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

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.

Role of the Chair/Facilitator

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.

Role of the Participants:-

Check that you appear properly on camera (use the 'confidence' monitor).
Be ready to respond to the chair's initial round of introductions.
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:-

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!