Audio Visual Services (AVS) A Guide to Teaching with Video Conferencing Technology at WKU Classroom Operational Information

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1 Audio Visual Services (AVS) A Guide to Teaching with Video Conferencing Technology at WKU Classroom Operational Information

2 TABLE OF CONTENTS Classroom Operational Information... 3 Video Conferencing Classroom Tools for Faculty... 3 Operational Issues... 4 Trouble Shooting... 5 Shutting Down... 5 Recording Policies... 6 Room Access Policy... 7 Visiting WKU Regional Campuses Policy... 7 Finals Week Schedule Policy... 7 Class Cancellation/Emergency Cancellation P a g e

3 CLASSROOM OPERATIONAL INFORMATION Video Conferencing Classroom Tools for Faculty * Given adequate lead-time, we will attempt to ensure that any tools/techniques you want for your class are available and working properly for both on-campus and the regional campus sites. ** Contact the AVS Office at least one week prior to class time if you would like to test DVD play, CD play, certain internet applications, nonstandard software, etc. 3 P a g e

4 Video Conferencing Classroom Tools for Faculty Telephone (Most rooms) Fax (Most rooms) Computer Each video conferencing-equipped classroom has a computer, Internet connection, and display capabilities. Contact AVS to report computer problems in any video conferencing room. Use NetID- example jhn12345 Operational Issues Getting Started: Arrive min. early! Step 1 - Turn lights on Step 2 Wake touch panel and Press Touch to Begin Step 3 - Turn on fixed or wireless microphone Step 4 Un MUTE audio Step 5 -Select appropriate source on touch panel or remote Step 6 -Verify each site can see and hear you and that you can see and hear them. If remote sites are not seen by 10 minutes prior to class, call AVS at (270) Step 7 - Problems? Call (270) ! 4 P a g e

5 Trouble Shooting Step 1 - Check the obvious- (i.e. Are speakers muted? Is Audio on pc muted?) Step 2 - Isolate the problem. Which sites are affected/not affected? Step 3 - Call AVS at (270) By providing the AVS support center operator with the necessary information, they will be able to resolve the problem more quickly and efficiently. The more detail you can provide, the quicker the solution can be determined. Shutting Down Detach microphone (if using wireless mic, turn off both power switches and plug into charger); or place mic in docking station. Using the Touch Panel, turn off all monitors/lights by pressing End Session or Exit System. Turn off all lights. Remember, equipment inside the lectern does not need to be powered off. Close all windows/doors. (With keypad system, door will lock automatically.) 5 P a g e

6 Miscellaneous Information Recording Policies Recording Requests Requests to record must be received 24 hours in advance. The best method is to submit a TD ticket Request Recording of Course. Optional ways of communicating are to or calling AVS at (270) Permission to Record The decision to record a distance learning class is up to the individual faculty member. Once AVS has received approval from the faculty member, we will schedule the recording for your specified date(s) and time(s). Please specify if you want the recording done on a reoccurring basis or if it is a one-time event. Once the recording is completed, a link will be ed to you within 24 hours. Recording Archives - Class Recordings will be archived for the current semester. After each semester ends, recordings from that semester will be deleted. Once deleted, they cannot be retrieved. If permanent access to a class recording is desired, beyond the current semester, please contact AVS to request a DVD of the recording (270) The recording will be mailed directly to you. Unexpected Event Recording - If a technical or weather phenomenon occurs, AVS will automatically record classes, if the Bowling Green campus is open. Editing Video Recordings AVS will not edit recordings. Recording and Legislation It is your responsibility to ensure that recordings you request or release are in compliance with state and federal recording legislation. You may contact Bryan Carson with Western Kentucky University Libraries for more information. Such ethical and legal complexities include the following considerations: If an instructor is recording a class (audio or video) does the instructor need a syllabus statement or other permission from students? Does it matter if students cannot be seen or heard in the video? Do you have to tell students they are being recorded? Does the purpose or use of the audio/video matter? Examples include the following: o Is the video only for the instructor to review? o Is the video for the instructor plus faculty-development personnel to review? o Will the video be utilized as an example with future students? o Will the video be posted on Youtube.com? o Is the video for a commercial product? 6 P a g e

7 Room Access Policy For the Bowling Green Campus rooms, a keypad has been installed on most of the classroom doors. The key code is updated every Spring and Fall semester and the new code will be ed to prior to the start of the term. Should you require access to another room during the semester, all video conferencing rooms utilize the same code. If you forget the key code or have any difficulties accessing a video conferencing room, for whatever reason, contact the AV Services support center at (270) In the event that you need another option, you may also contact the WKU Police Department at (270) Only faculty who are currently teaching a distance learning course via video conferencing will be informed of the current access code. Visiting WKU Regional Campuses Policy Campus site visitation is encouraged; however, we request you provide advance notice to your facilitators and the AV Services Office. (Technical changes must be made in how the class is built.) Please notify AVS of these change by using the TD Ticket Course Change or Update, or calling (270) For more information on facilitators, refer to Classroom Organization BG Facilitators, page. 7. You are responsible for having someone in your original room that can facilitate that site while you are gone. You may call AVS at (270) , for assistance with BG rooms. Check with your local campus to inquire about facilitator resources that might be available to help accommodate your travel if you normally teach from one of the WKU-Regional sites. Finals Week Schedule Policy AVS will follow the University s Finals Week schedule as published by Academic Affairs; however, many video conferencing classes do not match the published schedule. As a result, the AVS Scheduling Coordinator will all current video conferencing faculty 4-6 weeks prior to Finals Week requesting your proposed date/time for your final exam(s). Should your requested date and time not be available, or if classrooms change, the Scheduling Coordinator will inform you of the situation via . Scheduling for finals week requires AVS to coordinate between all WKU-Regional campuses to ensure there are no time or room conflicts. 7 P a g e

8 Class Cancellation/Emergency Cancellation Prior to the scheduled class time faculty are encouraged to report any class cancellations, or schedule changes to AVS at (270) or submit Course Change TD Ticket. It is up to you to notify your students and facilitators regarding class cancellations. After 4:30 p.m. weekdays and on weekends, please notify the AV Services Center at of any changes or cancellations. 8 P a g e

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