Video Conferencing. Host Orientation Guide

Transcription

1 Video Conferencing Host Orientation Guide Join your video conference (VC) session 1. Turn on the LG television using the LG remote. The green power button, located in the top centre of the remote, will power up the television. 2. The television will now display the Department of Education and Training main page. A voice will welcome you to the Department of Education and Training Video Conferencing Facility. 3. You will now need to manually dial the Virtual Meeting Room Number that you have handed out to your students at the remote sites. To do this press the call button on the TANDBERG remote (this is the green button located above the number 1 on the remote). 4. The call menu will now be displayed on your screen (a white rectangle box). You will need to enter the virtual meeting room number into the box and press the call button again. Alternatively after entering the number you can press the OK button on the TANDBERG remote to dial the number. 5. You will have now joined the Virtual Meeting Room of your session. If you are the first site to arrive in the virtual room, be patient. Once the other sites dial in they will automatically appear on your television screen. If you are the first person in the room a voice will greet you welcoming you to the room and will let you know you are the first site there. 6. Once your session has finished or to end the call press the END CALL BUTTON (this is the red button located above the number 3) twice to end the call. 7. Once you have finished with your video conference use the LG remote to switch the television off, again using the green power button located in the top centre of the remote.

2 VC Checklist Prior to, and during, your first VC session you should work through each of the items on the VC checklist below. Comments 1. Liaise with your Head Teacher to organise orientation support for remote students NOTE: Sessions must not start until all location(s) bookings are approved 2. Prepare your delivery plan 3. Supply your students with required support materials including, Student Agreement Form and Video Conferencing Participant Orientation Guide 4. Confirm name and contact details of each person who will be assisting at the remote campuses during the VC session 5. Confirm evacuation procedures for EACH of the campuses participating in the VC 6. Inform students of their VC session details including: Date Time Room Staff member to expect to be in attendance 7. In your first VC session provide remote students with a contact telephone number for use immediately before and during the session in case of technology issues 10. In your first session ask ALL students to complete and sign the Student Agreement Form and give it to the Campus Manager at their campus

3 Video Conferencing Tips It is a good idea upon entering the room where the video conference is being held to confirm that the camera is facing the correct direction. You will be able to do this after turning the television on. If you click on SELFVIEW button on the Tandberg remote it will show a view of your room. This is how you will look to everyone else attending the videoconference. You are able to control the camera angle (move the camera around) by using the four arrows on the remote and you can zoom in or out using the up and down arrow on the right side of the remote. Click on the SELF VIEW button again to change back to the normal screen. There are 2 cameras in your room. If you want the other participants to see you from the camera at the front of the room, click on the CAMERA button on the Tandberg remote (located at the top left of the remote under video sources). If you want to use the camera at the back of the room, click on the AUX button (located on the top right of the remote under video sources). You can change between cameras at any time during your session. Front Camera View View Rear Camera Video Conferencing Etiquette for Teachers Otherwise know as Netiquette in the networking world, these e-rules for behaviour simply take common sense and modelling of appropriate behaviour in all settings. Please find below a few guidelines to follow to make sure that all participants are aware of the extra care that needs to be taken in a videoconferencing environment. Voice: Be sure that your speech is clear, loud enough to be heard in a regular situation (adjust volume if need be), and slow enough to be easily understood. Take a moment to test this out at the beginning and make any adjustments. Be aware of possible voice delays across the system and accommodate for the delays. Look at the camera and your present audience when talking to ensure that you are interacting with your far-end audience as well as the participants in the same room. If you are using a fixed microphone (usually these are in the ceiling), be sure that you are in range to pick up your voice at all times. Noise: Be aware that regular classroom noise must be kept at a minimum to ensure that the far-end site can hear. If there is a noisy activity planned during the videoconference, as all sites to mute their audio (using the yellow MIC OFF button on the Tanberg remote) during the activity.

4 Student Call-outs: Students should be aware that verbal calling out that might be ok in a regular classroom setting may not be workable in a videoconferencing session. It would be a good idea to perhaps ask students to raise their hand when they would like to speak. Body presence on camera: Be aware of camera placement and image you are projecting. Plan ahead for whether you want to be standing or sitting and whether you want the camera focused on the teacher or students it may be a good idea to alternate the image. Camera movement and adjustments can be made if you have technical help (or have enlisted a student to control the camera), but generally the camera is set in a fixed position. The camera should be directed toward the person speaking to ensure clear understanding by the far-end participants. Presentation styles: Adapt your presentation style to fit the videoconferencing logistics. If you are normally a "walker" during your presentations in a regular classroom, you will have to adapt your style so that you do not disappear from the screen, e.g. remain seated. If you like to engage your students in discussion, be sure that you are including students at your site as well as the far-end site and that the camera focuses on them when they are speaking or includes everyone in the group. Dress: Professional dress is always recommended, and simple clothing provides less distraction in an on-camera experience. Busy prints, stripes or checks may interfere with contrast levels and transmission compression Lighting: Be sure that all participants are able to be seen when on camera. If lighting in the room is an issue, you may need to choose a designated spot for presentation. Remember to click on SELF VIEW on the Tandberg remote to see what your site looks like to the other (remote) participants. Student Interaction strategies for videoconferencing: Students who are practiced and comfortable with the videoconferencing environment will take the actual connected time more seriously if the roles and responsibilities during the conference are spelled out. It is important to make sure that all students have the experience of time in front of the camera prior to the video conference. Experience in front of the camera will alleviate any behaviour problems that can occur due to nervous energy and the discomfort of not knowing what is happening. A few strategies and types of interactions that might be included in a videoconferencing situation are: Student self introductions should be scheduled at the beginning of the session to get students talking to each other. Student lists with first names and personal profiles can be exchanged electronically before the session to stimulate interest in student partners. Question and answer periods should be included in the planning to stimulate conversation about the project. Pair students with far end students to focus on the project with outlined areas

5 for discussion. Students need a personal connection and reason to interact Plan for interaction with a sequence and student list of those participating in interactions for each scheduled session. Be sure all students are included in a planned interaction. Record student interaction instances with a checklist to make sure all are participating in free-flowing events. Follow-up with individual students to comment on interactions Do be courteous to other participants Do speak clearly Do keep body movements minimal Do dress appropriately Do maintain eye contact by looking into the camera Don t make distracting sounds Don t make distracting movements Don t cover the microphone Don t interrupt other speakers Don t carry on side conversations Do make the session animated Don t wear noisy jewellery DO BE YOURSELF!

6 Video Conferencing Troubleshooting 1. TV will not turn on a. Check power is turned on b. Check TV on button c. Check batteries in remote 2. TV on no signal a. Check that Television is tuned to correct AV channel. This is AV1 on most campuses. b. Reset Tandberg box button: I. Turn off the television using the remote II. Locate the Tandberg box. This is the box with the black glass front (with the word Tandberg written on the left hand side) in the equipment cabinet III. Turn off the Tandberg using the power switch located on the back of the box, ¾ of the way to the right hand side IV. Leave the Tandberg box turned off for approximately 10 seconds and then turn back on V. Turn the television back on using the remote c. Check if servers are down if you have access to a TAFE computer or laptop in the room, use it to try to connect to an external internet site such as abc.net.au. If you cannot connect to an external internet site, then contact ICTS on , otherwise contact ITD on Remotes will not work a. Ensure the correct remote is being used for appropriate equipment b. Check all equipment is turned on c. Replace batteries 4. No sound (other parties can t be heard but can be seen) a. Check if mute button is on at other site/s b. Use volume button on TV remote c. Adjust volume on speakers 5. People not able to connect to meeting a. Check phone number may be point to point not virtual meeting room 6. Sound but no picture to TV a. Press the blue Presentation button on the Tandberg remote

7 7. Video Conference appears on the Smartboard instead of the Television a. Check the input on the projector it should be set to PC 1 Do this by pressing the computer button on the small grey remote control. RING HELPDESK NOTE: You will be prompted to enter your lattice ID number