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

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

2 TABLE OF CONTENTS Organizational Information... 3 Audiovisual Services Support Staff... 3 Submit Requests Online... 3 Video Conferencing-enabled Facilities... 3 Classroom Organization... 5 Syllabus... 5 Methods of Document Distribution... 5 Courier Service... 5 Facilitators... 6 Suggested Exam Procedures... 7 Seating... 8 Enrollment P a g e

3 ORGANIZATIONAL INFORMATION AUDIOVISUAL SERVICES SUPPORT STAFF (AVS) Tamela W. Smith, Ed.D. Manager Anthony Gilbert AV Support Coordinator Brandon Davidson, M.A. AV Support Specialist Tammy Younglove AV Support Specialist Sean Owsley AV Support Specialist Communication Technologies - AVS Office Mass Media & Technology Hall, Room 276 Phone: (270) AVS Support Center Phone: (270) University College for Courier Service Tate Page Hall, Room 201A Phone: (270) SUBMIT REQUESTS ONLINE The TD Service Catalog now has several tickets for Faculty to use when requesting recordings, changes to class schedule, and other issues/requests. Please visit Audiovisual Support Services online to submit tickets. Center for Faculty Development Jerry Daday, Interim Executive Director Phone: (270) VIDEO CONFERENCING-ENABLED FACILITIES Students don t learn from technology. They learn from competent teachers who communicate through the technology. IT Help Desk (270) (Press Option #2 for IT) -Tom Cyrs, Center for Educational Development, New Mexico State University 3 P a g e

4 Building/Campus Room Capacity Telephone Fax Academic Complex /BG Cherry Hall/ BG College High Hall/ BG Grise Hall/ BG Grise Hall/BG No Phone No Fax Ransdell Hall/ BG No Fax Ransdell Hall/ BG No Fax MMTH/ BG MMTH/ BG MMTH/ BG Tate Page Hall/BG No Phone No Fax CRD No Phone No Fax Elizabethtown (270) Elizabethtown Elizabethtown Elizabethtown Elizabethtown Elizabethtown Elizabethtown/Hardin Co No Phone No Fax Elizabethtown/Hardin Co No Phone No Fax Fort Knox Fort Knox Glasgow Glasgow 162 A Glasgow Glasgow Glasgow Glasgow Glasgow Glasgow (non-teachback) 172 C No Fax Owensboro Owensboro Owensboro Owensboro Owensboro Owensboro South Campus (270) South Campus No Phone No Fax 4 P a g e

5 CLASSROOM ORGANIZATION Syllabus A well-structured syllabus with detailed contact information will help students at regional locals feel connected to the course. Having the syllabus available on-line will increase accessibility (i.e. posting it on Blackboard). Specific points to remember when developing a syllabus for a Video Conferencing Distance Learning course include: Instructor office hours, address, , web address, telephone number(s) The best method for leaving messages ( /voice mail) On-site visitation plan and on-site advising times, if appropriate Procedures for on-campus visits by students Hours to connect through a social media mechanism (Skype, Face Book, or other) Syllabus: include specific times reserved for telephone calls or s from distance students, if available. Methods of Document Distribution (Electronic distribution is strongly encouraged!) There are two main ways to distribute documents for your video conferencing course: electronic means or the courier service. Electronic Distribution is Strongly Encouraged resources. Electronic distribution would include Blackboard and . You should make special arrangements with each of your regional sites or departmental office, so you may documents to them. Note that copier availability varies by campus; it is best to verify with your facilitators (See the Bowling Green Facilitator section) their availability to printing Courier Service All regional campus mail is handled by the University College located in Tate Page Hall. If you have a package needing to be mailed to a regional campus (Elizabethtown, Ft. Knox, Glasgow, or Owensboro), please use the following guidelines: 5 P a g e

6 Bowling Green Campus to Regional Campus Protocol Mail that needs to be delivered to WKU-Regional campuses should go to the University College Offices by: Being brought to the regional campus mail location in Tate Page Hall, Room 201A or Being sent via campus mail with the destination and recipient of the package clearly labeled or By submitting a request for pick-up of departmental regional campus mail by contacting University College at (270) no later than noon for same day pick up. Pick up will be on the following day for those requests made after the noon deadline Currently, all mail going to Elizabethtown or Fort Knox from the Bowling Green campus, or vice-versa, will be delivered via UPS. Please allow ample time for the shipping and receiving process. The mail between the Owensboro campus and the Bowling Green campus is typically picked up and delivered two times a week. Glasgow has a courier mail service which runs daily. Facilitators Regional Campus Facilitators Each regional classroom has a facilitator assigned to assist with each class. These facilitators are hired and are under the supervision of the WKU-Regional Campus Chancellor for their location. Each Regional Campus may have different expectations for their facilitators. Let the facilitator know what you expect of them during the course and let the students know the role of the facilitator as well. It is your class, so please help the facilitators by watching the monitors closely. You must control all sites. If there should be any problems, please communicate with the facilitator and the respective WKU-Regional Campus Chancellor. Bowling Green Facilitators Documents being sent electronically to students at the Bowling Green campus, which require printing, should be sent to the respective department, printed, and then forwarded to the AVS Support Center. For pickup, please contact AVS at or (270) P a g e

7 Documents being sent by campus mail to facilitators at the Bowling Green campus should be addressed to the respective department, and then forwarded to AVS. For pickup, please contact AVS at or (270) Bowling Green facilitators do not have access to printing devices or scanners. When documents needs to be returned to the professor, AVS will deliver documents back to the respective department. Please contact AVS at or (270) if you have any questions. Bowling Green Facilitators are student employees of AVS. They will provide full technical support for classes that originate from a WKU-Regional campus or when you are traveling to teach from a WKU-Regional campus. AVS will be glad to work with you to arrange for BG Facilitators, as needed. Please note that these students are trained to provide video conferencing technical support and are not trained to proctor exams or in classroom management. If you plan to cancel class or change teaching locations (which may require a facilitator), it is important to notify AVS at least 24 hours in advance. You can either contact AVS at (270) or create a ticket using the IT Service Catalog. Log in to with your net id and password. Click Services, Audiovisual and Conferencing Services, Audiovisual Support and Course Change or Update. Please complete the form and that will inform AVS of the change. Suggested Exam Procedures 1. Regional Site Facilitators will proctor exams. Communicate with them the method that you want for submitting the materials back to you. If you are teaching from a regional site to a Bowling Green site, arrangements will need to be made. 2. Communicate with facilitators what they should do if they suspect a student of cheating. 3. Students are not allowed by university policy to administer exams when an instructor is absent. 4. Please communicate your final exam time to the AVS office. Conflicts can arise during finals week if schedules are not coordinated. I.E. If a night class wants to meet at its usual time rather than the final exam time, it may conflict with another class in the same room. You will receive an from the AVS office and the steps to confirm your finals test schedule. You can also use the TD Ticket Course Change or Update. 7 P a g e

8 Seating Many faculty members find seating charts to be helpful, the Regional Campus Facilitator can make one and/or check attendance, if requested. On the first day, get students to fill seats from the front and center. This will enable each site to see each other more clearly. Enrollment Please keep enrollment limited to seating capacity of rooms. Seating capacities for these rooms are based on actual number of microphones available and, therefore, should not be overridden. Access to a microphone is an essential part of a successful video conferencing classroom experience for the student. Allowing more students in the room beyond the technical capacity of the facility creates communication problems for them and is very frustrating. If you are unsure of the seating capacity in a room, please refer to page 2 of this guide or call AVS at (270) P a g e

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