|
This document is for users of the old CVS OnLine Video Conference Request Form only. All users of this form are strongly encouraged to
visit the CVS Scheduling Desk for information on how to obtain an account for this new, improved
scheduling system.
This document was developed by the CalRen Video Services (CVS) Video Users End Group. The committee represents four segments of California education (K-12,
Community Colleges, CSU and UC). This document is intended to provide a guide to videoconference sites.
The priority use of the network and related equipment is for instructional purposes. Administrative use is encouraged and is an excellent way to reduce travel costs and
involve those unable to attend a meeting in a central location. The collaboration opportunities across education segments are limitless.
The effectiveness of this powerful medium is entirely dependent upon the technical and administrative staff that maintain and operate the network, videoconferencing centers and
specialized equipment at each campus. To realize the best possible results from videoconferencing, it is imperative that everyone involved in the system adheres to the
following guidelines and procedures.
The campus must provide a suitable environment for videoconferencing. The space designated for videoconferencing should be carefully considered and the room easily
scheduled. If your site is new to videoconferencing and is designing or considering a space for this specialized purpose there are several factors to consider. Your design team
may find it useful to consult with other similar institutions concerning room usage and setup.
The following are minimum suggested standards for the videoconferencing environment:
- Room Size:
- For what purposes will the room most often be used? Small meetings? Classes? This will determine the optimum size for the room.
- Blinds/curtains on windows:
- If windows are present, blinds or curtains will allow greater control over the ambient lighting and will prevent any highly
directional lighting from creating a "halo" in the videoconferencing camera.
- Adequate lighting:
- 60 to 80 ft-candle illumination is strongly recommended.
- Minimal ambient noise
- Adequate heating, ventilation and air conditioning (HVAC) for equipment and participants
- Appropriate furnishings:
- These would preferably include chair and table space for each participant.
- A minimum of one main camera and one document camera
- This should include the ability to switch between sources). Distance learning applications may require institutions to consider a
third camera for capturing classroom reaction.
- A minimum of two (2) 25" television monitors
- Additional microphones based on the size and capacity of the room
|
Every institution is unique. The items listed above are intended as suggestions only.
Maintenance is an individual campus responsibility. Each campus should put forth its best effort to bring their videoconference capabilities back up as quickly as possible in
the event of equipment failure. In the H.323 environment, this includes the need to resolve any campus-based network problems interfering with videoconference transmission.
Software and hardware upgrades will be recommended on a periodic basis by the CENIC Oversight Committee. Campuses are required to provide such upgrades to maintain
interoperability and remain part of the systemwide videoconferencing system. Upgrades will be implemented on a systemwide schedule to assure system integrity and
compatibility.
Each campus must designate at least one trained person as the Technical Contact for videoconferencing.
The Technical Contact should be familiar with networking principles as they pertain to video over IP and should have access to tools that will enable network troubleshooting.
Each campus must also assure that the Technical Contact will be immediately available whenever the campus is participating in a videoconference. Pagers/cellular telephones
are strongly recommended for technical contacts to avoid time wasted leaving messages in voice mail.
Each campus must designate a Videoconference Administrator (VA). The VA will coordinate and schedule conferences, open the room, turn on equipment and instruct
participants in the use of controls. The Videoconference Administrator will be the main point of contact for all videoconferencing issues, both for other sites and for the CVS
Network Operations Center. The VA may delegate some responsibilities to other individuals.
One of the primary functions of the Videoconference Administrator is the setup of videoconferences. The setup typically includes a 30 to 60 minute test proceeding the
start of each videoconference event (meeting, class, etc.). Setup procedures include:
- Check-in with the host site to verify connection and audio levels.
- Remain available for troubleshooting with the origination site.
- Instruct participants in the use of controls and make sure they know who to contact in case of difficulties.
Additional duties for the videoconference origination site include:
- Within the first five minutes, confirm each site’s video connections. It is the responsibility of the origination site (the site that scheduled the event) to contact the sites who
have not checked in.
- If the origination site’s VA can not contact a participating site and verify the connection, call CVS Network Operations Center to verify the connection.
- The Videoconference Administrator from the origination site must be a liaison with the CVS Network Operations Center in case of any problems, both during the setup
time and throughout the videoconference.
Distance learning applications may require additional services such as exam proctoring, assignment collection, classroom monitoring, etc. These services should be negotiated on
a case-by-case basis by participating campuses.
- Campus Responsibilities:
- Campus Videoconference Administrators or their designees are required to be present at the videoconference facility during the entire setup time. This requirement is
particularly important during Multi-point conferences since it is possible for one site’s connection to a videoconference to negatively affect sites that had already connected and
verified their connection.
- The Videoconference Administrator, or their designees should supervise the setup of the videoconference and communicate with CVS NOC staff regarding any problems with the
videoconference setup. Each site must provide a voice contact number for use during the duration of the videoconference.
- CVS Responsibilities
- The CVS NOC staff will be available for technical assistance during videoconference setup.
Campus videoconferencing facilities should be available for use during the normal business day, 8:00 AM to 5:00 PM, Monday through Friday. Uses at other times may be
negotiated between or among participating sites. If equipment is permanently installed in a room, it is suggested the site assign the highest priority for the room’s usage to
videoconferencing.
The Network Operations Center (NOC) for CVS is staffed twenty four hours a day, seven days a week, 365 days a year for videoconferencing questions or problems. If
you need assistance with an active video, please call the NOC at (714) 220-3494.
|
Still Using The Old Online Request Form?
|
|
The new CVS Scheduling Desk puts the power to schedule conferences in the hands of the Video Administrators at each campus. This allows greater
scheduling flexibility. Video Administrators who have not yet done so are encouraged to set up accounts for the new CVS Scheduling Desk. For information
on how to set up an account visit http://cvs.cenic.org/schedule/index.html.
For Video Administrators who do not have CVS Scheduling Desk accounts, the old request system, known as the CVS OnLine Video Conference Request Form, is still available.
However, this system involves a middleman, the CVS staff at CENIC, and therefore includes restrictions and deadlines not encountered with the
CVS Scheduling Desk.
The Scheduling section of this document for users of the new CVS Scheduling Desk can be found here.
|
The scheduling of videoconference resources is on a first-come, first-served basis. However, to insure that instructional uses of the videoconferencing equipment
have priority, administrative conferences may not be reserved earlier than two months in advance of an event.
- If you are using the online request form:
- After the Videoconference Administrator submits the request form, it will be reviewed and either confirmed or a request for more information will be sent.
Please be patient; during normal business hours (8am - 5pm) it may take up to two hours for a response.
- Reserving a Conference Site:
- Videoconference Administrators must contact the appropriate Videoconference Administrator at another site to request a videoconference room reservation.
No room should be scheduled without the consent of that site's Videoconference Administrator.
- Scheduling a Conference:
- Point-to-Point Conferences do not require scheduling; however, unscheduled Point-to-Point conferences cannot be guaranteed the same level of troubleshooting
support provided to scheduled conferences. The CENIC NOC possesses tools to assist with scheduled conferences that are not available for unscheduled conferences.
Multi-Point Conferences must be scheduled using the CVS OnLine Video Conference Request Form at least 24 hours in advance for 1 to 6 sites and 48 hours in
advance for 7 or more sites. Multi-Point Conference Reservations made less than 24 hours in advance must be done by contacting the CENIC NOC by phone, not
by submitting a request form to the CVS staff.
The processing of late reservation requests will be supported on a "best effort" basis, subject to available staff and equipment resources.
Please note that transition to the new CVS Scheduling Desk will make these lead time restrictions virtually non-existent.
- Setup times:
- Setup times are determined by the number of sites involved in the conference (1-6 sites: 30 minutes setup time and 7 or more site multi-points:
60 minutes setup time) and reflect the complexity of testing and verifying that all equipment is operating properly. Additional sites may be added later
only with the approval of the originating Videoconference Administrator and only if the site(s) is/are able to establish successful connection with the CENIC NOC.
- Changes to active conferences:
- Without exception, changes to active conferences must be requested through the Videoconference Administrator who requested or scheduled the conference.
The Videoconference Administrator is the only person authorized to request a change to an active conference and must do so by contacting the CENIC NOC. With the
new CVS Scheduling Desk, Video Administrators have the ability to make changes to active conferences without consulting CENIC's NOC.
- Adding a site:
- The Videoconference Administrator may request additional sites for a scheduled conference via e-mail to SchedDesk@cenic.org,
or by phone (714-220-3465). Requests for addition of sites must meet the minimum time requirements listed in Section H of this document. All changes and additions
will be noted in the comments section of the Online Video Scheduler.
- Deleting a site:
- Deleting a site from an existing multi-point reservation may be done no later than 24 hours before the scheduled setup time for videoconferences with 1 to
6 sites and 48 hours before the scheduled setup time for videoconferences involving 7 or more sites. For deletions that do not meet the minimum time requirements,
the Videoconference Administrator must call the CENIC NOC to request the deletion.
While the recommended time frames are still good guidelines, Video Administrators who schedule through the new CVS Scheduling Desk
have more flexibility in adding and deleting sites from conferences to accommodate last minute changes.
- Cancelling a conference:
- Cancelling a conference must be done at least 1 hour before the scheduled setup time for point-to-points and at least 24 hours before the scheduled setup time
for multipoints. The Videoconference Administrator is responsible for notifying the CVS staff and all participating campuses of a cancellation. The new
CVS Scheduling Desk offers the flexibility to cancel a conference at any time. While the recommended time frames are still
good guidelines, the ability to cancel a conference with little advance notice is helpful for those times when last minute changes occur.
Campus responsibilities include:
- Schedule videoconferences.
- Videoconference Administrators are required to schedule all videoconferences originating from their campus unless arrangements have been made with
another Videoconference Administrator. Scheduling is done using the CVS Online Videoconference Scheduler.
- Confirm availability of rooms.
- Videoconference Administrators are responsible for confirming the availability of videoconference facilities at each participating campus by
contacting the Videoconference Administrator from each campus involved. You must always obtain permission before scheduling the resources of
another campus. Although a campus site might appear available in the CVS Scheduling Desk, the room/resource could be reserved for a videoconference
that does not require CVS resources.
- Modify videoconferences.
- Videoconference Administrators are responsible for requesting any modifications to scheduled videoconferences as required by participants
including removal of sites and cancellations.
- Notify participants of schedule and changes.
- Videoconference Administrators are responsible for notifying all participating sites. Videoconference Administrators of the scheduling of a
videoconference, and of any changes made to the videoconference. With the new CVS Scheduling Desk, notifying participating sites is much easier.
The CVS Scheduling Desk automatically sends out email confirmations to all participating site Video Administrators
who have accounts in the CVS Scheduling Desk. For those participants who are not part of the CVS network or who do not yet have accounts, their
e-mail addresses can be included before creating the conference.
- Notify other campus Videoconference Administrator of local participants.
- Videoconference Administrators are responsible for providing the campus Videoconference Administrators at other participating campuses with the
names, department, and number of participant(s) expected at their site.
|
CalREN Video Services responsibilities include:
- Review scheduled videoconferences.
- CVS staff will review scheduled conferences daily and resolve any known problems.
- Provide sssistance for scheduling, and technical difficulty.
- CVS staff will be available for assistance with scheduling and technical problems. This includes videoconferences scheduled after a deadline or
other conferences that cannot be scheduled using either the CVS Scheduling Desk or the CVS OnLine Video Conference Request Form, and technical
difficulty resolution. For assistance please contact the CENIC NOC.
- Notify participating Videoconferencing Administrators of schedule and technology changes.
- CVS staff is responsible for notifying all participating site Videoconference Administrators of any changes made to a videoconference by CVS
staff and any changes made to technologies used by CVS.
|
For scheduling problems and/or to be added to an active videoconference, contact the originating Videoconference Administrator. Videoconferences
requested after the established scheduling deadlines may only be scheduled by CENIC NOC Staff.
With the new CVS Scheduling Desk, Video Administrators will be free to schedule conferences at any time.
Best judgment should still be used and it is still the originating Video Administrator's responsibility to inform all participants of scheduled
conferences or changes. The CVS NOC staff will remain available to assist with technical difficulties that may arise.
To resolve problems regarding the scheduling of a videoconference, call the CVS Scheduling Desk at 714-220-3465. To resolve problems regarding the
setup and transmission of a videoconference, call the CENIC NOC at 714-220-3494.
In order to provide the best support possible for CVS, CENIC maintains a list of Videoconference Administrators, Coordinators, Engineers/Technicians, and
Network Technicians (with responsibility for the gatekeeper) at each campus. If any of your campus contacts change, please contact the CENIC NOC with
the new information.
Network Operations Center • Phone: 714-220-3494 • noc@cenic.org • noc.cenic.org
CVS Scheduling Desk • Phone: 714-220-3465 • SchedDesk@cenic.org • cvs.cenic.org/schedule
The CVS Scheduling Desk may be used to request a reservation for a new videoconference, or to modify a scheduled videoconference.
Access to the system for scheduling purposes will be limited to selected individuals and determined by the Videoconference Administrator at each campus.
Transition to the new CVS Scheduling Desk has been underway since July 2006 with more Video Administrators requesting accounts everyday.
We would like to see ALL Video Administrators up and running on the new CVS Scheduling Desk by mid fall 2006. Please go to
http://cvs.cenic.org/schedule/index.html from more information on how to set up your account.
Choose the date, time and sites to participate.
Contact the Videoconference Administrator at each campus to ensure availability of resources.
Access the CVS Online Videoconference Scheduler. The Scheduler page will be displayed including several entry fields.
Before formally scheduling a videoconference, complete the required information about the videoconference. Enter the necessary information in each of the fields.
- Videoconference Title:
- Enter a descriptive title for the videoconference being scheduled (maximum 50 char).
- Videoconference Administrator:
- Enter the name of the Videoconference administrator who is scheduling the conference.
- Videoconference Administrator's Telephone:
- Enter the Videoconference Administrator's phone number stored in the system.
- Email Address:
- Enter the Videoconference Administrator's email address. It is very important to fill in this field; otherwise a confirmation message cannot be sent.
- Start Date:
- Enter the actual start date of the requested videoconference. Enter the date in the format MM/DD/YYYY.
- Start Time:
- Enter the time that the event will begin, excluding setup time. Enter the time in the format HH:MM using military time. For example, 1:00 PM would be listed as 13:00.
- Duration:
- Enter the desired duration of the videoconference event exclusive of setup time. Again, the system will automatically add a 30 minute set-up time if it is not
specified. List duration time in the format HH:MM.
- Frequency:
- Click on the down arrow in the frequency field and a list will appear including: Once, Weekly, or Bi-Weekly (Default: Once). Select the desired frequency
for a recurring videoconference. For a one-time videoconference, select "Once."
- Final Date:
- Edit the date entered to reflect the final date of the videoconference. For single occurrence videoconferences no entry is required in this field.
- Day of Week:
- Click on the box next to each day of the week that you wish to schedule a recurring videoconference. (Default: No days will be selected.)
- Speed:
- Use the selection arrow at the right of the field to display the possible transmission speeds for the videoconference and select the most appropriate speed.
384 kbps is the default setting. It is appropriate for most events.
- Event Type
- Use the selection arrow at the right of the field to display the possible event types for the videoconference and select the most appropriate type. The
information in this field is used primarily by system administration to track the usage of the system. You must choose an Event Type before your videoconference
will be scheduled. IMPORTANT - When planning a videoconference, all rooms must be confirmed first by phone or email with each participating site's Videoconference Administrator.
- Videoconference Rooms:
- All videoconference rooms in the system are listed by room number or name. To select a port/room, click on the selection box to the left of the room name.
- Submit Request Button:
- To submit videoconference request, click on the Submit Request button. The system will automatically generate an email reply indicating that the reservation request has been received.
When a videoconference has been scheduled and confirmed, the originating Videoconference Administrator must notify the Videoconference Administrator at
each participating site via e-mail. E-mail addresses for each Videoconference Administrator are available on the CSU and CCC lists linked at left. The
e-mail must include all information displayed on the Confirmation Page. The easiest way to create this e-mail message is to copy the information from the
Confirmation Page and paste it into an e-mail message.
You may modify a videoconference as it is being created or after it has been scheduled by using the CVS OnLine Video Conference Request Form (be sure to
note in comments that this is a modification of a previously-scheduled videoconference) or by sending e-mail to SchedDesk@cenic.org.
When a videoconference has been modified and confirmed, the originating Videoconference Administrator must notify the Videoconference Administrator at each site
of the videoconference modification via e-mail. E-mail addresses for each Videoconference Administrator are available on the CSU and CCC lists linked at left.
The e-mail must include all information displayed on the Confirmation Page. The easiest way to create this e-mail message is to copy the information from the
Confirmation Page and paste it into an e-mail message.
To add a campus to a videoconference just prior to the setup time or to an already active videoconference, call the originating Videoconference Administrator
to get an approval to be added. The originating Videoconference Administrator or their designee are the only people who can call the CVS help desk to have a
site added or dropped to or from a videoconference.
In other emergency situations such as, if a videoconference thought to be scheduled does not appear on the Scheduler, or a scheduled videoconference doesn't
start at the designated time, please call the CENIC NOC at (714) 220-3494.
As you can see, the advantages to Video Administrators of using the new CVS Scheduling Desk are numerous. Please visit
the introductory page for the CVS Scheduling Desk to request an account.
|
![[CVS: Scheduling Desk]](../pix/global/int_schedule.gif){kind=small}
![[CVS: User's Guide]](../pix/global/int_guide_hl.gif){kind=small}
![[How To Connect]](../pix/guide/int_guide_connect.gif){kind=small}
![[Usage Guidelines]](../pix/guide/int_guide_usage_hl.gif){kind=small}
![[Changing Your Screen View]](../pix/guide/int_guide_view.gif){kind=small}
![[CSU Video Rooms]](../pix/guide/int_guide_csu.gif){kind=small}
![[CCC Video Rooms]](../pix/guide/int_guide_ccc.gif){kind=small}
![[VoIP Dialing Plan]](../pix/guide/int_guide_voip.gif){kind=small}
![[CVS: Equipment Guide]](../pix/global/int_equipment.gif){kind=small}
![[CVS: Videoconferencing Tutorials]](../pix/global/int_tutorials.gif){kind=small}
![[CVS: CVS Committees]](../pix/global/int_committees.gif){kind=small}
![[Network Operations Center]](http://cvs.cenic.org/pix/global/noc_button.gif){kind=small}
![[CalREN Video Services]](http://cvs.cenic.org/pix/global/cvs_button_hl.gif){kind=small}
![[Board Member Login]](http://cvs.cenic.org/pix/global/board_button.gif){kind=small}
![[CVS: User's Guide]](../pix/guide/guide_header.GIF){kind=small}
