NCEAS offers several VTC options which also can serve as excellent audio conferencing options if you don't have (or turn off) your webcam.
Primary uses of the Zoom and G2M accounts:
If a group needs to video conference, we assign them either a long-term reusable meeting ID (for groups that regularly meet, like Exec, SNAP, NCO, GoA) or a short-term reusable meeting ID (e.g. for Working Groups that are at NCEAS for a few days or that only need to meet remotely once). Creating a meeting ID should be done through the Zoom or G2M website by an NCEAS computing or admin staff person.
Scheduling of the meetings is done through Google Calendar. The admin or computing staff schedule recurring meetings using the assigned meeting ID. Groups that have a meeting ID assigned and are familiar with the process (see Thomas in room 333) can also schedule their own events.
If you need the NCEAS staff to schedule your meeting, or the desired resource is already booked for a given time, please contact us through firstname.lastname@example.org, ideally 72 hrs in advance of your intended meeting.
Please note …
In addition, for ad-hoc conferences with smaller numbers of participants, we recommend using either:
both of which offer free, high-quality audio- and video- conferencing suitable for both personal and professional use. You can use your existing NCEAS Google Apps account, or sign up for free accounts on Skype and Google in a matter of minutes, and easily create your own ad-hoc conferences well-suited to small to medium groups up to 10 (Skype) or 15 (Google Hangouts) users. These two services enable individuals to initiate conference calls whenever they wish, without requiring advance scheduling through NCEAS staff.
We are happy to assist you with any of the above technologies, and recommend that any remote participants test their systems in advance if they are unsure about performance and compatibility. Assistance can be found either by emailing email@example.com or firstname.lastname@example.org or seeing Thomas Hetmank in rm. 333.
Hi Working Group Leader,
I have scheduled a video teleconferencing (VTC) session for your working group meeting. Look for a separate email with instructions on how to join which you can forward to participants needing to join remotely. Make sure to tell the remote people, especially anybody presenting, to use a headset.
Local presenters should also have the information on how to join the VTC session and be prepared to share their screen. This ensures that the remote people can see on their computers exactly what the local participants see on the big screen in our conference room. As an alternative, we can put the presentations on the dedicated laptop in our conference room which I would then join to the VTC session.
NCEAS has two single-host (Organizer), 25 user maximum (6 video + 19 audio users) accounts for GoToMeeting.
Anyone with the above Organizer Seat/Password has Organizer status by default, and can Host a Meeting, or Log-in and Schedule a Meeting. We typically schedule a meeting in Google Calendar (GC), see below.
Once a meeting is scheduled, a unique ID is provided for that meeting, looking something like: 100-900-700
This ID is both
Note that an Organizer must be present to initiate, and continue a meeting, but the Organizer role can be passed from a current Organizer to another once it is started, and a meeting can have several participants in the Organizer role. This allows an original Organizer who must leave a meeting early to pass the torch on to another meeting participant for extended discussion.
For Working Groups and residents to use our GoToMeeting service, someone (typically an Organizer) with appropriate authentication can schedule and/or initiate the meeting. This is currently Ginger, the directors and the computing support team.
The preferred method is that an NCEAS' staff person (as above) can schedule and initiate the meeting ⇒
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or if, for example, some group wants to convene a meeting during off-hours (e.g. 8PM, or a Saturday) the following method can also work ⇒
*Passwords must be 8-32 chars, and include letters and numbers. As the temporary password could be forgotten, and is intended to be temporary (only used for allowing some group to hold one meeting) when communicated to the designated Organizer, using clear-text in email is permissible, and a cc: should be provided to email@example.com
Residents with an @nceas.ucsb.edu Google Apps for Education account have Google+ Hangouts integrated into their webmail and calendar. Google+ Hangout meetings support 15 video users if started from an NCEAS Google Calendar account, or 10 video users if started any other way.
There are several ways to start a meeting:
NCEAS has an account for WebEx Meetings Free, 3 people per meeting.
NCEAS has a Polycom VSX 7000e video conferencing system available to engage in face-to-face meetings with multiple collaborating sites. Remote sites must have a H.263 compatible device or software, frequently this is another Polycom unit.
NCEAS has a variety of laptops, projectors, LCD monitors, microphones, and webcams to support other videoconference software. We can accommodate using other video conferences services if account access is provided (ex. WebEx, GoToMeeting, etc). Please contact firstname.lastname@example.org ahead of any meeting so that we can setup hardware for your group.