- Coordinator's Responsibilities
- STAN Fact Sheet
- Scheduling a Conference
- Procedures & Policies
- Video Conferencing Tips
- Scheduling a videoconference is simple and easy:
- VTC Procedure & Policies
VTC Preparation Prior to the Day of the VTC Conference:
If you or any of your participating parties are not familiar with how to use video conferencing equipment, it is highly recommended that an introduction and a briefing on how to use the equipment occur prior to the date of the VTC.
Ask your participating site coordinator for assistance but keep in mind that it is not the responsibility of the site coordinators to assist you during a VTC session and that it is up to the participant to get up to speed.
Two days prior to any VTC Conference:
T he VTC coordinator should contact all of the sites and participants to confirm the VTC. The VTC coordinator should also give a quick explanation to the participants on how the conference will be carried out and what procedures are to be followed. A STAN operator can assist you by providing tips on how to run a successful VTC if assistance is sought sufficiently in advance to the VTC.
For example, if it is a voice activated conference involving numerous sites, a moderator from one of the sites should be selected to help direct the conference. This will help maintain a smooth transition while "video-switching" between sites.
Day of the Conference:
The general procedure at STAN is to connect all sites to the conference 20-30 minutes prior to the conference starting time. Site coordinators at each site should have their equipment set and ready at this time. This gives STAN the opportunity to address any issues that may arise prior to the conference.
If you experience any problems or are disconnected anytime during the conference, contact one of the operators at (808) 956-6668 immediately for assistance or to be reconnected.
- Video Conferencing Tips
ATTIRE: Aloha and Business attire are usually more than acceptable and transmits very well. Avoid clothes with bright colors and complex patterns.
Do NOT make unnecessary movements or motions. Try to speak without using hand gestures. A still image usually transmits best to participating sites.
Use the MUTE key when you are not speaking or if you need to have a sidebar discussion. The microphones are very sensitive and will pickup whispers remarkably well.
In a conference, speak normally, the microphones should be able to transmit your normal voice very well.
Do NOT make comments that you do not intend others to hear, no matter how softly you think you are speaking.
Do NOT make unnecessary noises (e.g. crumpling paper, tapping of pen or pencils, etc.).
If you cannot hear audio please check the television monitor.
If the far site cannot hear your audio make sure the microphone is not muted (red light is off).
Try to arrive a bit early and make sure that the camera pre-sets are set to where your participants will be seated. This will allow you to quickly zoom in on individuals who are speaking and pan out for wider room shots.
Learn if there is any other equipment (e.g. document cameras, projectors, etc.) available in a particular studio and how to use them to your best advantage.
It is important to get as much lead time as possible to coordinate and ensure a successful Video TeleConference (VTC). Prepare at least three weeks prior to the requested VTC date.
Requesting a Video TeleConference (VTC):It is very important that the form be completely filled out. Please ensure that the important information such as the technical contact persons for each site and their phone numbers are included in the request. The STAN NOC personnel can provide site information for sites affiliated with the STAN Network.
Contact the STAN Network Operations Center (NOC) by
Business phone: (808) 956-6668 or
Email your request to email@example.com
Provide us with your name, contact number, e-mail, and fax number.
Please include your request for a Video TeleConference (VTC) Request Form and specify how you would like us to send this form to you. We normally send the VTC Request Forms by fax or by electronic mail as an attachment (MS-Excel format).
Complete and submit the VTC Request Form to the STAN NOC fax (808) 956-8019 or via electronic mail to firstname.lastname@example.org.
After receiving a VTC Request the STAN NOC Operations will:
Verify that the requested date and time is available.
Verify that the requested sites and connections can be accommodated*.
Verify any costs associated with the requested VTC**.
Schedule the VTC, reserving the resources necessary for the conference.
Send a confirmation by fax or email to the requesting party approving or rejecting a VTC session.
*NOTE: Sometimes there are multiple ways to connect requested sites for a VTC session. The STAN NOC will coordinate with the participating sites as to how they will be ultimately connected. If there should be any testing required to ensure that a STAN site is compatible with another participating site, the party requesting the VTC will be responsible for any charges incurred.
**NOTE: There may be associated costs with video conferencing between sites (e.g. ISDN line charges, room usage fees, etc.). The STAN NOC will check if there are any associated charges for each VTC request and will include those charges on the confirmation when sent to the requesting party. Charges incurred will be billed to the accepting and responsible party. The STAN NOC will make all attempts to inform the person requesting or person responsible for the VTC of any charges that may be incurred as early as possible but cannot guarantee.
Please note that the STAN NOC is mainly responsible for:
handling the VTC connections,
and conference support.
The coordination between the participating sites and the individual participants are the responsibility of the person(s) requesting the VTC, the participants, and VTC site(s). The STAN NOC is not responsible for the individual video conferencing facilities located within or outside of the STAN network.
Permission to use video conferencing facilities, rooms and equipment must be granted by each individual site. For example, if you plan on using a specific videoconference site, make sure you or your participant receives permission from that specific site coordinator before proceeding (site contact information can be obtained from the STAN NOC). The requesting party should deal directly with the specific site coordinator as to whether there are any charges for the usage of their facilities or equipment. If any charges are sent to STAN, they will be forwarded to the party requesting the VTC for payment.
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