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Video conferencing Best Practice & Etiquette Introduction Video conferencing is used throughout Ulster University for learning, teaching and administration. This document provides best practice guidelines for staff. 1. Familiarisation Before you begin, you should aim to be able to: Use the mute buttons Adjust the camera, if required, so that it includes everyone in the picture Switch to content sharing on/off. If you have difficulties call 66777 and ask that an ICT Campus staff member arranges to meet you to show you how to use the equipment. If you need support for your session, this should be requested, using the self-service portal, at the time of scheduling your Video conference meeting, with a minimum of 24 hours notice. If less than 24 hours notice, please call 66777. 2. Scheduling a Video Conference meeting Read instructions here: https://www.ulster.ac.uk/isd/getting-help/frequently-asked-questions-faq/video- conference-scheduling 3. Checking the technology and the venue 3.1. Equipment Ensure that everyone is aware of technical aspects, such as the mute button, etc. What equipment will you need to use? o The main camera (broadcasts those present in the room to other locations) o PC/laptop (broadcasts screen contents: PowerPoint presentations etc.) Check that you know how to use all equipment prior to the session. If you have any queries about equipment, contact Service Desk on 66777. 3.2. Room preparation Draw the curtains. If you don’t, the image may “white out”. Ensure participants are not backlit as this results in a silhouette being broadcast. Avoid a ‘busy’ background so that the subject is clearly transmitted 4. VC etiquette 4.1. Identify your Campus You may be in a multisite conference so best practice is to identify which site you are joining from which also helps identify any sites with difficulties. 4.2. Remote control It is often a good idea to have one person in control of the remote.

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Page 1: Video conferencing Best Practice & Etiquette · Video conferencing Best Practice & Etiquette ... • What equipment will you need to use? ... • Check that you know how to use all

Video conferencing

Best Practice & Etiquette Introduction

Video conferencing is used throughout Ulster University for learning, teaching and administration. This document provides best practice guidelines for staff.

1. Familiarisation

Before you begin, you should aim to be able to:

• Use the mute buttons

• Adjust the camera, if required, so that it includes everyone in the picture

• Switch to content sharing on/off.

If you have difficulties call 66777 and ask that an ICT Campus staff member arranges to meet you to show you how

to use the equipment.

If you need support for your session, this should be requested, using the self-service portal, at the time of scheduling

your Video conference meeting, with a minimum of 24 hours notice. If less than 24 hours notice, please call 66777.

2. Scheduling a Video Conference meeting

Read instructions here: https://www.ulster.ac.uk/isd/getting-help/frequently-asked-questions-faq/video-conference-scheduling

3. Checking the technology and the venue

3.1. Equipment • Ensure that everyone is aware of technical aspects, such as the mute button, etc.

• What equipment will you need to use?

o The main camera (broadcasts those present in the room to other locations)

o PC/laptop (broadcasts screen contents: PowerPoint presentations etc.)

• Check that you know how to use all equipment prior to the session. If you have any queries about equipment, contact Service Desk on 66777.

3.2. Room preparation • Draw the curtains. If you don’t, the image may “white out”.

• Ensure participants are not backlit as this results in a silhouette being broadcast.

• Avoid a ‘busy’ background so that the subject is clearly transmitted

4. VC etiquette

4.1. Identify your Campus • You may be in a multisite conference so best practice is to identify which site you are joining from which also

helps identify any sites with difficulties.

4.2. Remote control • It is often a good idea to have one person in control of the remote.

Page 2: Video conferencing Best Practice & Etiquette · Video conferencing Best Practice & Etiquette ... • What equipment will you need to use? ... • Check that you know how to use all

4.3. Microphone • Mute microphones when not speaking to reduce feedback. The VC automatically switches to locations where

sound is detected.

4.4. Taking part in a discussion • Where there are relatively large numbers of attendees, state your name before making comments to ensure

everyone knows who is speaking.

5. The VC Call

5.1. Joining a conference Read instructions here: https://www.ulster.ac.uk/isd/getting-help/frequently-asked-questions-faq/how-do-I-

join-a-video-conference

5.2. At the start of the VC Call • Check that everyone can hear and see you and that you can hear and see everyone at other connected

locations.

• Check the image being broadcast is well-framed. For example, frame the face and upper body for a single person.

• Ensure that you are all in shot and that you sit together where possible.

5.3. During the VC Call • Mute the microphone when you are not speaking. Not muting can cause feedback and echo problems.

• Look directly into the camera to give the impression you are speaking directly to the audience at the other

end.

• Speak clearly and not too fast or too slowly.

• Can you see/read/hear everything clearly? If you have problems, you should inform the chair.

5.4. At the end of the VC Call • You must ‘hang up’ your call using the remote or touchpanel.

• Leave the room tidy and ready for use by the next group.

6. After the session

6.1. Technical • Were there any technical issues that need to be resolved before the next session?

• Were you able to use peripherals (Laptop, PC etc) if required?

• If you experienced any technical problems please contact the Service Desk on 66777.