Video conferencing

Preparing for a VC session

  • If you are connecting from new equipment, make sure you test the connection prior to starting. You can email servicedesk@uhi.ac.uk to schedule a test call.
  • Get to know your equipment beforehand, for example, it is important to know how to mute your mic prior to starting.
  • If you are connecting from a studio, find out from the organiser if you need to dial in or if your studio will automatically be connected.
  • Make sure you've confirmed to the organiser where you are expecting to join from, last minute changes can affect the dial-in code for all.

Joining a VC session

  • In a studio the session will normally start automatically. If you have been given a five-digit number to dial, use the control panel or remote control to do so.
  • On your own PC / Mac - you will need the 'Cisco Webex Teams' software.  Once you have installed this and logged in, enter the five-digit code you have been given followed by @uhi.ac.uk

Watching a recorded VC session

Log in to http://tcs.uhi.ac.uk using your user id in the format UHIAD\userid

See below for a quick tutorial:

If you are unable to playback the recording, we recommend that you try the following:

1. Refresh the browser by pressing F5 or the refresh button on the browser
2. Try using a different browser
3. Select the 'Set bandwidth preferences' tab below the play back box and lower the speed
4. Select the 'Download' tab below the play back box and click on the MPEG-4 link and download.

If you still cannot access the recordings, you will need to follow the same steps in the video above BUT via a browser within MyUHI

Booking a VC session

  • Before you can book a VC session, you first need to book a VC studio to sit in or get a PC to sit at.
  • If you are just connecting to one other person or studio, just dial them directly yourself - no conference is needed unless there are 3+ individuals/rooms wishing to video conference together.
  • If you need a conference with 3+ individuals/rooms then you need to login to helpdesk.uhi.ac.uk and choose 'VC Booking Request' from the drop down.
    Please see our self service VC booking guide on how to do this - email servicedesk@uhi.ac.uk for further information.

Your own personal conference

Staff can create their own personal conference, called a Collaboration Meeting Room (CMR), for internal adhoc meetings.  This means you don't have to complete a VC booking request with the Servicedesk before having a video conference.

A few things to note:

  • Attendees will need to dial into the conference themselves as CMR's do not dial out to rooms/individuals
  • CMR's do not get recorded, if you require a recorded VC you will need to login to the Helpdesk system and fill in the VC Booking Request
  • We cannot add external participants to CMR's, any externals would either have to download Cisco Webex Teams or you can request the Servicedesk create a booking for you
  • This service is NOT to be used for teaching, you should still continue to use scheduled timetabled conferences found on MyLectures

Please watch our instructional guide on creating and using your own CMR

Video Conferencing

What is video conferencing?

Video conferencing (VC) is a critical part of the advanced communications and technology strategy used throughout UHI for learning, teaching and administration.

There are about 180 VC units on the university network. There are also multipoint control units (MCUs or 'bridges'), which enable multi-site conferences to be scheduled, monitored and remotely managed. UHI manages more than 15000 multi-site conferences per year in addition to many locally dialled point-to-point calls. This makes UHI one of the biggest users of videoconferencing in the UK and the video conferencing service (VCS) staff work closely with the manufacturers in developing and testing new equipment and facilities in order to continuously develop and improve the service.

The VC service is delivered by the Learning & Information Services department and includes day-to-day scheduling of all multi-site conferences, and technical support to staff and student users. Each academic partner also offers local first line support and basic training.

Within UHI, video conferencing is used to teach, host seminars and to hold meetings. It allows geographically disperse groups to interact without having the burden and cost of travel.

It also allows people to share applications, files and data which makes it easy to hold presentations and review documents in a VC session.

When is video conferencing available?

The service is available during office hours and in the evenings dependent on local site access. However there will be times when we need to carry out essential maintenance work or service improvements. We will, whenever possible, give notice of any work that will require an outage.

Where can I get more help with video conferencing?  email servicedesk@uhi.ac.uk in the first instance.

How do I report a problem? If you have problems with this service please email servicedesk@uhi.ac.uk

Handy links

FAQs

Answers to many of the common questions asked of the Helpdesk can be found on this page.

Q: How do I book a videoconference?

A: If you are making a point-to-point video communication you need only search for the individual or room on jabber/touchpad and call.

If you would like a videoconference with 3+ individuals/rooms you should login to helpdesk.uhi.ac.uk and complete the 'VC Booking Request' which sends a ticket through to servicedesk@uhi.ac.uk who will action this for you.

Q: How many sites can we link into a video conference at the same time?

A: It is possible to link up 100+ sites at any one time

Q: Can we connect our video conferencing system to an external system?

A: If you are linking to an outside agency, you need to provide the details of the external connection in the booking form.  Arrangements can be made to have a test with remote sites before the actual meeting.

Q: Who do I contact if a problem arises during a conference?

A: Contact the Servicedesk on 150 (externally 01463 279150)

Guides

 

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Training

Training materials are available for the videoconferencing kit that was installed with ERDF funding in 2010.

  • There is a module on the VLE, under the 'Training' section of the Course Catalog.  The code is TRAIN_NGNVC and the title is "Next Generation Videoconferencing"
  • A3 posters are available for the videoconferencing rooms and PDF copies of these are also available

For any of the above please contact Marion MacDonald