San Jac ITS Audio/Web Conferencing Options

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1 San Jac ITS Audio/Web Conferencing Options Our goal at (ITS) is to provide the highest level of technical support and customer service to all San Jacinto College students and employees. We are constantly striving to provide a secure and efficient environment that meets the needs of the San Jac community. (ITS) offers a variety of connection methods for all San Jacinto College employees to conduct conferences and events via telephone, video, or the web. The purpose of this document is to outline available technologies at the College. The following areas are covered: DOCUMENT Contents

2 VOIP TELEPHONE/AUDIO CONFERENCING OPTIONS San Jacinto College s telephone system comes equipped with audio conferencing methods that are available for employee use. These methods are best suited for employees who need to conduct a small scale conference call (6 participants maximum) in which audio contact only is sufficient. In order to use these services, employees must have a College issued telephone or connected polycom device. Conferencing Feature This feature is automatically available for use and requires no setup time; however, employees are encouraged to test access and connection prior to the conference. Users can set up a conference call by completing these steps: 9620L and 9650 Model Telephones 1. If you are not currently on an active call, dial the first conference call participant. 2. While connected with the first attendee, press the Phone button. 3. Select the Conf soft key (denoted by the digital display). 4. Dial the phone number of the next participant. 5. When the next attendee answers, select the Join soft key and then press the OK button. 6. To include additional participants, select the Add soft key and repeat steps 4 & 5 for each attendee Model Telephones 1. If you are not currently on an active call, dial the first conference call participant. 2. While connected with the first attendee, press the Home button. 3. Touch the Conference button (denoted by the digital display). 4. Dial the phone number of the next participant. 5. When the next attendee answers, touch Join. 6. To include additional participants, touch the Add button and repeat steps 4 & 5 for each attendee. Meet-Me Conferencing With this feature, users are provided a designated telephone number and passcode that participants can call to connect to an audio conference. Unlike the built-in conference feature described above, employees must submit a request to Tech Support in order to have Meet-Me Conference enabled before use. Once created, employees can simply distribute the phone number and passcode to participants who will be calling in during a scheduled meeting. Once Meet-Me Conference has been enabled for an employee, he/she is encouraged to test access and connection prior to any scheduled conference. For questions regarding utilization, setup, or to report technical issues, employees should contact the Tech Support Office by phone ( ) or by (TechSupport@sjcd.edu).

3 CENTURY LINK CONFERENCING Audio and web conferencing is also provided through CenturyLink Communications, which delivers departments and their employees with a dedicated conference bridge. Departments may request accounts for as many employees within their team as necessary. This method is best suited for employees whose conferencing needs require a higher number of participants (more than six) or when there is a need for more interactive functionality. Each account includes: Toll and toll-free numbers for participant use Designated participant and moderator passcodes Up to 125 participants per conference No set-up, cancellation, or monthly fees Cost of $ per minute per participant ($ for web conferencing) Web conferencing includes desktop sharing, webcam capabilities, built-in chat, polling, and more. CenturyLink is a pay service and departments will be responsible for all charges incurred. Accounts are not billed monthly; instead, a flat rate per minute per participant is charged for each conference. Please note, this service cannot be utilized until a Century Link account has been requested and created. Employees interested in obtaining a conferencing bridge for their department should contact Christina Currie at Christina.Currie@CenturyLink.com. When submitting a request, please be sure to include the following information: Account Name ORG Code Employee Name Physical Address Employee Phone Number Employee Once an account has been created, users can access instructions on utilizing Century Link for Audio and Web Conferencing by visiting the SJC ITS Website at: (look under the Century Link Conferencing section of the page). For technical support, users should call the Century Link Help Desk at

4 VIDEO CONFERENCING San Jacinto College utilizes several video conferencing options available for employee use. These options are ideal for meetings or classes in which attendees are dispersed across the College. Connection to external sources (such as another college or university) is also available. These methods are: ITV Room Video Connections Each campus ITV Room is equipped with two large format televisions in the front of the room and one television in the rear for viewing; along with two video cameras (located above the TVs in the front and back of the room) and wall/ceiling mounted speakers and microphones. In addition, users have access to a document camera, computer, and available connections for an external laptop or other peripherals. To utilize an ITV Room, please ensure that you have successfully reserved the room by contacting your respective campus Events Coordinator. You may also contact Technical Support at or TechSupport@sjcd.edu to request hands-on training or set up assistance prior to a conference. Please submit your request to Tech Support at least 48 hours in advance. If you are attempting to connect to an external source (such as another college), you will need to obtain connection information from the institution's IT department and contact Tech Support for assistance. Please provide at least one week notice so that our media specialists can test all connections prior to the videoconference. Conference Room Connections A number of conference rooms across the College contain necessary equipment to conduct video conferencing; such as a television or projection, video camera, and wall/ceiling mounted speakers and microphones. Connections are also available for connecting an external laptop for presentation purposes. To utilize a conference room, please ensure that you have successfully reserved the room by contacting your respective campus Events Coordinator. You may also contact Technical Support at or TechSupport@sjcd.edu to request hands-on training or set up assistance prior to a conference. Please submit your request to Tech Support at least 48 hours in advance. For instructions on how to utilize equipment in ITV and Conference Rooms on campus, please visit the SJC ITS Website to view and print available documentation:

5 VIDEO/WEB BROADCASTING San Jacinto College utilizes streaming technology that delivers video content to remote locations. This service is best suited for employees wishing to broadcast a conference or event to potential viewers who are off site and unable to physically attend. Instead, viewers will be able to watch a live broadcast of the event through a dedicated web site from any location with internet access. Employees who wish to broadcast a conference or event should submit their request to the Tech Support Office at or via at TechSupport@sjcd.edu. In order to provide ample time for equipment placement and testing, requests should be submitted at least one week in advance. SUPPORT FOR THIRD-PARTY SOLUTIONS On occasion, employees may need to attend conferences hosted by external companies. These conferences typically utilize a thirdparty application or platform; such as WebEx, GoToMeeting, or Skype. ITS will provide limited support for external web conferences; however, connecting to and attending these conferences is the user s responsibility. ITS has implemented the following guidelines regarding support: Not all third-party applications are supported at San Jacinto College and may not be installed by ITS personnel. Instead, employees may request installation of a RunAs account, which will provide the employee the necessary administrator rights to install these applications or any required plug-ins. To request a RunAs account, please contact Tech Support at or TechSupport@sjcd.edu For connection instructions or questions, the employee should contact the web conference host or available technical support provided by the platform vendor (i.e., WebEx Tech Support). ITS will be available to address connection issues that may occur; however, if determined that the root cause of the issue is not related to College services, the employee will need to contact available support provided by the platform vendor.