This report is also available as an Acrobat file.
SECTION IV: THE VIDEO-CONFERENCING CHECK-LIST
This one-page summary of the staff and tutors guide has been prepared
as an aide-memoire and a studio handout.
THE VIDEO-CONFERENCE CHECKLIST
Planning a Session
Being well-organised and rehearsing anything new is important so:
- Decide who will chair the meeting, and who will make the booking arrangements.
- Decide who will be the local facilitators at each site, responsible for making sure the studio is unlocked and set up for the meeting.
- If you have not used videoconferencing before, try to sit in another meeting and get a 'feel' for the medium and have someone show you the controls.
- Note the phone numbers of the other studios, sites, AV & network support contacts.
- Circulate agenda, papers, or hand-outs in advance.
Adjust monitors, cameras, tables, chairs for minimum movement during the session; enter camera presets if any.
Running a Session
Role of the Chair/Facilitator
Role of the Participants:-
- Start the meeting with a round of introductions, inviting each site to introduce themselves in turn.
- Support co-facilitators by introducing them, describing their role and thank them at the end of the meeting.
- For each major topic, pause regularly - ensure all sites are invited to speak.
- Close the meeting with another round of farewells.
- Check that you appear properly on camera (use the 'confidence' monitor).
- Be ready to respond to the chair's initial round of
- Have a list of the phone numbers of the other studios to hand - just in case.
- Use the mute button if you want to whisper to a colleague.
- Avoid frequent interruptions - once on camera it is better to make your contribution as a collected statement.
- Avoid shuffling papers or tapping objects near the microphone.
Relax - don't think of yourself as being on camera, just behave and talk naturally.
A clear simple image is important so:-
- Use charts and graphics in preference to text.
- Keep visuals limited to one idea or point; use large letters (36-point fonts)
- Send hard copies to partner sites prior to the session.
Video is a 'remote' medium so:-
- Try to arrange for the class to meet face-to-face as well as through video.
- Use the first 1-2 sessions as acclimatisation for the class to get used to the medium.
- Have a local course tutor/mentor available at each site - useful for both students and staff!
Virtual Environments Visualisation