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Videoconferencing 101 Get the Picture!. Agenda What is it and common uses Procedures & Etiquette Methods Equipment Troubleshooting Content Providers.

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Presentation on theme: "Videoconferencing 101 Get the Picture!. Agenda What is it and common uses Procedures & Etiquette Methods Equipment Troubleshooting Content Providers."— Presentation transcript:

1 Videoconferencing 101 Get the Picture!

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.


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.


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 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 Mance Park MS Huntsville, Texas

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


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 Polycom RealPresence app Enter your email address when prompted and make sure the “Register with Polycom” button is checked. Click “Next”

37 Enter “” 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.


39 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.

40 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

41 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

42 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



45 RESET WHAT??? Getting Familiar with the Equipment

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

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

48 The Remote

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

50 Polycom Unit Power

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


53 Black Screen Firewall issue Content blocker Ensure the monitor is turned on Verify the correct AV input is selected If you reboot the system and do not see the welcome screen, check the AV cables The lights may be off in room you are connecting to

54 Blue Screen Content blocker Check which camera source is selected and whether that device is turned on –This can be on the near-end or far-end Lack of adequate bandwidth may allow you to receive audio but no visual

55 No Audio Check the volume on –The T.V. –The conference equipment Check the microphone connection

56 Echo The microphone may be too close to the incoming audio source. It should be at least 36 inches away. Multiple simultaneously unmuted microphones can cause feedback. Mute any microphones that are not being used.

57 Connection Dropped Contact your district DL facilitator or technical support at your ESC

58 Dialing In Press the “Home” button Select “Place a Call” Press “Enter” which is the button in the center of the arrows

59 Dial the IP address of the content provider or your ESC Distance Learning group Press the “Call” button

60 Microphone Unmuted Mic should be muted when you are not the current speaker Last person to speak will be viewed on the screen

61 OPPORTUNITIES GALORE! Where to find content

62 CILC Center for Interactive Learning and Collaboration Database for –content provider programs – collaborations –professional development –academic classes

63 TETN Texas Education Telecommunications Network

64 Connect2Texas Network of Texas-based educational content providers including museums, cultural, historical, scientific organizations, and authors.

65 Global Nomads Group An international non-governmental organization (NGO) whose mission is to foster dialogue and understanding among the world’s your. Students discuss pressing global issues Encourages global citizenship and understanding

66 CAPspace/TWICE Two Way Interactive Connections in Education Geared towards collaborations Polycom Database archprogram.php

67 POINTS TO REMEMBER Final Thoughts

68 Videoconferencing is an excellent way to provide new and exciting opportunities to your students Communicate with your district DL facilitator to ensure equipment reservation and event connection

69 Becoming familiar with the equipment and preparing your students will remove anxiety of participating in interactive videoconferences Know basic troubleshooting techniques to reduce the amount of time missed during the event

70 Technology sometimes fails us – have a back up plan just in case

71 THANK YOU! Kimberly Taylor Susan Risner 936-435-8212

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