Bureau of Training

Satellite Programs

Instructions For Teleconferences

Introduction

The Bureau of Training maintains a network of teleconference downlink sites at residential facilities and local district offices across New York State. BT offers an array of tele - training topics designed and produced specifically for facility, local district and voluntary agency staff. The training office will also retransmit programs produced and offered by national organizations such as: National Institute on Corrections, Office of Juvenile Justice and Delinquency Prevention, and the Welfare Reform Academy.

Generally BT broadcasts five or six training programs every month. Not every program is targeted for facility, voluntary agency or local district staff. Most programs are offered in the afternoons from 1:30 to 3:30. . A programming guide is maintained on the agency Intranet and Internet sites. Program announcements are also sent out to all Downlink Coordinators by email. Downlink Coordinators are encouraged to make their own tapes of programs to show at a later time. Copies of programs are available for loan from the NYS OCFS Multi Media Center (518-473-4474)

Downlink Coordinators are asked to ensure that staff is informed about upcoming teleconferences; that the teleconferencing equipment is set up and functional prior to each telecast; to be responsible for distributing handouts, and submitting rosters and evaluations to OCFS . The downlink coordinator is the person to whom we will send teleconference announcemnts as well as handout packets.

Problems with equipment should be reported to Martha Murphy at 518-474-2424. BT maintains a technician to visit downlink sites and correct problems. With timely reporting, most problems will be addressed prior to broadcast.

Downlink Coordinator's Responsibilities

In general the coordinator is responsible for the successful presentation of the teleconference at their downlink site. This general responsibility is meant to include the notification of staff, provision of handouts, testing of equipment, reporting of evaluation results, and ensuring that the site is reserved, set up and presentable.

For each teleconference the following process should be observed:

Set up Prior to Teleconference:

Approximately four to six weeks prior to the event Downlink Coordinators will receive by email an announcement that describes the teleconference subject matter, intended audience, date, time, and duration. Downlink Coordinators should print and distribute these announcements to staff. Downlink Coordinators should ask staff to register in advance of the teleconference. This will ensure there is adequate space and seating. Prior to distributing the announcement Downlink Coordinators should ensure that the viewing site is available and has not been booked for another activity. The teleconference schedule is also maintained at the BT web site on the agency Intranet and Internet sites.
Handout Packets will be emailed to Downlink Coordinators approximately one week prior to the event. Upon receipt, coordinator should make a sufficient number of copies for the expected number of attendees. Handouts can also usually be downloaded at the BT websites. The satellite schedule provides an individual page for each program from which handouts can be downloaded.
At least 48 hours before the broadcast (earlier if your site has a history of technical problems) the Downlink Coordinators should ensure that the satellite receiver and TV are functioning. Generally, channel one on the digital receiver will always have a broadcast signal that can be used for testing purposes. If any problems are experienced the coordinator should immediately contact Martha Murphy at 518-474-2424. BT maintains a service agreement for these receivers and dishes. With enough advance notification most problems can be corrected prior to the broadcast.
Prior to the broadcast the coordinator should also ensure that the viewing room is appropriately set up for the expected attendees and that there is a phone or FAX machine available to allow participants to call in questions.
On the day of the broadcast the coordinator should ensure that an adequate supply of training rosters are provided to participants and that all participants sign in on a roster. Blank rosters are available in the facilitator packet.
On the day of the broadcast the Staff Development Coordinator should ensure that handouts are distributed and that the TV and satellite receiver are properly tuned. Unless otherwise specified, the satellite receiver should be tuned to channel 1 and the TV tuned to channel 3.

Rosters:

After each program all of the rosters should be collected and mailed to Martha Murphy at:
Bureau Of Training
Attention: Martha Murphy
OCFS, Room 223 North
52 Washington Street
Rensselaer, New York 12144-2796
As these rosters contain information that is important to the Federal funding process, please ensure that they are submitted promptly.
In instances where your downlink shows a tape of a teleconference at a later date, we ask that you complete and return a roster for those trainees who see the tape. Rosters should be completed showing the original program name and date.
SUNY DLP will be responsible for entering teleconference rosters into the STARS system within thirty days of receipt or twenty days of the end of each quarter. We anticipate that at the end of each quarter SUNY DLP will experience an influx of rosters. Therefore, early submission will help SUNY DLP meet this goal. Alternatively, submission after the end of the quarter may mean that the rosters will not be processed in time to be included in your quarterly claim.

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