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video_conferencing

Video Conferencing (aka VTC or VideoTeleConferencing) Options at NCEAS

NCEAS offers several VTC options which also can serve as excellent audio conferencing options if you don't have (or turn off) your webcam.

We support two “hosted VTC services”, GoToMeeting and Zoom.

  • 7 GoToMeeting (G2M) accounts + 1 GoToWebinar (G2W) account, the latter can also be used for G2M sessions (currently the Paseo Room account is set up that way)
  • UCSB site license for Zoom ⇒ go to ucsb.zoom.us and log in with your UCSBnetID credentials and
  • 4 generic Zoom accounts - were scheduled to expire on July 1 and to be replaced by “utility” accounts, has not happened yet
    • see their main intended use below
    • also for any working groups that want to collaborate away from NCEAS and do not have any UCSB member and therefore cannot take advantage of an individual Zoom account through UCSB's site license

Primary uses of the GoTo & Zoom accounts

Account Use(r) Sign in email address
G2W Paseo Room gotowebinar@nceas.ucsb.edu
G2M 1 Breakout Room gotomeeting1@nceas.ucsb.edu
G2M 2 State Street Room gotomeeting2@nceas.ucsb.edu
G2M 3 Misc G2M sessions gotomeeting3@nceas.ucsb.edu
G2M 4 Frank Davis Frank's email address
G2M 5 Mark Schildhauer Mark's email address
G2M 6 Matt Jones Matt's email address
G2M 7 LeeAnne French LeeAnne's email address
Zoom Site License Any UCSB employee/student UCSBnetID at ucsb.zoom.us
Zoom 1 Paseo Room zoom1@nceas.ucsb.edu
Zoom 2 Small groups zoom2@nceas.ucsb.edu
Zoom 3 SNAPP projects zoom3@nceas.ucsb.edu
Zoom 4 LTER NCO zoom4@nceas.ucsb.edu

If a group needs to video conference, we assign them either a long-term reusable meeting ID (for groups that regularly meet, like Exec, a number of SNAPP projects, 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.

Proposed workflow diagrams for G2M and Zoom are at
G2M workflow
Zoom workflow


Additional details

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.

  • Create a single or recurring Google Calendar event
  • Copy the location and description of an existing VTC event and replace the meeting ID with the assigned one
  • Assign the appropriate resource (e.g. Zoom LTER NCO) under Rooms, etc.
  • Add the participants' email addresses under Guests
  • Please note, only Zoom meetings can be and normally are set up so that anybody with the meeting ID can start the meeting with a limited but usually sufficient set of features without the intervention of a host.

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 vtc@nceas.ucsb.edu, ideally 72 hrs in advance of your intended meeting.


Please note …

  • For two-way communication with the meeting participants, you need to have a headset. Otherwise, we will not be able to troubleshoot any audio/feedback issues. If you just need to listen in, please mute your microphone.
  • A wired Internet connection is preferred over Wi-Fi.

In addition, for ad-hoc conferences with smaller numbers of participants, we recommend using either:

  • Google Hangouts
  • Skype

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 vtc@nceas.ucsb.edu or help@nceas.ucsb.edu or seeing Thomas Hetmank in rm. 333.

Email Template to Send to Working Groups

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.


Archive

video_conferencing.txt · Last modified: 2016/07/04 13:50 by hetmank