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Videoconferencing 101

Get the Picture!. Videoconferencing 101. Agenda. What is it and common uses Procedures & Etiquette Methods Equipment Troubleshooting Content Providers. What is Videoconferencing?. A meeting or educational session between participants in different locations using television equipment .

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Videoconferencing 101

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  1. Get the Picture! Videoconferencing 101

  2. Agenda • What is it and common uses • Procedures & Etiquette • Methods • Equipment • Troubleshooting • Content Providers

  3. What is Videoconferencing? • A meeting or educational session between participants in different locations using television equipment. • Commonly thought by educators to be “just a video” in which participants are inactive

  4. But it is so much more… • Virtual Fieldtrips • Classroom collaborations • Fostering cultural understanding and relationships • Professional Development

  5. Like so many other things videoconferencing is what you make of it. • It can be used to merely occupy classroom time or to open students’ minds to the world of possibilities and opportunities.

  6. Bringing the world to life Videoconferencing in the Classroom

  7. Interactive Videoconferencing • Videoconferencing in the classroom is an interactive process. Even if your class is not selected to interact with the speaker, you can use the session to initiate discussions and enhance a lesson.

  8. Dual Credit Classes • High school students are able to earn college credits with participating colleges

  9. Classroom Collaborations • Connect with schools throughout the state, nation, and world to complete class projects • Practice a secondary language by collaborating with a native speakers of the language • Two classes can each form practice questions for each other to solve

  10. Cross Cultural Learning • Connect with students in different states or nations to discuss current issues and open your students’ eyes to different perspectives. Afghani and U.S. classes connect through Global Nomads Group to discuss global issues.

  11. Virtual Field Trips • Visit historical landmarks, zoos, and museums and allow your students to gain valuable knowledge from the experts in that field.

  12. Communicate! ConferencingProcedures& Etiquette

  13. IVC Registration • Registering in ESCWorks allows: • the IVC Team to verify connection needs of districts • participants to receive staff development hours • Answer roll call at the beginning of each session or if unable to do so, email the number of participants at your site to the IVC Facilitator

  14. IVC Attendance Verification • Please return the Sign In Sheets for each session within 7 days • Ensures that participants receive SD hours • Allows the IVC Team to track usage within the districts which allows us to provide needed services **Please do not send Sign In Sheets prior to the session as the process is to verify you participated in the session!**

  15. Student Event Registration • Register with: • The content provider • Your district distance learning facilitator • ESCWorks • Don’t forget to add the event to your own calendar!

  16. Videoconference Preparations • Begin discussions on the videoconference subject a couple weeks before the event so students have a strong knowledge base. • Have students write their questions before the conference

  17. Acclimate students to the area in which the IVC will be viewed. • Students should be familiar with your expectations for viewing an IVC • Sitting quietly • Raising hand to be recognized before speaking

  18. Mance Park MS Huntsville, Texas • Make a sign or poster to identify your site location (school name and/or location) to facilitate interaction • Have your district DL facilitator walk you through how to use the videoconference equipment

  19. The Day of the Event • Make sure your camera is on at the specified connection time • Usually 10-15 minutes before the session start time • Use the Picture in Picture (PIP) feature so you can see what your audiences see. Picture in Picture

  20. Answer roll call • Check • Lighting • Camera view – use Picture in Picture to ensure your class is completely viewable on camera • Move the camera to show who is speaking

  21. Technical Difficulties • Have these numbers handy the day of the conference: • District distance learning facilitator • Your ESC distance learning support team In case of technical difficulties call your DL Facilitator or the Region 6 IVC Team at 936-435-8212

  22. Etiquette • Be on time! • Have your cell phones turned off. • Can cause feedback and distort recordings • Keep unnecessary noise to a minimum • Side conversations • Paper shuffling • Tapping

  23. When speaking… • Look into the camera • Introduce yourself • Stand if there are several people at your location • Speak • clearly • at a moderate pace • slightly louder than in conversations

  24. If directing a question to a specific person, say their name at the beginning of the sentence. • Use natural gestures, but limit excess movements to avoid looking jerky on screen • Allow for at least a two-second transmission delay

  25. Say “Thank you” after you have finished your thought • Mute the microphone

  26. Please Remember To… • Have the camera focused on you during the presentation • Position the camera prior to the session • Room systems can have multiple preset positions which allows for quick adjustments during the session • Minimize distractions

  27. Presentations • Inform participants before switching to content or graphics • Keep videos short and to the point • Remember to occasionally shift back to the presenter when showing documents

  28. Use large, clear fonts in presentation materials • Send hardcopy information and materials prior to the session.

  29. Lighting • Be aware of your background • Make sure the room has adequate lighting • Close the blinds if sitting in front of a window to avoid a silhouette appearance on screen

  30. What to Wear • Dress as you would for a face-to-face meeting • Solid colors – pastels, grays, and navys work well

  31. What Not to Wear • Busy patterned clothing • Bold colors (especially red) • Shiny materials • Noisy/loud jewelry

  32. Methods of Connection

  33. Room Setup • Can be either a permanent fixture in a specific room or equipment can be on a mobile cart and moved from one location to another.

  34. Room Setup • Procedures: • Contact your District DL Facilitator to reserve the room and equipment for the date and time of the session. • Your DL Facilitator will contact Region 6 to schedule the connection. • The connection will be made approximately 15 minutes prior to the beginning of the session and roll call will be taken.

  35. Mobile Devices • An app may be downloaded to a Smartphone or tablet device to enable participants to connect to sessions. • **Caution** Connecting with mobile devices uses a large amount of data.

  36. Download and install the PolycomRealPresence app • Enter your email address when prompted and make sure the “Register with Polycom” button is checked. Click “Next”

  37. Enter “go.esc6.net” as the Server Name • Contact Region 6 IVC Team to receive your User Name and Password • To place a call enter “2000” followed by the “Call” button.

  38. Enter your conference ID number • ESCWorks 6 digit number for IVC • TETN 5 digit conference number • Or call 936-435-8212 to get the session number before dialing in • Mute your mic as soon as the connection is made.

  39. Computer • Your District DL Facilitator must contact Region 6 to request a account be set up for an individual or a group. • CMA Desktop must be installed on your computer by your DL facilitator • Sign in to your account • Local\jdoe

  40. Select the name of the person you want to talk with from your list of contacts • To send a typed message, click the blue “Chat” button • If there is a white envelope this feature is unavailable

  41. To videoconference click the green “Call” button • It is a good idea to enable the Picture in Picture feature so you can see the other participant as well as what they are seeing

  42. Getting Familiar with the Equipment Reset What???

  43. So, you finally scheduled a student event…da dah dun! Are you a little worried about working with the equipment?

  44. The Remote Power Share content Display setting Zoom camera in or out Volume control Mute microphone Home screen End call Place a call Delete last character typed Dot for IP addresses

  45. The Camera Remember to use the arrow buttons on the remote to move the camera. Do NOT adjust the camera by hand!!

  46. Polycom Unit Power

  47. The Microphone (“mic”) Mute button Red = muted mic Green = open mic The microphones are very sensitive to sound.

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