introduction to videoconferencing

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Introduction to Videoconferencing

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Page 1: Introduction to Videoconferencing

Introduction to Videoconferencing

Page 2: Introduction to Videoconferencing

2_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Page 3: Introduction to Videoconferencing

3_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Table of Contents

Introduction .................................................................................. 4 Videoconferencing Etiquette........................................................ 5

What to wear ............................................................................................................... 5 Unnecessary Noise...................................................................................................... 5

Guidelines for a successful videoconference............................... 6 Using the Equipment .................................................................... 7

Main Display Screen....................................................................................................... 7 Camera Controls ............................................................................................................. 8 Volume Control .............................................................................................................. 8 Transmitting Information................................................................................................ 9 Transmit Source .............................................................................................................. 9 Document Camera ........................................................................................................ 10

Use and Support.......................................................................... 10 No Warranties/Limitation of Liability ...................................................................... 12 Non-Washington Center Videoconferencing Devices.............................................. 12

Glossary ....................................................................................... 13

Page 4: Introduction to Videoconferencing

4_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Introduction Videoconferencing is an interactive method of communication that combines

the use of video, audio, and computing technologies to allow people in different

locations to meet face-to-face to conduct a conference in real-time. It can

substitute for the actual physical presence of remote participants. This reduces

travel costs as well as travel time and makes meeting attendance more

convenient. It also provides flexibility in pulling together at short notice

meetings of people in many and/or widely separate locations. For education, it

offers opportunities to more readily bring outside experts into the classroom.

Videoconferencing provides remote participants with much of the face-to-face

familiarity that comes with physical presence, including the elements of facial

expression, body language, and eye contact.

The University of California, Washington Center has nine videoconferencing

locations. These include the Multipurpose Room (Room 120), Auditorium

(Room 117), four conference rooms (Rooms, 201, 301, 1004 & 1104), two

seminar rooms (Rooms 317 & 318) and a distance learning lab (Room 314).

The Center is capable of hosting four simultaneous point-to-point

videoconferences at up to near-broadcast quality audio and video resolution.

Additionally, via the University’s videoconference bridge in Oakland,

California, the Washington Center can be tied together with multiple remote

videoconference sites in a multi-point videoconference. Videoconferencing is

via multiplexed ISDN at a maximum connection speed of 384 kbps or Internet-

based IP at 768 kbps. Connection speeds may vary depending upon carrier

conditions and the capabilities of the far side videoconference site.

Page 5: Introduction to Videoconferencing

5_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Videoconferencing Etiquette

In videoconferencing there are conducts or procedures that we must follow in

order to successfully execute a videoconference with minimal problems. The

University of California, Washington Center has compiled some etiquette that

will put your mind at-ease and guide you through your videoconference

experience at the Center.

What to wear Wear conservative colored clothing such as blue or black; avoid

wearing white, red or patterns such as plaids or stripes. Wearing all

light or all dark clothing should be avoided. The camera’s automatic

brightness control will be tricked by these colors. If you wear too much

light colored clothing the camera will automatically darkened the picture

making your face appear shadowed. If you wear too much dark clothing

the camera will automatically lighten the picture making your face appear

light. Pastel colors are preferable.

Unnecessary Noise Avoid distracting movement such as tapping your fingers or pencil, turning

back and forth in your chair, wiggling your foot, chewing gum or engaging in

side conversations during a videoconference. The microphones are very

sensitive and any noises made on your end will be amplified at the other end.

Use the mute button when you do not expect to be speaking for a long period of

time.

Wear

Don’t Wear

Page 6: Introduction to Videoconferencing

6_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Guidelines for a successful videoconference

• Introduce all of the participants at your location; encourage the other site

to do the same. Announce your name and the location you are

participating from. Example, "This is Joe California in Washington,

DC...” When you precede your comments with that simple statement

each time a new person begins to speak, participants from all sites will

have an idea who is speaking and where they are from.

• Speak and move naturally, there is no need to yell into the microphone.

Maintain eye contact with the people on screen as you would if you were

having a meeting in person. The microphones at the UC Washington

Center are located on the ceiling; there is no need to look up while

speaking. The microphones are very sensitive and can pickup every noise

that occurs in the room.

• Have an agenda. Distribute this agenda to all participants in the

conference. Like any other meeting, a videoconference takes less time

when there is a clear agenda and will be more successful. Signs of

unpreparedness will be magnified in a videoconference. Remember,

videoconferences can't always be extended, because the room may not be

available after your scheduled time.

• There is a slight delay in transmission due to the nature of the medium.

Be sure a person is finished speaking before you speak. Multiple sites

speaking at once can cause delays in the switching. Also pause from time

to time to allow for questions. Try to be within the camera's field of

vision when speaking.

Page 7: Introduction to Videoconferencing

7_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

• It is better to mention the technology only when there is a problem. Time

will be wasted if participants are asking about “how is my audio?”, “Is

my video good?” The UC Washington Center Information Technology

Services support personnel have already gone through the testing of the

video and audio with all participating sites. However, letting the far side

know that the video or audio is being lost is very helpful.

Using the Equipment The following diagrams are for advanced users on the types of

videoconferencing controls that are used at the UC Washington Center.

Main Display Screen The main screen displays available sources.

Page 8: Introduction to Videoconferencing

8_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Camera Controls

Volume Control

Push the UP or DOWN arrows to control the volume of the conference.

Push the MUTE button if you want to carry a conversation with your site.

Zoom-In

Zoom-Out

Tilt Camera Up

Tilt Camera Down

Pan Camera Left Pan Camera Right

Page 9: Introduction to Videoconferencing

9_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Transmitting Information The UC Washington Center videoconferencing system has the capability to transmit information from a computer, your personal laptop or our document camera to the participating site(s) of a videoconference. The images below give a visual description of the different types of sources that information can be transmitted from.

Transmit Source When the transmit button is pushed from the Main Display Screen, the

image below will be displayed. To transmit information click on the

appropriate source where the information you are transmitting is located.

Used to transmit information

from a computer Used to transmit information from a Laptop These buttons are used to switch between the speaker(s) and the audience Used to transmit hard copied documents

Page 10: Introduction to Videoconferencing

10_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Document Camera The document camera is used to show text, diagrams and a variety of graphical materials as well as small three-dimensional objects.

Use and Support

Requests for the use of the Center’s videoconferencing facilities must be made

on the Center’s Videoconference Reservation Form. These forms are available

from the videoconferencing coordinator. University faculty and staff without a

local sponsor at the Washington Center should fax the completed form to

(202) 974-6250 or mail to:

Attn: Michael Sesay University of California, Washington Center Videoconference Reservations 1608 Rhode Island Avenue, NW 3rd Floor Washington, DC 20036

At the time of reserving a videoconference, the sponsor of the call must provide

the Center with valid recharge account information and proof of authorization.

A videoconferencing session will not be established without this information.

Page 11: Introduction to Videoconferencing

11_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Reservations for the use of the Washington Center’s videoconferencing

facilities must be received, at least, three business days in advance of the

proposed time of the videoconferencing session. The UC Washington Center is

in the Eastern Time Zone. It is assumed that all session times are provided in

Eastern Time (ET). Reservations are subject to the availability of the

Washington Center’s videoconferencing venues. In most instances, an operator

is required to establish a call and verify the audio and video link. An exception

to this is the Auditorium (Room 117), which must be booked, at least, one

business week in advance and requires an operator for the duration of the call.

When calling a new remote site, it is University best practice to make a test call

to this location in advance of the actual call for link and protocol verification.

As many remote sites can be heavily booked, when requesting a reservation

please allow sufficient lead time for a link and protocol verification test. In

some instances, sessions booked at the last minute, may need to be made

without prior link and protocol verification.

Cancellations must be received by 3:00 PM ET the last business day before the

scheduled videoconference to avoid cancellation fees. If the videoconference is

cancelled after 3:00PM ET the last business day before the scheduled

videoconference, the session setup fee will be recharged to the call sponsor.

The minimum reservation time for use of the Washington Center’s

videoconferencing facilities is one hour. Sessions are provided in one-hour

increments. Additional hours will be billed at five minutes past the hour. Unless

other arrangements are made in advance, the Center will attempt to connect

with the far site 15 minutes in advance of the scheduled call time for final link

verification. The 15 minutes link verification period is not counted as part of a

session’s duration.

Page 12: Introduction to Videoconferencing

12_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

The Washington Center reserves the right to change videoconference terms

and conditions without notice.

No Warranties/Limitation of Liability

The UC Washington Center's videoconferencing service may not be free from

defects or technological difficulties and is provided "as is," without warranty of

any kind, either express or implied. In the event of a failed or defective

videoconference involving the videoconferencing services, the University’s

total liability shall not exceed the amounts due to the University for the Services

associated with the failed or defective videoconference. IN NO EVENT SHALL

THE UNIVERSITY BE LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL OR

CONSEQUENTIALDAMAGES, INCLUDING WITHOUT LIMITATION, DAMAGES

FOR LOSS OF business profits, business interruption, loss of business

information, or any other pecuniary loss, arising out of or in connection with

any use of the Washington Center’s videoconferencing service, in any form

whether SUCH LOSS IS CAUSED BY the University or the University's

suppliers, agents or otherwise, even if the University's has been advised of the

possibility of such damage.

Questions about videoconferencing at the UC Washington Center can be

directed to the videoconferencing coordinator at (202) 974-6206 or by e-mail to

[email protected].

Non-Washington Center Videoconferencing Devices

The Washington Center recognizes that in some instances, programs or individuals may wish to use either portable or PC-based desktop videoconference devices not provided by the UC Washington Center. Unfortunately, such devices can have a profound impact on the delivery, security and stability of information services to the Center as a whole. For that reason, the Center does not support non-Washington Center videoconferencing devices.

Page 13: Introduction to Videoconferencing

13_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Glossary Point-to-Point Videoconferencing

Point-to-Point videoconferencing allows your location to participate in a videoconference with one other location.

Multi-Point Videoconferencing

Multipoint videoconferencing allows more than two sites to participate in a videoconference at the same time.

Multiplexed ISDN

Multiplexed ISDN is when two or more ISDN circuits are used to broadcast a signal, such as a videoconference session.

Internet Protocol (IP) Based Videoconferencing Internet Protocol based videoconferencing is used to carry video over IP-based environments, particularly Local Area Networks.

Page 14: Introduction to Videoconferencing

14_____________________________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

For More Information Contact: Michael Sesay University of California, Washington Center 1608 Rhode Island Ave., NW, 3rd Floor Washington, DC 20036 Tel: 202-974-6206 Fax: 202-974-6250 E-Mail: [email protected]

Page 15: Introduction to Videoconferencing

15_______________________________________________________________________ Copyright 2004 The Regents of the University of California

UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200