Introduction to Videoconferencing

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Copyright 2004 The Regents of the University of California
UC Washington Center | 1608 Rhode Island Avenue, NW, Washington, DC 20036 | (202) 974-6200

Table of Contents

Introduction .................................................................................. 4
Videoconferencing Etiquette........................................................ 5
What to wear ............................................................................................................... 5
Unnecessary Noise...................................................................................................... 5
Guidelines for a successful videoconference............................... 6
Using the Equipment .................................................................... 7
Main Display Screen....................................................................................................... 7
Camera Controls ............................................................................................................. 8
Volume Control .............................................................................................................. 8
Transmitting Information................................................................................................ 9
Transmit Source .............................................................................................................. 9
Document Camera ........................................................................................................ 10
Use and Support.......................................................................... 10
No Warranties/Limitation of Liability ...................................................................... 12
Non-Washington Center Videoconferencing Devices.............................................. 12
Glossary ....................................................................................... 13

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Introduction
Videoconferencing is an interactive method of communication that combines
the use of video, audio, and computing technologies to allow people in different
locations to meet face-to-face to conduct a conference in real-time. It can
substitute for the actual physical presence of remote participants. This reduces
travel costs as well as travel time and makes meeting attendance more
convenient. It also provides flexibility in pulling together at short notice
meetings of people in many and/or widely separate locations. For education, it
offers opportunities to more readily bring outside experts into the classroom.
Videoconferencing provides remote participants with much of the face-to-face
familiarity that comes with physical presence, including the elements of facial
expression, body language, and eye contact.

The University of California, Washington Center has nine videoconferencing
locations. These include the Multipurpose Room (Room 120), Auditorium
(Room 117), four conference rooms (Rooms, 201, 301, 1004 & 1104), two
seminar rooms (Rooms 317 & 318) and a distance learning lab (Room 314).
The Center is capable of hosting four simultaneous point-to-point
videoconferences at up to near-broadcast quality audio and video resolution.
Additionally, via the University’s videoconference bridge in Oakland,
California, the Washington Center can be tied together with multiple remote
videoconference sites in a multi-point videoconference. Videoconferencing is
via multiplexed ISDN at a maximum connection speed of 384 kbps or Internet-
based IP at 768 kbps. Connection speeds may vary depending upon carrier
conditions and the capabilities of the far side videoconference site.

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Videoconferencing Etiquette
In videoconferencing there are conducts or procedures that we must follow in
order to successfully execute a videoconference with minimal problems. The
University of California, Washington Center has compiled some etiquette that
will put your mind at-ease and guide you through your videoconference
experience at the Center.

What to wear
Wear conservative colored clothing such as blue or black; avoid
wearing white, red or patterns such as plaids or stripes. Wearing all
light or all dark clothing should be avoided. The camera’s automatic
brightness control will be tricked by these colors. If you wear too much Don’t Wear
light colored clothing the camera will automatically darkened the picture
making your face appear shadowed. If you wear too much dark clothing
the camera will automatically lighten the picture making your face appear
light. Pastel colors are preferable.

Wear
Unnecessary Noise
Avoid distracting movement such as tapping your fingers or pencil, turning
back and forth in your chair, wiggling your foot, chewing gum or engaging in
side conversations during a videoconference. The microphones are very
sensitive and any noises made on your end will be amplified at the other end.
Use the mute button when you do not expect to be speaking for a long period of
time.

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Guidelines for a successful videoconference

• Introduce all of the participants at your location; encourage the other site
to do the same. Announce your name and the location you are
participating from. Example, "This is Joe California in Washington,
DC...” When you precede your comments with that simple statement
each time a new person begins to speak, participants from all sites will
have an idea who is speaking and where they are from.

• Speak and move naturally, there is no need to yell into the microphone.
Maintain eye contact with the people on screen as you would if you were
having a meeting in person. The microphones at the UC Washington
Center are located on the ceiling; there is no need to look up while
speaking. The microphones are very sensitive and can pickup every noise
that occurs in the room.

• Have an agenda. Distribute this agenda to all participants in the
conference. Like any other meeting, a videoconference takes less time
when there is a clear agenda and will be more successful. Signs of
unpreparedness will be magnified in a videoconference. Remember,
videoconferences can't always be extended, because the room may not be
available after your scheduled time.

• There is a slight delay in transmission due to the nature of the medium.
Be sure a person is finished speaking before you speak. Multiple sites
speaking at once can cause delays in the switching. Also pause from time
to time to allow for questions. Try to be within the camera's field of
vision when speaking.

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• It is better to mention the technology only when there is a problem. Time
will be wasted if participants are asking about “how is my audio?”, “Is
my video good?” The UC Washington Center Information Technology
Services support personnel have already gone through the testing of the
video and audio with all participating sites. However, letting the far side
know that the video or audio is being lost is very helpful.

Using the Equipment

The following diagrams are for advanced users on the types of
videoconferencing controls that are used at the UC Washington Center.

Main Display Screen
The main screen displays available sources.

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Camera Controls

Tilt Camera Up
Zoom-In

Pan Camera Left Pan Camera Right

Zoom-Out Tilt Camera Down

Volume Control

Push the UP or DOWN arrows to control the volume of the conference.
Push the MUTE button if you want to carry a conversation with your site.

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Transmitting Information
The UC Washington Center videoconferencing system has the capability to
transmit information from a computer, your personal laptop or our document
camera to the participating site(s) of a videoconference. The images below
give a visual description of the different types of sources that information
can be transmitted from.

Transmit Source
When the transmit button is pushed from the Main Display Screen, the
image below will be displayed. To transmit information click on the
appropriate source where the information you are transmitting is located.

Used to transmit information
from a computer Used to transmit information
from a Laptop
These buttons are used to switch
between the speaker(s) and the audience Used to transmit hard copied documents

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Document Camera
The document camera is used to show text, diagrams and a variety of
graphical materials as well as small three-dimensional objects.

Use and Support
Requests for the use of the Center’s videoconferencing facilities must be made
on the Center’s Videoconference Reservation Form. These forms are available
from the videoconferencing coordinator. University faculty and staff without a
local sponsor at the Washington Center should fax the completed form to
(202) 974-6250 or mail to:

Attn: Michael Sesay
University of California, Washington Center
Videoconference Reservations
1608 Rhode Island Avenue, NW
3rd Floor
Washington, DC 20036

At the time of reserving a videoconference, the sponsor of the call must provide
the Center with valid recharge account information and proof of authorization.
A videoconferencing session will not be established without this information.
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Reservations for the use of the Washington Center’s videoconferencing
facilities must be received, at least, three business days in advance of the
proposed time of the videoconferencing session. The UC Washington Center is
in the Eastern Time Zone. It is assumed that all session times are provided in
Eastern Time (ET). Reservations are subject to the availability of the
Washington Center’s videoconferencing venues. In most instances, an operator
is required to establish a call and verify the audio and video link. An exception
to this is the Auditorium (Room 117), which must be booked, at least, one
business week in advance and requires an operator for the duration of the call.

When calling a new remote site, it is University best practice to make a test call
to this location in advance of the actual call for link and protocol verification.
As many remote sites can be heavily booked, when requesting a reservation
please allow sufficient lead time for a link and protocol verification test. In
some instances, sessions booked at the last minute, may need to be made
without prior link and protocol verification.

Cancellations must be received by 3:00 PM ET the last business day before the
scheduled videoconference to avoid cancellation fees. If the videoconference is
cancelled after 3:00PM ET the last business day before the scheduled
videoconference, the session setup fee will be recharged to the call sponsor.

The minimum reservation time for use of the Washington Center’s
videoconferencing facilities is one hour. Sessions are provided in one-hour
increments. Additional hours will be billed at five minutes past the hour. Unless
other arrangements are made in advance, the Center will attempt to connect
with the far site 15 minutes in advance of the scheduled call time for final link
verification. The 15 minutes link verification period is not counted as part of a
session’s duration.

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The Washington Center reserves the right to change videoconference terms
and conditions without notice.

No Warranties/Limitation of Liability

The UC Washington Center's videoconferencing service may not be free from
defects or technological difficulties and is provided "as is," without warranty of
any kind, either express or implied. In the event of a failed or defective
videoconference involving the videoconferencing services, the University’s
total liability shall not exceed the amounts due to the University for the Services
associated with the failed or defective videoconference. IN NO EVENT SHALL
THE UNIVERSITY BE LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL OR
CONSEQUENTIALDAMAGES, INCLUDING WITHOUT LIMITATION, DAMAGES
FOR LOSS OF business profits, business interruption, loss of business

information, or any other pecuniary loss, arising out of or in connection with
any use of the Washington Center’s videoconferencing service, in any form
whether SUCH LOSS IS CAUSED BY the University or the University's
suppliers, agents or otherwise, even if the University's has been advised of the
possibility of such damage.

Questions about videoconferencing at the UC Washington Center can be
directed to the videoconferencing coordinator at (202) 974-6206 or by e-mail to
michael.sesay@ucdc.edu.

Non-Washington Center Videoconferencing Devices

The Washington Center recognizes that in some instances, programs or
individuals may wish to use either portable or PC-based desktop
videoconference devices not provided by the UC Washington Center.
Unfortunately, such devices can have a profound impact on the delivery,
security and stability of information services to the Center as a whole. For
that reason, the Center does not support non-Washington Center
videoconferencing devices.

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Glossary

Point-to-Point Videoconferencing
Point-to-Point videoconferencing allows your location to participate
in a videoconference with one other location.

Multi-Point Videoconferencing
Multipoint videoconferencing allows more than two sites to
participate in a videoconference at the same time.

Multiplexed ISDN
Multiplexed ISDN is when two or more ISDN circuits are used to
broadcast a signal, such as a videoconference session.

Internet Protocol (IP) Based Videoconferencing
Internet Protocol based videoconferencing is used to carry video over
IP-based environments, particularly Local Area Networks.

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For More Information Contact:
Michael Sesay
University of California, Washington Center
1608 Rhode Island Ave., NW, 3rd Floor
Washington, DC 20036

Tel: 202-974-6206
Fax: 202-974-6250
E-Mail: michael.sesay@ucdc.edu

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Introduction to Videoconferencing

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