Video Conferencing Participant 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 your teacher has sent you. 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.
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. Click the SELF VIEW button on the Tandberg remote and you will see your room on the TV screen. 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 Otherwise known 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 you 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 your 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 so that it can pick up your voice.
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, please mute the audio (using the yellow MIC OFF button on the Tanberg remote) during the activity. Call-outs: 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 raise your hand when you would like to speak. Body presence on camera: Be aware of camera placement and the image you are projecting. Plan ahead for whether you want to be standing or sitting and whether you want the camera focused on individuals or a group it may be a good idea to alternate the image. Camera movement and adjustments can be made, 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 farend participants. Dress: 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. 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!
Video Conferencing Troubleshooting 1. TV will not turn on a. Check power is turned on b. Check the television s ON button c. Check the batteries in the remote 2. TV on no signal a. Check that the TV is tuned to correct AV channel. This is AV1 on most campuses. b. Reset the Tandberg box: 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 it 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 in the room, use it to try to connect to an external internet site such as abc.net.au. (If using a personal laptop or mobile device, use the TAFE Illawarra WiFi to do this.) If you cannot connect to an external internet site, then contact your teacher, otherwise contact ITD on 1800 338 483. 3. Remotes will not work a. Ensure the correct remote is being used for the appropriate equipment b. Check that all equipment is turned on c. Replace the batteries 4. No sound (other parties can t be heard but can be seen) a. Check if mute button is on at the other site(s) b. Use the volume button on the TV remote c. Adjust the volume on your speakers (if applicable) 5. People not able to connect to a meeting a. Check the phone number they may be using the point to point number, not the virtual meeting room (VMR) number
6. Sound but no picture to TV a. Press the blue PRESENTATION button on the Tandberg remote 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.