Handling the Logistics of Programming Multiple ITFS Channels

By Ethel Haber

The computer is what allows the University of Arizona to program eight ITFS channels with one part time Programmer and a Master Control Room Supervisor.

What to Program and Where

Program each channel consistently. It is easier to schedule and promote. For example, one of our channels is dedicated to programs for teachers and parents and K-12, and each day from 9 to 11 a teacher program airs and from 1 to 3, a K-12 program is on. The one channel that is utilized for videoconferences, medical programming and other specials, is the exception to the consistent rule. Programming is done six to eight weeks ahead, with tapes deleted as live specials are scheduled. Even though eight channels are programmed, Im really dealing with scheduling on a changing basis on three channels and programming by category.

Keep It Simple!

The logistics of programming are coordinated through a series of databases using dBase. We investigated software programs developed for commercial stations and for PBS, but none focused on multiple channels. A data file is set up for each channel. In addition there is a file for special events satellite downlinks, local microwave feeds, and recordings, a tape inventory file and a file containing descriptions, use and rights information for all programs on tape. Each week a log is prepared for each channel. That data is then collected in a multichannel database and printed out by day and hour, allowing any staff person to look at one document to see what should be on the air on any channel at a given time. In addition, a set of labels is printed out for any programming that is on tape, giving the master control operator a single source for pulling tape. Preparation of the log is a basic print out and proof routine which takes approximately four to six hours a week.

Send it Out!

The stations are programmed with a PESA router which has 96 inputs and 96 outputs. The router and its companion program, allows us to program feeds from outside sources, tape playbacks and live classes. One of the big benefits of the system is that once classes are scheduled for a semester, you need only enter the data once, and the information can be carried forward to whatever dates you choose.

What to Save and What to Keep Track Of

Because I am using a personal computer with limited space, I elected NOT to keep all past records on the computer, but rather keep a hard copy of the broadcast log. Remaining on the computer is a summary of use compiled from the multichannel file. This data can be used for use reports by channel or type of programming. Experience has shown that no one ever looks at the logs, but people do want to know what type of programming has aired. Not once has anyone asked for past data on what's gone out on the air. A record of how many times a tape is broadcast is maintained (using the monthly report).

What We Do That Might Surprise You

VHS tape is our choice for recording. It's inexpensive, and if your machines are in good shape, the picture is great. Programs are recorded and played back in two hour blocks of time. If PBS is feeding four half hour programs we record them all on one tape. In between the programs we edit generic music and video that says "next program starts shortly." We do not have station breaks. They are very costly and labor intensive. Data for repeat programs a semester of classes for example, is entered at one time, and using the replicate feature of the database an entire semester for one channel can be entered in a few hours. To further speed up the process, data is entered for five weeks only and once a broadcast date is done all that information is moved forward five weeks. Broadcast rights need to be unlimited or we don't air the show. The reason the amount of time it takes to keep track of such broadcasts. There are a number of PBS offerings which are free but allow only 3 or 4 plays in three years, or 6 plays including that which the public broadcasting station is using. We do air LIVE one time only events. Experience has shown us that we can handle the playback of only eight to ten tapes per day, and that on Fridays, the Control Room Supervisor needs to finalize programming for the weekend and Monday, therefore we limit tape playbacks on a Friday. If our load is heavy on another day, we may opt for a satellite feed of Deutsche Welle or Classic Arts.

Promotion, Promotion, Promotion!

Viewers need to know what you're airing, so we promote as well. Using the master database, information can be compiled for: A Monthly Program Guide; A daily on air program guide (using an AMIGA) broadcast from our facilities; Generic information for a People's Choice monthly program guide; News release copy; Hour by hour schedule for People's Choice Prevue Channel.

That's the logistics in a nutshell.

Ethel V. Haber is Program Manager/ITFS, VideoServices, University of Arizona, 520-621-1503