An interview with the President...a tour of the Monterey Bay Aquarium...a collaborative class project with students in Australia... a lecture from a scientist in Moscow....IMAGINE. Imagine classrooms without walls, countries without borders, where the world is one big, interactive, connected classroom.

Multipoint videoconferencing is transforming this dream into reality by bringing students and teachers all over the world face-to-face, to work towards shared educational goals.

This website contains everything you need to successfully produce a multipoint videoconference. To get started, click on a topic below.

• Overview
• Job Aid
• Sample Forms for Multipoint Videoconferencing
• Common Problems and Solutions
• Glossary
• Hot Links

Overview

Are you one of the many professionals with access to videoconferencing equipment who chooses not to use it ? What's your excuse?

You believe that you have to be a "techno-whiz" to produce a videoconference

Existing resources (classes, books and workshops) require more time, money, and energy than you are willing--or able-- to invest in learning to videoconference.

You have no idea how to transform your idea into a videoconference.

Do any of these statements ring a bell? If so, you are not alone; currently this promising technology is widely underused in educational institutions--even those that are already wired for multipoint videoconferencing.

Fortunately, multipoint videoconferencing "ain't rocket science." All you need is a great idea and the ability to follow directions. This job aid will help transform your great idea into a memorable videoconference.

Job Aid

A job aid is a resource which supports the performance of a task that is complex, infrequently performed, or contingent upon a series of steps that must be executed in a specific order to be successful. This step-by-step guide will help you successfully produce a multipoint videoconference.

Step 1: STATE the goal of your videoconference

Make your conference more than just a "meeting of the mouths", by doing something that can't be done without videoconferencing, such as:

Step 1a. Is your idea starting to "gel"? If not,

	Use the "Hot Links" section of this site
	Ask experienced collegues for suggestions
	Visit Videoconferencing directories on the Internet
	Ask your students for ideas!

If you have never before participated in or produced a videoconference, it's a good idea to use a tried and true format. You can get more adventurous once you have some experience!

[Top || Job Aid || Forms || Problems || Glossary || Hot Links]

Step 2: WRITE the objectives for your conference.

Think of writing objectives as creating the "lesson plan" for your videoconference. Once you write these simple but critical statements, the content,structure and agenda will flow from your objectives. For example:

The students will collaboratively write a children's story
The students will make a comet out of dry ice and water
The students will interview President Clinton on education.

Remember, multipoint videoconferencing is just a meduim for delivering instruction; well designed instruction is essentially the same, whether the media is paper, video or lecture, only the details vary!

STEP 3 : PLAN your videoconference

Contact the guest speaker or performer.Explain what you'd like them to do. Agree on the specifics of their appearance. Will they....

Entertain Teach Perform A combination of activities

• Select at least two dates that work for the talent and for you--one for a technical test and one for the videoconference. (Four dates are preferable, to give you some leeway in scheduling.)
• Invite other sites with similar interests to participate
• Discuss and confirm the dates and times with the sites
• Identify a facillitator for each site

[Top || Job Aid || Forms || Problems || Glossary || Hot Links]

STEP 4: SELECT a method of controlling your conference.

Just as television studios have control rooms to select video sources (what goes on the air and when) you'll need a way to control the flow of your videoconference. Two of the most popular methods are voice-activated switching and Universal Chair Control (UCC) Though it is not uncommon to use both during a videoconference, stick to one method or the other until you have more experience.

STEP 5: MAKE RESERVATIONS

	Reserve the videoconferencing room and equipement.
	If technical support is available, request it.
	Request a written confirmation of your reservations

STEP 6: COLLECT data from the sites

Call the participating sites and ask them for the following critical information:

STEP 7: RESERVE bridge time

1. Select a bridge provider for your videoconference; they are not all the same.
2. Ask the bridge provider to FAX you two Group Reservation forms
3. Complete one for the technical test and one for the videoconference.
4. Request UCC, if desired
5. Ask the bridge to tape your videoconference (optional)
6. Enter the data collected in step 6 into the group reservation form.
7. FAX completed forms back to the bridge provider.

STEP 8: WRITE a schedule for the videoconference

In a multipoint videoconference, it is very important to run a "tight ship". If possible, have every minute of your event planned, from start to finish. The schedule should include the following items:

	Arrival time for key personnel, guest speakers or performers
	Time when sites will call into the bridge. In multipoint videoconferences, this is time is always at least thirty minutes before the conference begins.
	Start time
	A detailed agenda. What will happen, where and when?
	End time. Make sure that this time is at least 5 minutes before the end of the bridge time, or your conference will end very abruptly!

STEP 9: FAX an information packet to each location.

Include the following items:

STEP 10: CONDUCT the technical test 

STEP 11: PRODUCE your videoconference

Sample Videoconference Forms

Contents

• group reservation form
• technical data
• schedule
• agenda

Group Reservation Form

Sheldon GroupVideo

1-800-000-0000

FAX 800-000-0001

Today's Date:

Your Name:

Your company or organization:

• Account #:
• Telephone #:
• FAX#:
• Pager#:

Billing Information:

• Telephone#:
• FAX#:
• Single bill
• Bill each site

Conference Information

• Videoconference Date:
• Conference Name:
• Number of participating sites?
• Start time:
• Length:
• Request for Overtime? Y/ N

Conference Control Options

Voice Activated Universal Chair Control (UCC) Presentation

Lecture Videotaping by bridge

Video Format:

• CIF
• H.CTX
• QCIF
• H.CTX+

Audio Protocol:

• G-728
• G-711/722

Bandwidth:

• 56x2
• 336
• 384
• other

**Please be sure that this information is correct, and that all sites have the same rate of transfer,video and audio protocols. Failure to do so could result in technical problems that will have a negative impact on your videoconference.

You will receive confirmation of your reservation(s), UCC directions, bridge numbers and the bridge troubleshooting number within 2 days, unless the request is marked URGENT.

Technical Data

(Please make a note if the BRIDGE NUMBERS are DIFFERENT for the test and the event. )

TECH TEST: May 5, Noon-5PM, Conference # 001

EVENT: May 10, 8:30 - NOON, Conference #002

• Equipment Parameters--
• Speed: 336
• Audio: G.722
• Bridge Trouble Number: 1-800-000-0000
• (Refer to Conference # 001, 002)

Before the conference:

• Activate the POTS line at your site
• Inform participants and audience of microphone protocol
• Echo-cancel as soon as most of your audience is seated

During the Conference:

• Minimize use of PIP
• Mute Microphone unless speaking
• Wait until your site is called upon before asking a question
• Use your POTS line to report audio or video trouble

Schedule

1. Technology Test: May 5, Noon to 5 PM
2. Library: noon to 5 PM
3. Community: 1-5PM
4. Other Sites: 3:30 to 5 PM

   ---

Tech Test Schedule:

• Noon to 1PM: Technical set-up and testing at Library
• 1PM: Library and College dial into bridge
• 2PM: Run-through with moderators begins
• 3:30: All sites call into bridge; talk through events and protocol for event on May 10

Videoconference Schedule:

• May 10: 8:30 to Noon
• San Diego: 8:30 to noon
• San Francisco: 9-noon
• Other sites: 9:30 to noon

Schedule by site:

• 8:30 AM: Technical set-up and testing at Library
• 9AM: Library and College dial into bridge
• 9:30 AM: Remaining sites dial into bridge: all sites with muted microphones
• 10:15 AM: Audience members arrive at sites
• 10:30 AM: Program Begins
• Noon: Program Ends

Agenda

10:15 Audiences arrive at participating sites

* Note: People who will be speaking need to sit together, near the microphone

10:25 Moderator will review expectations for audiences

10:30 Videoconference Begins

5 minutes: Introduction by Moderator

10 minutes: Sites greet speaker and one another

30 minutes: Keynote address by speaker

15 minutes: VHS tape viewed by all sites

30 minutes: Brief questions from preselected audience members at each site:

• Library-- 2 questions
• College-- 2 questions
• High School-- 2 questions
• ABCD Los Angeles-- 2 questions

Noon: Closing Remarks / Conclusion

Common Problems and Solutions

Though you can plan your videoconference down to the last secondthe fact is that technology--and human beings-- are not perfect. Expect the unexpected and don't panic! This section contains problems that commonly occur during technical tests and videoconferences, and their solutions.

The Videoconferencing Equipment is not working.

• Reboot the entire system, modem and all.
• Run a system diagnostics test and review the results.
• Call the manufacturer's HELP DESK and explain the problem. They can often "walk you" through the process of repairing the system.
• Schedule a service call well before the date of your videoconference.

Your attempts to dial into the bridge are failing.

• Check the technical data form; make sure you are dialing into the correct bridge number for your site.
• Call the Bridge trouble number for assistance.
• Call other sites on their POTS line to find out if they have accidentally dialed into the wrong bridge number and are blocking your line.

Participating Sites are not dialing into the bridge at the appointed time.

• Call the site on their POTS line.
• Ask them to check and be sure that they are dialing into the right bridge number.
• IF they are having technical difficulties, tell them to follow the course of action laid out above.

The audio at other sites is bad.

• Do an audio check with each site.
• Reposition the microphone or the talent until the audio is acceptable.

The talent is nervous.

• Turn off the PIP or picture in picture, so that the talent does not see themself on the television screen.
• Reassure the talent.
• Distract them by going over the agenda, and do a dry run, if possible.

Mismanagement of microphones.

Many people who have never videoconferenced before forget to turn off or mute the microphone at their site until they are called upon to speak. This problem can ruin a conference unless it is rapidly corrected.

• Call the site on their POTS line and ask them to please mute their microphone until it is their turn to speak.
• If all else fails, ask the moderator to call on offending site to mute, live, during the conference.

Problem: Unruly Audience

Educational Videoconferences often involve school children, who tend to get restless during events longer than 15 minutes.

• Before the videoconference, be sure to tell the facillitators that they are responsibile for controlling audience members at their site.
• If the conference is longer than 60 minutes, be sure to include time for breaks on the agenda.

Glossary

This resource defines key videoconferencing terms in everyday English. More detailed and technical definitions can be found on the glossaries refereced in the HOT LINKS section.

audio levels: the sound levels at videoconferencing sites; adjust with volume control

bridge: a service provided by telecommunications companies which enables geographically separate videoconferencing sites to communicate with one another via ISND lines

echo canceller: this critical feature of videoconferencing equipment which eliminates echoes and background or room noise PRIOR to a videoconference, so that the only sound heard during the conference are those eminating from the microphones.

equipment: Many companies currently make multipoint videoconferencing equipment; brand names are not important. What is important, is that when you are planning a conference, it is absolutely vital to find out if participating sites have equipement that is able to run at the same speed--as expressed in kpbs or kilobits per second--as your unit. Incompatible equipment cannot videoconference together.

facillitator: the person at each participating site who is responsible for moderating the videoconference; the facillitator introduces speakers, asks questions, controls the audience at their site and controls the whole event.

interactive learning: educational experiences where the learners participate in the event by asking questions, working on a project together. In this context, students are active rather than passive learners.

multipoint videoconferencing : a videoconference involving three or more sites or locations.

objectives: these simple but critical statements describe what students will be able to do as the result of an educational experience. Objectives have three components: the learners performance, the conditions under which it will be exhibited and the criteria the learner must meet. (see examples in Step 2 of the Job Aid)

POTS: though this acrynom stands for plain old telephone system, as used in videoconferencing, a POTS line is the telephone line closest to the videoconferencing equipment. This line is used to troulbeshoot problems during videoconferences.

presets: camera shots that are "preset" using the remote control of the videoconferencing unit. Presets allow users to push a button (labeled I,II,III and IV) and the camera will automatically go to the desired camera shot. For example, if your videoconference includes speakers who will stand at a podium, you will want to have a preset of the speaker at the podium.

reboot: turning the videoconferencing equipment off then on again. Amazingly, rebooting the equipment often clears up minor technical problems.

site contact: the person who is in charge of the videoconference at a each site.

speed: the rate of data transmission over a line (ISDN, TN1, etc), which determines the quality of the audio and video components of a videoconference. Faster speed mean higher quality, slower speeds mean lower quality. 336 or 384 kpbs are good speeds for multipoint videoconferences.

technical contact: the people at participating sites who are responsible for the technical aspects of the videoconference, including audio levels, lighting, camera shots, etc.

technical data: the technical data for a videoconference is VITAL, and includes the audio setting(s), the rate of data transfer (speed), bridge numbers, POTS numbers for each site and the bridge troubleshooting number.

technical difficulties: like the people who use it, videoconferencing equipment is not perfect. The fact is that technical difficulties are the rule rather than the exception during multipoints. Some are caused by the equipment, some by the bridge provider, and some by the people operating the equipment. (See common problems and solutions section onthis site).

technical support: people at partticipating sites who help out by manning cameras, setting up rooms, plugging in cables or doing whatever is necessary to make sure a videoconference goes smoothly. In general, the more support, the better.

technical test: technical tests precede videoconferences. They are used to identify and eliminate potential problems, to set audio and lighting levels, to do a dry run of the videoconference, and to allow participating sites to meet and get comfortable withone another before the event itself.

Universal Chair Control (UCC): a method of controlling the flow of the videoconference by switching from one site to another when appropriate. The bridge provider reserves a telephone line on the bridge for UCC, which is operated using commands on a telephone keypad. (ie. #3, *004, etc.)

videoconferencing protocol: or manners. Like a large meeting where only one person can speak and be heard at a time, multipoint videoconferences involve multiple audiences at multiple sites. If everyone talked at once, chaos would rein at your carefully planned event. The protocol is simple:

• Each site must follow the agenda, and speak only when it is your turn they are called upon to speak.
• After someone has finished speaking, wait 2 or three seconds before beginning to speak--or you will interrupt the speaker.
• All microphones must be muted when a site is not speaking,
• Audience members must sit still,
• Presenters should not make fast or sweeping movements or their image will blur
• Speakers should talk in a regular voice--people who are new to videoconferencing have a tendency to shout!

voice-activated switching : an automated system of switching the video source during a videoconference that is controlled by the dominant audio source. In other words, when someone at a site speaks, the video source--or picture on the television screen--switches to that site. Though this system is far easier to use than UCC, you'll also have less control over your conference. For example,if one site forgets to mute their microphone after they speak, and another site begins their presentation only to have the camera jerked away by sound at the unmuted site, your carefully planned conference will not run as smoothly as you'd like. To avoid this problem, carefully review conference protocol with each site during the technical test.

Hot Links

The Internet sites listed here are additional sources of information on videoconferencing.

• http://www.kn.pacbell.com/wired/vidconf/glossary.html
• http://www.infm.ulst.ac.uk/papers/vidconf/main.html
• http://www.videoconference.com/
• http://www.jma.com.au/videpape.htm
• http://www.bitscout.com/faqtoc.htm
• http://www.oit.itd.umich.edu/reports/DistanceLearn/appendix1.html