AVIT Video Conferencing Training Module Lectures

Video Conferencing Video Conferencing is mainly used for meetings, lectures and tutorials Video Conferencing is mainly used for meetings, lectures and tutorials It is cost effective and time efficient It is cost effective and time efficient To achieve a successful video conference, users need to be familiar and confident using the medium, and encourage an interactive environment To achieve a successful video conference, users need to be familiar and confident using the medium, and encourage an interactive environment

Why VC Lectures? Ability to communicate with multiple sites Ability to communicate with multiple sites Off-site communication and learning Off-site communication and learning Opportunity for students and staff to incorporate this technology with rural teaching and learning Opportunity for students and staff to incorporate this technology with rural teaching and learning

A Successful VC Lecture The essential ingredients: Booking of Sites and Bridge Booking of Sites and Bridge Contact with the Video Conferencing Unit Contact with the Video Conferencing Unit Learning VC Basics Learning VC Basics Knowing What to Expect at a Lecture Knowing What to Expect at a Lecture Preparing Presentation Material Preparing Presentation Material Effective Communication Effective Communication

VC Lecture Basics Screen Layout Screen Layout Camera Camera Microphone Microphone Standard Lecture Theatre Setup Standard Lecture Theatre Setup During the Lecture During the Lecture Presentations Presentations What to do on the day of your lecture What to do on the day of your lecture

What You See - Screen Layout There are three main types of screen layout: Voice Activated Video Voice Activated Video Quad Split Quad Split Picture in a Picture Picture in a Picture

Voice Activated Video Only one site is seen at a time Only one site is seen at a time The last site that spoke is visible on screen The last site that spoke is visible on screen There is a 3 second delay when switching between sites in this mode There is a 3 second delay when switching between sites in this mode

Quad Split Screen Layout The screen is divided into 4 quadrants The screen is divided into 4 quadrants The Bridge controls which site is visible in which quadrant The Bridge controls which site is visible in which quadrant If there are 6 or more sites, the 4 th quadrant works in Voice Activated Video mode If there are 6 or more sites, the 4 th quadrant works in Voice Activated Video mode Things to Consider: Things to Consider: Small screen problems Small screen problems Increased importance of camera setup Increased importance of camera setup Problems showing presentation material Problems showing presentation material

Quad Split Screen Layout

Picture in a Picture This mode allows you to view your own site in a corner of the screen during a conference This mode allows you to view your own site in a corner of the screen during a conference Especially applicable to single screen setups Especially applicable to single screen setups

Camera Camera presets Camera presets Good Camera Control Good Camera Control Camera on lecturer, on presentation, on audience, depending on who is speaking Camera on lecturer, on presentation, on audience, depending on who is speaking Stay within Camera Shot Stay within Camera Shot Maintain eye contact with your video conference audience as well as the physical audience Maintain eye contact with your video conference audience as well as the physical audience

Microphones Proper microphone positioning is vital Proper microphone positioning is vital All attendees at a site need to heard as well as possible All attendees at a site need to heard as well as possible At the beginning of a conference, or when a new site joins in, test that all sites can hear one another At the beginning of a conference, or when a new site joins in, test that all sites can hear one another What if they can’t hear me? What if they can’t hear me?

Microphones Ideally, use a lapel microphone Ideally, use a lapel microphone If unavailable, speak very clearly and at a moderate speed towards the lectern microphone If unavailable, speak very clearly and at a moderate speed towards the lectern microphone

Standard Lecture Theatre Setup Lectern Lectern 2 screens (both data projection) 2 screens (both data projection) Microphones – lectern, audience Microphones – lectern, audience Cameras – audience, lecturer/presentation Cameras – audience, lecturer/presentation

Lecture Theatre Setup – Scot Skirving

Single Screen Setups Three options for video conferencing: Camera switches between the lecturer and presentation Camera switches between the lecturer and presentation Camera is set on the lecturer Camera is set on the lecturer Camera is set on the presentation Camera is set on the presentation

Dual Screen Setups One screen shows presentation material One screen shows presentation material Other screen shows the lecturer and/or receiving sites Other screen shows the lecturer and/or receiving sites

Presentations Modes of presentation available: Modes of presentation available: PowerPoint PowerPoint Document Camera Document Camera Overhead Projector Overhead Projector Whiteboard Whiteboard VCR VCR DVD DVD

Presentations Consult the Video Conferencing Unit Consult the Video Conferencing Unit All sites should have a hardcopy All sites should have a hardcopy Use camera presets to view both the presenter and the presentation material Use camera presets to view both the presenter and the presentation material Picture Quality Picture Quality Site specificity of presentation equipment Site specificity of presentation equipment

PowerPoint Presentations PowerPoint is the preferred mode of presentation PowerPoint is the preferred mode of presentation Use the mouse as a pointer, rather than a laser pointer Use the mouse as a pointer, rather than a laser pointer Provide extra verbal description of what is shown Provide extra verbal description of what is shown Emphasis on clarity rather than beauty! Emphasis on clarity rather than beauty!

PowerPoint Presentations Text at least size 25 Text at least size 25 Use font of uniform thickness Use font of uniform thickness Less than 10 lines per slide Less than 10 lines per slide Dark uniform background Dark uniform background Optimal colours – jet blue background with yellow font Optimal colours – jet blue background with yellow font Make images as large as possible Make images as large as possible

Example PowerPoint Presentation

Document Camera Can show paper, books, transparencies and small models Can show paper, books, transparencies and small models TV quality vs computer (XGA) quality TV quality vs computer (XGA) quality If viewing smaller objects/text use the ‘zoom’ function If viewing smaller objects/text use the ‘zoom’ function Book the document camera to ensure that it is available for use during your lecture Book the document camera to ensure that it is available for use during your lecture

Document Camera

Overhead Projectors & Whiteboards Should be avoided Should be avoided Poor quality transmission via video Poor quality transmission via video Handouts should be used instead Handouts should be used instead

DVD & VCR Can show clips of VCR or DVD footage over video conference Can show clips of VCR or DVD footage over video conference Check availability of equipment at your site Check availability of equipment at your site

Presentation Handouts It is best practice to provide all students with a paper handout of presentation material It is best practice to provide all students with a paper handout of presentation material Handouts help to overcome the difficulties for participants of seeing the material clearly, and the camera can be focused on the lecturer Handouts help to overcome the difficulties for participants of seeing the material clearly, and the camera can be focused on the lecturer

Process for Handout Distribution Lecturer sends a copy of the presentation to the local education officer Lecturer sends a copy of the presentation to the local education officer Education Officer sends the material to the receiving sites Education Officer sends the material to the receiving sites The presentation is then printed out (ppt handout with 6 slides per page) The presentation is then printed out (ppt handout with 6 slides per page) A copy is made available for all participants A copy is made available for all participants

Presentations & the Camera During a presentation, the camera will switch between lecturer and presentation – controlled by technical assistant on-site During a presentation, the camera will switch between lecturer and presentation – controlled by technical assistant on-site Camera will view the presentation briefly; maximising the time the lecturer spends on camera Camera will view the presentation briefly; maximising the time the lecturer spends on camera Increased satisfaction and attention from the receiving sites Increased satisfaction and attention from the receiving sites

Effective VC Communication The lecturer facilitates successful: The lecturer facilitates successful: Participation Participation Communication Communication Etiquette Etiquette Be aware that you are usually communicating to multiple sites Be aware that you are usually communicating to multiple sites Participants at receiving sites do not have the full benefits of being in the lecture theatre with the lecturer Participants at receiving sites do not have the full benefits of being in the lecture theatre with the lecturer

Participation Maintain constant contact with all sites using the camera Maintain constant contact with all sites using the camera Aim for equal participation at each site Aim for equal participation at each site Keep attention levels high – do not forget or ignore the students or staff participating via video conference Keep attention levels high – do not forget or ignore the students or staff participating via video conference Communicate directly to participating sites Communicate directly to participating sites Questions Questions Comments Comments This helps to overcome the barrier of distance and technology This helps to overcome the barrier of distance and technology

Communication Talk clearly, one at a time Talk clearly, one at a time No multiple discussions No multiple discussions Talk towards the microphone, considering your position and the range of the microphone Talk towards the microphone, considering your position and the range of the microphone

Etiquette Video conferencing greatly benefits from orderly and clear conduct Video conferencing greatly benefits from orderly and clear conduct Avoid all unnecessary movement and noise Avoid all unnecessary movement and noise Presume that you are always being watched and heard Presume that you are always being watched and heard Using the ‘Mute’ function Using the ‘Mute’ function

Question and Answer Sessions Be aware that all questions asked by students at the sending site must be heard at the receiving sites Be aware that all questions asked by students at the sending site must be heard at the receiving sites Questions should be asked using a hand held microphone, or the questions should be repeated by the lecturer Questions should be asked using a hand held microphone, or the questions should be repeated by the lecturer Students at receiving sites need enough time to ‘Unmute’ to answer any questions Students at receiving sites need enough time to ‘Unmute’ to answer any questions

What to do on the Day Arrive 15 minutes early Arrive 15 minutes early Contact with VCU or On-Site Help Person to load presentation material onto local computer Contact with VCU or On-Site Help Person to load presentation material onto local computer When lecturing – interact, include, engage When lecturing – interact, include, engage Ensure that all participants can see/hear throughout lecture Ensure that all participants can see/hear throughout lecture For lectures, on-site technical assistant will supervise audio and camera view For lectures, on-site technical assistant will supervise audio and camera view