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TNS Services

Overview

Goal

Videoconference Room Technical Contact

Training

Testing

Coordination

Room Preparation

Consultation

Back-up Plans

Troubleshooting

Penn State University Videoconference Room Technical Contact Responsibilities

Overview:

This document outlines the responsibilities of videoconference room Technical Contacts for the proper operation of a Penn State videoconference room.

Goal:

  • The goal is to maintain on-time trouble-free videoconferences.

Videoconference Room Technical Contact:

  • Each videoconference room shall have an individual designated as a videoconference room Technical Contact and an individual(s) designated as the videoconference room Back-up Technical Contact. These contacts are listed in the Penn State Videoconference room directory. The directory is maintained by the Telecommunications and Networking Services (TNS) unit of Information Technology Services (ITS).

Training:

  • Each Technical Contact and Back-up shall attend videoconference room Technical Contact instruction.

  • All room users should attend videoconference room operation training. ITS provides operator training to new users. For more information on the training ITS provides see the ITS Training Services WEB pages.

Testing:

  • Test calls are required if connecting the first time to an endpoint. Test calls should be conducted before confirming the first meeting. As a general rule, first time calls to domestic endpoints should be tested 5 business days in advance. First time calls to international endpoints should be tested 10 business days in advance. This allows time for troubleshooting.

Coordination:

  • Penn State Video Bridge confirmations should be distributed to the room user who will be dialing in to the Penn State Video Bridge.


    • a. ITS will send video bridge conference confirmations to the conference organizing contact and to the Technical Contacts of the rooms involved in the conference.
    b. The conference organizer and/or Technical Contacts should distribute video bridge confirmation information to the person(s) making the call.

  • The Technical Contact shall coordinate with the videoconferencing room scheduling contact to ensure that enough test time is scheduled prior to a video meeting for troubleshooting if required. As a general rule, the room should be booked 30 minutes before the meeting starts. Dial into the videoconference 15 minutes before the meeting start time.

Room Preparation:

  • The Technical Contact shall ensure that the videoconference system and peripheral equipment is operational prior to scheduled usage.

    • a. ITS provides an IP and ISDN loopback service for testing the system.

    b. Arrange to connect 15 minutes before the schedule meeting time to verify proper operation.

  • Room physical layout specified by the ITS room design specification must be maintained.
    • Includes:

    a. Microphone placement and location.

    b. Table and chair placement.

  • Lighting must meet ITS guidelines.

    • a. Adjust room lighting if needed.

    b. Adjust drapes or blinds to remove or lower external light sources.

  • Room acoustics must meet ITS guidelines.

    • a. Turn off noisy fans or other noise generating devices if possible.

    b. Ensure that equipment fans such as in projectors are not close to videoconference system microphones.

  • Assistance in connecting peripheral equipment must be provided as required. This may involve demonstrating the operation of the equipment.

  • The room must be checked and returned to its original state after each use.

Consultation:

  • A Technical Contact or backup must be available for consultation during use of the videoconference room. If the main technical contact is not available, a trained backup must be assigned.

  • The Technical Contact shall assist new and infrequent users to get the videoconference started.

Back-up Plans:

  • The Technical Contact should consider backup solutions in the event that expectations can not be met by the technology or service. An audio conference set or the audio conference capability that may be built into the videoconference system should be considered as back-up options. Long distance capability or long distance authorization codes may be required to use the audio conference set.

Troubleshooting:

  • In the event of trouble, the Technical Contact must be available for assistance in troubleshooting. For additional assistance, the Technical Contact of a room maintained by the TNS unit of ITS may contact the TNS Network Operations Center at 814-865-4662. (865-4NOC)

 

 

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