by your browser. For example, using Internet Explorer, click the linked file name or its associated paperclip image. To download a file, use the standard process provided by your browser. For example, using Internet Explorer, right-click the link and choose Save Target As. Figure 67: Supporting Materials with attachments Ncompass Non-Clinical Self-Scheduling & Registration v6.8 65

66 Cancelling an Event If your multi-point or point-to-point event will not occur as planned, you must cancel it in Ncompass and record the reason for its cancellation. This is important to free up resources and to ensure accurate records for reporting purposes. Also, failing to cancel an event can lead to privacy incidents. Under certain circumstances you cannot cancel the event yourself and need to ask OTN Customer Care - Scheduling Coordination to cancel the event (see Requesting Scheduling on page 87). For example, if the event: Starts in less than five minutes. Involves a non-member system. Involves a Premium Service. 1. From the View Event Details page, click in the Event Tool Bar. A Cancellation Reason screen appears. Figure 68: Cancellation Reason screen 2. To view a list of cancellation reasons, click the Reason field drop-down arrow. 3. Select the most appropriate reason. (This is a required field and if you attempt to save without specifying a reason you will receive an error message.) 4. Type any additional information about the event and its cancellation in the Log field. This will appear in the My Private Notes section of your event. 5. If you change your mind and do not want to cancel the event, click. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 66

67 6. To finalize the cancellation, click. Ncompass cancels the event, releases all system reservations, and displays the View Event Details page with the following updates. A cancellation message displays at the top of the screen. The registration status for public multipoint events is Registration Closed. For point-to-point and private multipoint events, the registration status is Private. For unpublished events, the event status changes to Cancelled. For published events, the event status changes to Cancelled (published). The Event Tool Bar contains an updated set of action buttons. All reservations for participating systems and their associated links are removed. Figure 69: Cancelled event details and status If the event was published when it was cancelled, it remains on the published locations (Ncompass Public Events list and OTN Learning Centre) but with a cancelled status and no one can register for the event or make changes to their registrations. 7. After cancelling an event, send an to registered participants to notify them that the event will not occur. (See Notifying Participants on page 58.) Ncompass Non-Clinical Self-Scheduling & Registration v6.8 67

68 Printing an Event You can find in the Event Tool Bar on the right side of the Event Details screen. Figure 70: Event Details screen with print button 1. To initiate the print function, click. A new widow opens showing () an Ncompass banner (which will not print) and () the View Event Details page (which will print). Figure 71: Print window 2. To send the screen to your printer, click in the top right corner. A print dialog box opens allowing you to select a printer. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 68

69 Copying an Event Copying an event copies its details into a new event with a status of unscheduled. This can save you a great deal of time if you have a new event that involves the same participant systems and presenter. You can copy events scheduled on any of your systems, in any status (e.g., unscheduled, scheduled, or cancelled). Under certain circumstances you cannot copy the event yourself and need to ask OTN Customer Care - Scheduling Coordination to copy the event (see Requesting Scheduling on page 87). For example, if the event: Involves a non-member system. Involves a member ISDN system or an audio line. 1. From the View Event Details page, click in the Event Tool Bar. Ncompass creates a duplicate of the event, with a new Event ID, and displays the new event s Edit Event Details page. Supporting materials (attachments) are not copied. A warning message displays at the top of the screen advising you to specify a new date. For a public multipoint event, the registration status is Registration Suspended and the event is not published. For a private multipoint event, the registration status remains as Private. For a point-to-point event, the registration status remains as Private. The event status is Unscheduled. The Event Tool Bar contains an updated set of action buttons. Conflict warnings appear for the host and participating systems. Figure 72: Copied event details and status Ncompass Non-Clinical Self-Scheduling & Registration v6.8 69

70 Carefully review the copied event to avoid accidentally including details from the original event that do not apply to the new event. Do not be alarmed about the conflict message, which appears because the new copied event has the same systems, date, and time as the original event. 2. To resolve the date conflict with the original event, there are various options: A. Change the Date and Time of the new event and then click or. or B. Click the conflict message and follow the recommendations in Resolving Conflicts step #4 on page After resolving the conflicts, schedule the event as you would normally. (See Scheduling a Multi-Point Event on page 48 or Scheduling a Point-to-Point Event on page 32.) The following information is not copied to the new event when you copy an event: Closing registration date. Webcasting information. Audio phone number(s). Attached file(s). Publication information. A bridge system. Participating system customized start and end times (i.e., early arrival and late departure times are not copied all participating systems in the copied event inherit the event start and end times). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 70

71 Making a Multi-Point from a Point-to-Point Event You can make a multi-point event from an existing, scheduled point-to-point event. Note: If the point-to-point is an event within a series, all events in the series become multi-point. 1. Open the point-to-point event and from its View Event Details page, click in the Event Tool Bar. Ncompass converts the event to a multi-point and displays the updated View Event Details page with the following: The Event ID remains the same. The registration status remains Private Event (a requestor-controlled event). The event status remains Scheduled. The Space Available field appears with available slots and the Registration deadline is set to the date of the event. Figure 73: Multi-point event made from scheduled point-to-point event 2. To open the event in edit mode, which allows you to add systems and change field contents, click in the Event Tool Bar. Ncompass changes the event status to unscheduled and opens the Edit Event Details page. 3. Add the participant system(s) (see page 45). 4. Save a draft (see page 47) or schedule the multi-point event (see page 48). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 71

72 Creating a Series of Recurring Events This feature is like the copy feature but allows you to make multiple copies of your event, schedule them to occur daily, weekly, or monthly and link them as a series. You can create a series: Only after you have scheduled the original event. (The original event will be the first event in the series) From either a point-to-point or a multi-point event. You cannot create a series from an event if: The event involves a non-member system or a system with a ISDN connection type. The event was created as an invitation event via the OTNhub Videoconference service. (Also known as a guest link or OTNinvite event.) It is a multi-point event and it occurs outside of business hours (Mon. to Fri., 7:00 a.m. to 7:00 p.m. ET). The event has a tentative or cancelled status. If an event is part of a series: A recur symbol ( ) appears in the event s title bar in an Event List. A Frequency and Series ID appears in the Event Details. You can create, edit, cancel, or view a list of events within a series. An event can belong to only one series. Figure 74: List of Recurring Events for a series ID Figure 75: Event details with series ID and frequency Ncompass Non-Clinical Self-Scheduling & Registration v6.8 72

73 Recurring an Event Note 1: When you create a series of recurring events, the new, copied events in the series do not include the original event s: Webcast information or audio lines. Closing registration date (new events default to the event date). Private notes. Note 2: If the original event you used to create the series has one or more attachments, Ncompass copies the attachment(s) to all new recurring events in the series. However, after you create the series, you can add and remove attachments only for each individual event. Note 3: If the original event is published, all new events will be published. 1. Open the event you want to recur and click in the Event Tool Bar. The Recur Event screen appears with the reservation details and recurrence options. Figure 76: Event recurrence options 2. To identify the frequency of the recurrence, click the Recur drop-down field and select Daily, Weekly, or Monthly. Additional fields appear that allow you to select the interval between occurrences. Figure 77: Recur daily Figure 78: Recur weekly Figure 79: Recur monthly Continued on next page Ncompass Non-Clinical Self-Scheduling & Registration v6.8 73

74 3. If you selected Daily or Weekly, type a value in the Every day[week] field to identify the number of days or weeks between occurrences of the marked time. If you selected Monthly, click the appropriate drop-down fields to select the day of the week and the weekday on which you want the series to occur. For example, if the event always occurs on the last Friday of every month, set the fields as follows:. 4. To identify the number of times you want the event to re-occur in your calendar, type a value in the End After field. This is the number of occurrences you want in addition to the original event. Ncompass has the following limitations for creating a series: Recurrence Daily Weekly Monthly 5. Click. Maximum 30 events 52 events 12 events An Event Recurring Information Confirmation screen appears with the details of your request. Both available dates and conflicts are listed (available dates in green text, conflicts in red text). Figure 80: Event Recurring Information Confirmation 6. Check the dates carefully and review any conflicts before confirming. If too many events are in conflict, you might want to try a different time or date range for the series. To return to the recurrence screen so you can change the recurrence details, click. If you decide to not create the recurrence, click to return to the Event Details. Continued on next page Ncompass Non-Clinical Self-Scheduling & Registration v6.8 74

75 After you click Schedule Recurrence, you cannot change the type of recurrence and some rules apply. See Editing a Series on page If the dates are correct, click to create the recurring events. Ncompass creates the recurring events. The original event and all its recurring events become part of a new series, with a unique Series ID. If a recurred event is created without a conflict, Ncompass creates the new event, assigns a Scheduled status and schedules it. If a recurred event has encountered a conflict, Ncompass creates the new event and flags it with a conflict error message, assigns a Tentative status and does not schedule it. Figure 81: Event recurrence successful Ncompass Non-Clinical Self-Scheduling & Registration v6.8 75

76 Viewing a List of Recurring Events for a Series ID The list of recurring events for a series feature displays events that involve one of your systems or that you have created and that belong to a specific series. There are two ways to generate a list. In the Quick Search section of the left navigation panel, type in the complete Series ID and click. Ncompass looks for an exact match. Therefore, do not use a partial number for your search. If no match is found, Ncompass displays an error message. In the Event Details page, the Series ID appears as an active link. Click the link to view a list of all events in the series. Figure 82: Quick search series ID Figure 83: Series ID link in event details The list includes all events originally scheduled in the series even those individual events that have been changed and no longer receive series updates. Recurred event exempt from series changes Figure 84: List of recurring events for a series Ncompass Non-Clinical Self-Scheduling & Registration v6.8 76

77 Editing a Series or an Event in a Series You cannot edit the recurrence frequency for a series (daily, weekly, or monthly). You must first cancel the original series and then create a new recurring series. Only the series creator or a person associated with the series host system can edit a series. When you edit a series: Only future events within the series are changed. Events that have already taken place remain unaffected. Individual events within the series that have been previously edited or canceled remain unaffected. You cannot add a webcast request or add attachments. (For these changes, you must edit each individual event.) When you edit a single event within a series, that event will not receive future updates applied to the parent series. The event will still appear in the series but is flagged as exempt from future series updates. You can make the following edits without affecting an event s or series status (i.e., the event will continue to receive updates made to the series): Participants can register and un-register their system(s) in a public event. You can add and remove attachments, but only via the Manage Attachments feature. (An event s Supporting Materials section is not available when the event is part of a series.) You can put an event in an unscheduled state but not make any changes. Before editing a series, view a list of recurring events in a series so you know which events will not receive series updates. Except for the rules stated above, the steps to edit an event in a series are like the standard edit process. For instructions, refer to Editing an Event on page 60. Before you can access the Edit Event page, you must first choose whether you want to edit the individual event or edit the series. Figure 85: Edit Event dialog box Ncompass Non-Clinical Self-Scheduling & Registration v6.8 77

78 Cancelling a Series or an Event in a Series Only the event s creator or a person associated with the event s host system can cancel a series. When you cancel a series: Only future events within the series are canceled. Events that have already taken place remain unaffected. Individual events within the series that have been previously edited or canceled remain unaffected. You cannot un-cancel a cancelled series. (You can create a new series.) When you cancel a single event within a series: The event will not receive future updates to that series. The event will still appear in the series but is flagged as exempt from future series updates. You can un-cancel a cancelled event, but it will remain flagged as exempt from future series updates. Before cancelling a series, view a list of recurring events in a series so you know which events will not receive the series cancellation. Except for the rules stated above, the steps to cancel an event in a series are similar to the standard cancellation process. For instructions, refer to Cancelling an Event on page 66. Before you can access the Cancel Event page, you must first choose whether you want to cancel the individual event or cancel the series. Figure 86: Cancel Event dialog box Ncompass Non-Clinical Self-Scheduling & Registration v6.8 78

79 Managing Publication Editing Publication Details After you have published a non-clinical, multi-point event you can change the publication details without affecting the event s status. You can change the publications details of an event only if you created the event or are associated with the event s host system. 1. From the View Event Details page, click. The Manage Publication page appears. Figure 87: Manage publication page 2. To change the Participant Fees selection or whether to Publish Requestor s Contact Information, select the appropriate link(s) and then click. Ncompass updates the event accordingly and the View Event Details page appears with a success message and the updated information. Figure 88: Publication details edited Ncompass Non-Clinical Self-Scheduling & Registration v6.8 79

80 Un-publishing an Event Un-publishing an event completely removes the event from public view it will no longer appear on either the Ncompass Public Events list or the OTN Learning Centre. After un-publishing, potential participants will only be aware of the event if you send them an using the Notify Participants feature. If participants have already registered, do not un-publish the event, cancel it instead. Cancelling leaves the event on the public listings and participants can see that the event was cancelled and why. You can un-publish an event only if you created the event or are associated with the event s host system. 1. From the View Event Details page, click. The Manage Publication page appears. Figure 89: Manage publication page 2. To initiate the removal process, click. A confirmation dialog box appears asking you to confirm or cancel the removal. Figure 90: Confirm un-publish dialog box Ncompass Non-Clinical Self-Scheduling & Registration v6.8 80

81 3. To confirm and remove the event from its published locations, click. Ncompass removes the event from its published locations and displays the View Event Details page. An informational message appears at the top of the screen. The registration status remains as Registration Open. The event status remains as Scheduled. The Event Tool Bar contains an updated set of action buttons. The publication fields (Participant Fees, Publication Location) no longer appear. Figure 91: Un-published event details and status 4. If you change your mind and do not want to un-publish, click in the Event Tool Bar. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 81

82 Managing Webcasting Editing a Webcast Request After submitting a webcast request the only fields you can change within the webcast request are Event Title, Presenter Information, Webcast Type and Comments. If you need to change other webcast information, first cancel the webcast request and then create a new webcast request. You can edit your webcast request up to and including the business day before the scheduled event date. Any later and you must call OTN Technical Support and ask them to apply changes. The Webcast Link is automatically set when Ncompass successfully schedules your original webcast request. Beginning three hours before the event s start time, participants can use the link to access the webcast. Before that, the link goes to OTN s Webcasting Centre home page. 1. From the View Event Details page, click in the Event Tool Bar. The Request Webcast page appears. Figure 92: Request Webcast page 2. You can edit The Event Title at any time. If you change the title here, it will also change in the original event. To ensure readability, use a title that contains less than 100 characters. Only the first 34 characters of a title appear in the Ncompass calendar event listing. Ncompass accepts more than 100 characters but an extremely long title is potentially confusing and hard to remember. 3. You can change the Presenter Information at any time. Any changes you make to Presenter will take effect after you click. To add a new line where you can type an additional presenter's name, click. To update a presenter name, first delete the name and then add the new/changed name. (This ensures that they will be sent a WAF if the webcast is archived.) To delete a presenter, select the checkbox to the left of the presenter's name. If the event will be archived, you must provide an address for each presenter, because the agreement and confirmation process take place via . (See Webcasting Agreement Form (WAF) on page 56.) Ncompass Non-Clinical Self-Scheduling & Registration v6.8 82

83 4. To change the Webcast Type, select the appropriate option: Live Only, Archived Only, or Live and Archived. 5. If you have specific notes about the webcast, type them in the Comments field. These comments are viewable only within the webcast request itself which is an automated process. Therefore, you are the only person who will see the webcast request. You can change existing comments or add new comments. 6. To submit the updates, click. Ncompass validates the request and if all is okay the View Event Details page reloads with a success message. If there is an error in the information you provided, the Manage Webcast page reloads with an error message at the top of the screen. Correct the error and resubmit. Figure 93: Successful webcast request update Figure 94: Invalid webcast request update Ncompass Non-Clinical Self-Scheduling & Registration v6.8 83

84 Cancelling a Webcast Request You can cancel a webcast request only if you created the event or are associated with the event s host system. You can cancel your webcast request up to and including the business day before the scheduled event date. Any later and you must call OTN Technical Support and ask them cancel the webcast for you. 1. From the View Event Details page, click in the Event Tool Bar. The Request Webcast page appears. Figure 95: Request Webcast page 2. To cancel the webcast request, click in the Webcast Tool Bar. A confirmation dialog box appears. 3. To confirm, click. Ncompass cancels the webcast request and the View Event Details page reloads with a success message and a Webcast Status of cancelled. Figure 96: Event with cancelled webcast request Ncompass Non-Clinical Self-Scheduling & Registration v6.8 84

85 Resolving Conflicts You cannot schedule an event if the host or one of the participating systems is unavailable any time during the event. For example, if another event has already reserved one of the systems you requested. In this situation, Ncompass identifies a conflict error : 1. A generic error message appears at the top of the screen. Figure 97: Conflict message part 1 2. An additional error message with an icon appears directly below the conflicting item. A conflict with a scheduled event shows an icon. A tentative hold on a system shows a icon. Figure 98: Conflict message part 2 You must resolve the conflict before Ncompass can schedule the event. 3. For more information about the conflicting system, click the error message below the conflicting system. Ncompass opens a new window with the daily calendar view for the affected system, showing the conflicting events. 4. To resolve the conflict, try the following: Remove or replace the conflicting system from your event. If the conflict is because of an overlap at the beginning or end of your event, you can set a late arrival or early departure time for the conflicting system. Move your event to a different day or time. Contact the requestor of the conflicting event and negotiate a resolution to the conflict. Cancel your event. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 85

86 Marked Time Within Ncompass, marked time highlights specific time frames for a system. The marked time acts like a sticky note for a specific time, date, and system. It appears as a colour-coded bar in your Ncompass calendar. For example, marked time can indicate when: A video system is available for booking into only non-clinical events. A system is available but there are no human resources (e.g., nurse or TMC) to work with that system. A system is under repair and therefore marked as system closed. These marked time warnings will not prevent you from scheduling your event (unless it s marked as system closed ). However, if the information contained in the marked time suggests that you should not schedule an event during that time, you should respect that request. You can mark time for any of your associated systems. For instructions about using marked time, refer to the Ncompass Getting Started guide (available from the Documents section in Ncompass). Marked Time Warnings If a system involved with an event has marked time, when you try to schedule or view the event details), a warning message appears at the top of the panel. 1. For more information about the system with the marked time, click the warning message. Figure 99: Marked time warning at top of panel Ncompass opens a new window with the daily calendar view for the system that has the marked time. 2. To resolve the conflict, try the following: Remove the system with marked time and replace it with a different system. Move your event to a different day or time. Contact the requestor of the marked time and negotiate a resolution. Cancel your event. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 86

87 Requesting Scheduling Assistance Under certain circumstances you need to ask OTN Customer Care - Scheduling Coordination to help when creating or scheduling an event. For example, if you want to: Make last minute changes (when less than five minutes remain before its start time). Add an audio participant. Add a non-member system. Schedule an event that has a start or end time outside of normal business hours. Request premium services. If your event has special requirements, contact OTN Customer Care - Scheduling Coordination to make the changes. 1. Create an that includes: The Event ID. A list of your required changes. 2. Send the to customerservice@otn.ca. Please try to include all requested changes for an event in one . In this way, OTN Customer Care - Scheduling Coordination updates the event only once. For example: If you want to increase the size of your event, decide the maximum number of participant systems that you are willing to accept and then inform OTN Customer Care - Scheduling Coordination. (Do not send a new every time you want to add a new system after your original maximum has been reached.) If you have several different changes (such as adding a non-member system and requiring an audio line), save them up and submit them as a group closer to your registration deadline. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 87

88 How can you tell if scheduling has changed your event? To check whether OTN Customer Care - Scheduling Coordination has updated your event, open the event s View Event Details page. If the special requirements have been applied, they will be listed. (See Figure 100 below for examples.) If OTN Customer Care - Scheduling Coordination made a change to the event, details about the specific change are recorded in the Private Notes field. Start time outside of normal business hours Audio phone number Non-member system Figure 100: View Event Details page with special requirements added by OTN Customer Care - Scheduling Coordination Ncompass Non-Clinical Self-Scheduling & Registration v6.8 88

89 Appendix A: Ncompass Registries Site/System Registry The Site/System Registry contains information about the sites that can participate in an event and the video systems associated with that site. Each site has a unique civic address belonging to an OTN member organization and is assigned a unique OTN ID (also known as OTN Site ID). One site can have many systems. Each system has a unique System Name that contains the OTN ID of its parent site and follows a naming standard. System Naming Standard Community 3 letter abbreviation for city/town of system s location Member 2-4 letter abbreviation or acronym of actual member name CCC_MMMM_nnnn_SSSS_xxx OTN ID 4-6 digit unique site identifier Site name 2-4 letter abbreviation or acronym of actual site name System number 2-3 digit number assigned to each system, starting at 001, incremented by one Example of System Name TOR_LHC_012345_ABCH_001 Toronto First system Leaside Health Sciences Centre OTN ID (also known as OTN Site ID) ABC Hospital Ncompass Non-Clinical Self-Scheduling & Registration v6.8 89

90 Appendix A: Ncompass Registries Searching the Site/System Registry The search criteria and the search results are different, depending on whether you accessed the search via a self-scheduling screen or via the calendar. 1. To search for a site or system click or (beside a host system or participant system field). A Search Site/System window appears. Figure 101: Search form via self-scheduling site/system Figure 102: Search form via view calendar site/system 2. There are several search criteria available that you can use alone or in combination. See Site/System Registry Fields for: All site/system searches on page 91. Site/system searches in calendar view on page 92. Use fewer search criteria instead of more. The more fields you add to a search, the less likely you are to find what you are looking for because Ncompass looks for an exact match with all your search criteria before it will give you any results. The fastest way to locate a site is to search using the OTN ID in the Name field. 3. After selecting your search criteria, click. A list of matching site and system names appear below the Search Site/System section. If you searched while self-scheduling, only the system names are active links. If you searched to change the calendar view, both the site and system names are active links. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 90

91 Appendix A: Ncompass Registries Figure 103: Search results - self-scheduling site/system Figure 104: Search results - view calendar site/system 4. If you searched: i) While self-scheduling and filling in a field, to automatically fill the field with a specific system, click the system name in the list. (Site name is not a link.) ii) While changing the calendar view, to reload the calendar with a specific site s or system s activity, click a site or system name in the list. Site/System Registry Search Fields For all Site/System Searches (in order of appearance). Field used in search Name Tips Ncompass searches for a match within either the site or system name. The OTN ID is part of the system name, therefore you can search using the OTN ID in this field, or type the full or partial text name of the site or system. For example, to include only sites and systems with the word hospital in their name, type hospital in the Name field. OTN ID (also known as Site ID) Address, Postal Code Region City Connection Speed If you know the system is part of OTN, search using the site s OTN ID number (e.g., 0014). See Site/System Registry on page 89. Consult your OTN Contact List for OTN ID numbers. If you know the street name or postal code, type the full or partial information in the relevant field. If you know the region, select it from the Region drop-down list. If you want to find all the sites/systems that reside in a specific city, type the full or partial name in the field. For example, to include North Bay in the search, type Nor in the City field. To search for only systems that connect at a specific speed, select the desired speed from the drop-down list. Continued on next page Ncompass Non-Clinical Self-Scheduling & Registration v6.8 91

92 Appendix A: Ncompass Registries Field used in search System Type Bridge Required Clinical Use. Administrative Use Educational Use Portal Calling Activated Notes contain Tips Allows you to search for specific system types. For example, to find: A Personal Computer user, select PC Video Endpoint. A room-based (legacy) system, select Hardware Video Endpoint. A system used for archiving a webcast event, select either the Archived Only or Live and Archived webcast recorder. Defaults to Either. To confine your search to systems that: Always require a Bridge, select Yes. Do not require a Bridge, select No. Defaults to Either. To confine your search to systems that are: Available for a specific usage type, select Yes. Not available for a specific usage type, select No. Note: Currently, the usage type fields are not populated with 100% accuracy for all sites. Therefore, you might see a site flagged for clinical events that isn t available for clinical activity. Contact the site s TMC to confirm a site s availability. Defaults to Either. To confine your search to systems that are: Enabled for portal calling, select Yes. Not enabled for portal calling, select No. If you know there are specific words in a system s note field, type them in this field. Additional site/system registry fields for searches while in calendar view (in alphabetical order). Field used in search Connection Type Tips Connection types are assigned at the system level. One site can have multiple systems and each system has its own connection type. For example, system A uses an On-Net IP VPN-s, while system B uses an Off-Net ISDN connection type. Dialing Alias To search for a system H.323 ID, E.164/ISDN number, or IP address, type the full or partial number in this field. Type only the numbers, do not include hyphens, dashes, or dots. For example, type (do not type ). Continued on next page Ncompass Non-Clinical Self-Scheduling & Registration v6.8 92

93 Appendix A: Ncompass Registries Field used in search Site Class Tips Defaults to All. To search for only members or only non-members, select the appropriate entry in the drop-down list. Special Handling Defaults to Either. To confine your search to systems that: Must be manually programmed on the bridge, select Yes. No special bridge handling requirements, select No. Special Handling Notes contain System Status To search for specific words or phrases in a system s Special Handling Notes field, type the word or phrase in this field. This field operates independently of the Special Handling field. Any text in this field is displayed on the Bridge Console Report, whether the Special Handling field is set to Yes or No. If you know that a system is in a specific phase of coming onboard, search using the System Status field. Active Not Certified Being Tested Certified Failed Certification Inactive Not In Use Decommissioned System is live and can be scheduled into events. System in development; specifically, it is in CRM and synchronized to TSM. System in development; specifically, it is set to begin the certification process. System in development; specifically, it has passed OTN Technical Support certification. System in development; specifically, it did not pass OTN Technical Support certification. Temporary status; system was active at some point but for various reasons it is temporarily unavailable. Permanent status; system previously might have had any status but it will not be used again (e.g., duplicate, mistake). Permanent status; system was previously active, but is no longer used and has gone through a formal decommissioning process (e.g., system move from one site to another, no longer a member). Ncompass Non-Clinical Self-Scheduling & Registration v6.8 93

94 Appendix A: Ncompass Registries Updating Site/System Information You cannot directly edit site/system information. However, you can request an update. The update request function is available from a View Site or View System screen, which you access via a search results list. For instructions about performing a search, see Searching the Site/System Registry on page 90. You can request updates to the following information: Site Notes Directions to Site (English) Directions to Site (French) System Room Fax Phone System (active status) Clinical use (indicator) Administrative use (indicator) Education use (indicator) Notes Contacts To request updates for information not listed in the above table, contact your OTN regional manager or OTN Customer Care - Scheduling Coordination. For instructions about requesting an update for a contact associated with a system, see Updating Contact Information on page To initiate an update request, perform a system search and from the search results list locate the site or system name and click the View link ( ) beside it. A View System or View Site screen appears. Figure 105: Search results list Figure 106: View system screen Ncompass Non-Clinical Self-Scheduling & Registration v6.8 94

95 Appendix A: Ncompass Registries 2. To access the System Update form, click in the View System screen. An Update System or Update Site screen appears. Figure 107: Update system screen 3. Review the information and make any necessary updates. 4. To submit the request, click. Ncompass sends an containing your update request to OTN. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 95

96 Appendix A: Ncompass Registries Contact Registry The Contact Registry contains information about the people who participate in events. When you select a Contact, a Consultant, or a Requestor, Ncompass accesses its Contact Registry. A contact record includes the individual details associated with a person including their address, phone numbers, other contact information (e.g., , fax), and an assigned contact type. Example contact types include: Allied Health Professional, Chair, Local IS Support, OTN Support, Physician, Speaker, Specialist, and Telemedicine Coordinator. (Note: A contact can be assigned more than one type.) To maximize the chance of finding a match, search using only the name. Searching the Contact Registry 1. To open a search contact window, click (usually beside a field which requires a person s name). A Search Contact screen appears. Figure 108: Requestor search form 2. To search the Contact Registry, there are several search criteria available, which you can use alone or in combination. Use fewer search criteria instead of more. The more fields you add to a search, the less likely you are to find what you are looking for because Ncompass matches all search criteria before it will give you any results. If you use more than one search criteria, keep it simple. For example, you can search for all physicians with a last name starting with Sm that live in Belleville (instead of searching for all names in Belleville). With this search you can catch both Smith and Smythe. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 96

97 Appendix A: Ncompass Registries Contact Registry Search Fields (in order of appearance) Search criteria Name Instructions If you know the name of the contact, enter the first few letters of their first name or middle name, and last name in the appropriate fields. Last name is usually a better search term because first names often contain short forms or other name variations. (For example, a name might use Liz, Betty, or Beth instead of Elizabeth.) If you use both names, to avoid spelling errors do not type the whole name. (For example, if the patient s name is Kyoko Tanaka, type Ky and Ta in the first and last name fields.) Contact Type Contact Status City If you are looking for a requestor of a specific type, select the appropriate checkbox(es). You can select multiple contact types for one search. However, Ncompass treats the multiple criteria as an OR search and returns contacts that have any of the types selected (i.e. not just the contacts that have all the types selected). Note: In searches, use this field with caution because this field is not populated with 100% accuracy for all contacts. For example, consultants are also listed as allied health professionals and TMCs are usually listed as speakers/chairs but not always as TMCs. The default is Active. If you want to search for only contacts that have a specific status, select the appropriate checkbox(es). You can select multiple contact types for one search. If you know only the city of the contact, type the full or partial name of the city in this field. Language To search for all languages, leave the field on its default setting ( - ). To search for one specific language, select the appropriate entry in the drop-down list. Notes If you know there are specific words in a contact s note field, type them in this field. 3. After selecting your search criteria, click at the bottom of the screen. A list of matching names appears below the Search Contact section. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 97

98 Appendix A: Ncompass Registries Figure 109: Contact search results list Ncompass lists a maximum of 100 contacts on screen. If a warning message appears, change your criteria to narrow the search and try again. 4. If a contact entry includes a note, to view the full note, hover your cursor over the entry s Note field (). A small pop-up displays the note s complete contents. 5. If you searched for the contact while filling in a field, to automatically fill the field with a specific contact, click the contact s name in the list (). 6. To view details about a contact, click the View link ( ) beside a listed item. 7. If you do not find the contact, Ncompass has not found a match in its registry. Try the following: Check for typos. Simplify your search to broaden the scope. For example, if you re looking for Kyoko Tanaka, type Ky and Ta in the first and last name fields respectively. Remove any additional search criteria you may have initially used OTN makes every reasonable effort to ensure accurate Ncompass contact information. This depends on our members supplying us with up-to-date names, phone numbers, and addresses. When working with clinical events, to reduce the potential for privacy breaches, before you send a fax contact the recipients to: Confirm the accuracy of their fax number. Advise them that you are about to send a fax containing personal information. Ensure your TSM/Ncompass contact information is up-to-date. See Updating Contact Information on the next page. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 98

99 Appendix A: Ncompass Registries Updating Contact Information You cannot directly edit contact information. However, you can request an update. The update request function is available from a View Contact screen, which you access via a search results list. For instructions about performing a search, see Searching the Contact Registry on page To initiate an update request, perform a contact search and from the search results list locate the contact s name and click the View link ( ) beside it. A View Contact screen appears. Figure 110: Search results list Figure 111: View contact screen 2. To access the Contact Update form, click in the View Contact screen. An Update Contact screen appears. Figure 112: Update contact screen 3. Review the information and make any necessary updates. 4. To submit the request, click. Ncompass sends an containing your update request to OTN. Ncompass Non-Clinical Self-Scheduling & Registration v6.8 99

100 Appendix B: Conference Modes (Video Layout) Conference mode identifies the video layout that the host and participants will see during the event, which defaults to Full Screen Layout. All point-to-point events use the full screen layout. You can change the selected layout up until five minutes before the event start time. (However, OTN recommends you make changes at least 15 minutes prior to the event as a best practice). You cannot change the layout while an event is in progress. The layout you select applies to all participant sites. (That is, you cannot choose different layouts for different sites.) Lecture Mode has the following features: Participants always see the host (even if another person speaks, participants can hear that person but the video does not switch). The host sees the participants. If the host disconnects prior to the event s scheduled end time, participants will see each other until the host rejoins the event. Full Screen Layout Full screen layout is recommended for when you select Lecture Mode or when a PowerPoint presentation will be broadcast. The host and participants see the person that last spoke. If the participant is the active speaker, their screen shows the previous speaker. Split Screen Layouts (Side by Side, 1+7, 1+21) All participants see the same selected layout. The active speaker appears in the largest panel. (Initially the host, but when another person un-mutes their microphone and speaks, they appear.) If a participant is the active speaker, the previous speaker appears in their largest panel. If there are more sites than there are panels available, then the quietest sites are not shown. Ncompass Non-Clinical Self-Scheduling & Registration v

101 Appendix B: Conference Modes Sample Screen Layouts Full Screen Side by side (or ) Full-screen main video plus an indicator showing the number of additional participants Recommended for a two-site conference or for participant systems when: Lecture mode is selected. A PowerPoint presentation is being broadcast. The top row contains both the main speaker and most recent speaker, side by side. Recommended for a three-person conference, as each person always sees the other two participants in the larger panels. A maximum of 21 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants One large video panel plus a single row of thumbnails. A maximum of 7 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants One large video panel plus up to three rows of thumbnails. A maximum of 21 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants. Ncompass Non-Clinical Self-Scheduling & Registration v

102 Glossary accredited An accredited event has been reviewed and meets criteria established by governing organizations and bodies such as: The College of Family Physicians of Canada The Royal College of Physicians and Surgeons of Canada American Medical Association European Council for Continuing Medical Education When a participant attends an accredited event, they can accumulate Continuing Medical Education (CME) credits. In Ncompass, although you can indicate an event is accredited, that information is not tracked or reported on. administrative event auto-initiate bridge clinical event CME See meeting event. An Ncompass feature that enables events to start and end automatically without manual intervention. This means that if you schedule an event to start at 8:00 a.m., all the systems involved will automatically connect at that time (providing the videoconferencing systems are powered on). A Multi-point Control Unit (MCU), which is a hardware device that merges 3 or more video/audio streams into one, enabling groups of end-users to join together in a single videoconference session. A bridge acts like the hub of a wheel, bringing together the spokes or in this case the individual sites in a videoconference. A bridge can also be used as a gateway. An event that directly or indirectly discloses patient information. Continuing Medical Education: Refers to a specific form of continuing education that enables health care professionals to maintain their competence and learn about new and developing areas of their field. Health professionals can accumulate CME credits when they attend accredited videoconference educational events. If specified by an event s requestor, Ncompass can indicate that an event is accredited, however it does not track CME credits for users. Ncompass Non-Clinical Self-Scheduling & Registration v

103 Glossary codec Within the context of OTN videoconferences, the term codec refers to the video conferencing unit. In a generic context, it is an acronym for COder/DECoder and refers to a device or program which compresses outgoing video transmissions and decompresses incoming video transmissions so that the transmitted signal uses less bandwidth. continuous presence educational event event access gatekeeper gateway group clinic learning event meeting event multi-point A term used to describe the video screen layout at the host and participant sites during a videoconference. Continuous presence refers to a split-screen format where all sites are visible to each other by dividing the screen into separate panels. (Compare with voice activated.) See learning event. A field in Ncompass that determines whether participants can register/deregister their own systems for the event. A hardware device which registers end-points, controls their interaction, and logs their activity. A hardware device which acts as a translator in a videoconferencing network. It enables connectivity between systems with both On-Net and Off-Net connection types (applies to both IP and ISDN). A classroom-style of clinic, where several patients are seen all at once. In group clinics, all patients attend the appointment at the same time for the same duration. (Compare with serial clinic.) Learning (or educational) events supported by a telemedicine network include a wide variety of educational opportunities that enhance learners skills, attitudes, and knowledge. Some examples of educational events are conferences, workshops, interest group sessions, training programs, or lunch and learn sessions. Meeting (or administrative) events are videoconferences between two or more parties where the content involves organizational, operational, or management content. Examples include committees, working groups, project status reports, or interviews, etc. A videoconference event that involves three or more systems. A multi-point event requires a bridge. All multi-points have set start and end times and must be scheduled at least five minutes prior to the event s start time. Ncompass Non-Clinical Self-Scheduling & Registration v

104 Glossary organizer OTN point-to-point (P2P) private event public event requestor scheduling serial clinic TMC See requestor Ontario Telemedicine Network: One of the largest telemedicine networks in the world, helping to deliver clinical care and distance education among health care professionals and patients using live, two-way videoconferencing systems and related diagnostic equipment. An event that takes place between two videoconference systems. Point-topoint calls that do not require a bridge 10 can be scheduled at any time and provide users with portal calling features (e.g., click-to-call). The host registers the sites that will attend the event. It is also the host s responsibility to contact all the participants that are registered. The event is published in Ncompass and participants can register their own system to the event. A requestor in Ncompass is the person who is entering the event information into Ncompass so that others know who to contact if they have questions or wish to join. Self-Scheduling: Trained users arrange and schedule their own telemedicine sessions using OTN s Ncompass scheduling tool. Assisted Scheduling: Members and schedulers work together to arrange the telemedicine event. For example, a member initially makes the arrangements. After that, centralized schedulers enter the information into TSM and schedule the event. A series of back-to-back patient appointments seen during one video call. In serial clinics, patients attend the appointment one after another. (Compare with group clinic.) Telemedicine Coordinator: The person who coordinates the telemedicine activity, uses Ncompass and interacts with OTN Technical Support. They act as a site-specific telemedicine specialist and are trained on all telemedicine equipment and protocols. The TMC is also known as a site coordinator. With respect to educational or administrative events, the TMC may or may not be involved with the organization of the event from beginning to end. The TMC assumes the specific roles of booking (reserving) their videoconference system and camera (as required) as well as perform scheduling work. Another role that is sometimes assumed is the promotion of the event within the TMC s own organization. 10 For example, a bridge is required if the videoconference involves a non-member system. Ncompass Non-Clinical Self-Scheduling & Registration v

105 Glossary TSM voice activated Telemedicine Service Manager A software application developed by OTN to support the scheduling of telemedicine events. OTN Customer Care - Scheduling Coordination uses TSM to keep track of telemedicine events, reserving the systems involved, managing communications with participants, and handling arrangements for programming the bridge. Both TSM and Ncompass enable users to schedule and manage telemedicine events. TSM and Ncompass share the same event and registry data and allow OTN customers and central schedulers to work hand-in-hand. However, there are a few differences. It is faster and easier to create events in Ncompass. Each application has a unique look and feel. Both Ncompass and TSM enable users to schedule events. However, Ncompass has a few restrictions. For example, Ncompass users can: Select only member sites and systems. (To schedule an ISDN system or a phone line into an event, they need to contact OTN Customer Care.) See patient information only if they have a clinical role and are associated with the patient system. Edit non-clinical events only if they are the creator or associated to the host site. TSM s primary audience is OTN Customer Care - Scheduling Coordination. It enables us to fully support our customer base and assist in all their scheduling needs. Therefore, TSM offers have a few additional features. For example, TSM has: A more robust search engine. Admin and reporting functions different than Ncompass. Different restrictions for viewing events and searching registries. Fewer business rules around scheduling than Ncompass. For example, TSM users can: Select Off-Net and ISDN systems and Non-Member sites. Schedule bridges that belong to other organizations. Add phone lines to events. TSM users can access Ncompass, but Ncompass users cannot access TSM. For example, a TSM user might need to access Ncompass to run a specific report. When accessing Ncompass, TSM users are limited to what they can do in Ncompass just like regular Ncompass users (with the exception of Admin Users). A term used to describe the video screen layout at the host and participant sites during a videoconference. Voice activated refers to a format where the video screen shows only one, full-screen view. Participating sites see the individual who is currently speaking and the site that is currently speaking sees the site of the individual who last spoke. (Compare with continuous presence.) Ncompass Non-Clinical Self-Scheduling & Registration v

106 Index A access, event, 42 alias, dialing, 92 arrive late, 15 add participant system, 45 edit registration, 22 register system, 17 attachment adding, 62 deleting, 64 download/open, 65 auto-initiate P2P, 30, 33 B browser, find, 20 C calendar date selector, 29, 39 open event, 19 cancel event, 66 change registration, 21 click-to-call, 33 clone. See copy conference mode, 43, 100 conflicts, 85 connect P2P event, 33 contact registry fields, 97 search, 96 update, 99 continuous presence, 100 copy event, 69 create multi-point, 34 point-to-point, 27 customer service. See OTN Scheduling Service D date selection, 29, 39 depart early, 15 add participant system, 45 edit registration, 22 register system, 17 de-register, event, 24 details, event, 11 dialing alias, 92 download attachment, 65 E early departure, 15 add participant system, 45 edit registration, 22 register system, 17 edit contact information, 99 event, 60 registration, 21 registration details, 62 site/system information, 94 invitation, 8 notify participants, 58 end time add participant system, 45 depart early, 15 edit registration, 22 register system, 17 error message conflicts, 85 marked time, 86 event access, 42 cancel, 66 connect point-to-point, 33 copy, 69 de-register, 24 details, 11 edit, 60 listing, 10 modify registration, 21 print, 68 publish, 49 reconnect, 57 Ncompass Non-Clinical Self-Scheduling & Registration v

107 Index recur, 72 register, 16 schedule multi-point, 48 point-to-point, 32 un-publish, 81 webcast, 51, 82 F find browser, 20 registered events, 19 full screen, 100 H host system mulit-point event, 43 P2P event, 30 I invitation , 8 L late arrival, 15 add participant system, 45 edit registration, 22 register system, 17 layout, video screen, 100 layout, webcast presentation, 53 learning centre edit event, 60 publish, 49 leave early, 15 add participant system, 45 edit registration, 22 register system, 17 lecture mode, 100 link event, 12 webcast, 14, 54 list public events, 9 M marked time, 86 mode, conference, 100 modify registration, 21 multi-point create, 34 edit publication details, 79 make from P2P, 71 publish, 49 reconnect, 57 schedule, 48 un-publish, 80 webcast, 51, 82 N notes fields, 46 notify participants, 58 number of systems, 42 P participant notify, 58 system multi-point event, 45 number of, 42 P2P event, 31 point-to-point connect, 33 create, 27 make multi-point, 71 schedule, 32 portal calling, 33 print event, 68 private/public event, 42 public events list access, 9 edit event, 60 publish, 49 Q quick search, 20 R reconnect multi-point, 57 recur, event, 72 register, event, 16 registration edit, 21 modify, 21 status, 10, 25 Ncompass Non-Clinical Self-Scheduling & Registration v

108 Index registry contact, 96 site, 89 system. See site registry remove system, event, 24 requestor, only can register, 42 resolve conflict, 85, 86 RMSS. See OTN Scheduling Service S schedule multi-point, 48 point-to-point, 32 search browser, find, 20 contact registry, 96 event ID, quick, 20 quick, 20 site/system registry, 89 series, events, 72 setup time, 12, 17, 39 site/system registry all searches, 91 calendar or e-request search, 92 update, 94 site/system registry fields, 89 slide presentation, webcast layout, 53 split screen, 100 start time add participant system, 45 arrive late, 15 edit registration, 22 register system, 17 status event, 10 registration, 25 system registry. See site/system registry systems, number of, 42 T time arrive late or depart early, 15 time, arrive late or depart early add participant system, 45 edit registration, 22 register system, 17 toolbar event, 15 U un-publish event, 81 unregister, system, 24 update contact information, 99 event, 60 registration, 21 registration details, 62 site/system information, 94 URL event, 12 webcast, 14, 54 V view event details, 11 voice activated, 100 W warning message conflicts, 85 marked time, 86 webcast cancel request, 84 create request, 51 edit request, 82 link, 14 request, 51 slide presentation, 53 WAF, 56 Ncompass Non-Clinical Self-Scheduling & Registration v

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