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.

The VC service is delivered by the Learning & Information Services department, 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.

Where can I get more help or report a problem?

Complete the relevant form on Unidesk in the first instance.

How do I use the video conferencing services?

Please choose from one of the following options:

To attend a lecture content

To attend a lecture

Video conferencing for teaching can be used in different ways, you can either be instructed to attend via Cisco Webex Teams through a 'Space' that the lecturer/tutor has created but the most commonly used method for teaching is the function within Brightspace.

Webex Meetings (Cisco Webex Meetings) is the application that is used within Brightspace.

How do I attend a meeting?

You should download Cisco Webex Meetings onto your device and sign in with your student (or staff) email address (e.g. 001234@uhi.ac.uk)
Your tutor will send you an invite, you should click on the invite link and choose the option to attend via the app (shown below)

I am having problems, do you have any tips?

Please first try one of the following methods before reporting this:

User a different browser. Some browsers have restrictions on plugins and features which can have an impact on some of our services, try using a different browser such as Google Chrome or Firefox
Make sure that you have given the browser permissions to use your mic or use the standalone Cisco Webex Meetings app.

To attend an internal meeting via Cisco Webex Teams content

To attend an internal meeting via Cisco Webex Teams

Staff can create their own personal 'Spaces' in Cisco Webex Teams for internal meetings or for teaching with students. You can moderate your space, record your meetings, chat, share files etc.

A few things to note:

the Servicedesk have no control over your 'space', you are in control, you can also give others the power to control the space with you.
You will have to allow others into the meeting if you are the organiser (more info in the below video)

Please watch our short instructional video below on creating and using your own 'Space' to see just how easy it is.

More Information

Cisco Webex (VCs hosted on our own VC bridge) is changing to Cisco Webex Teams (VCs hosted by Cisco in the cloud). This gives us increased capacity and resilience and was a move planned later in the year that has been brought forward by the current Covid-19 situation.

If you already had the desktop client installed (which is called 'Cisco Webex Teams') it remains the same. It's the same client/application but we will be using a different VC bridge, meaning you will use the same application in a different way.

Meeting Organisers

If you have an existing 5 digit CMR code (e.g. 51800) this will stop working. You will need to create a new 'meeting space' in your Cisco Webex Teams client (the speech bubble icon on the left hand side and then the + symbol), please see our video guide to the left for more information. Anyone you add to your 'Space' will then see this in their Spaces area (speech bubble area) and can join the meeting automatically by clicking on the green "Meet" icon.

These meeting spaces also have a 9 digit dial in code (e.g. 123456789@uhi.webex.com) you can also issue to meeting members and guests which can be found in the Space Meeting information by clicking on the "Schedule" icon. However, for people dialling in using the code you will need to accept them into the meeting manually when they join before they can participate (again, see our video tutorial below)

In addition as meeting organiser you can also manage participant's microphones, pretty important in large meetings with lots of background noise.

Meeting Participants

If you are added to a meeting space by an organiser you will then see the new meeting in your Cisco Webex Teams client/application and can join the meeting automatically by clicking on the green "Meet" icon. If you are not normally a regular participant in a meeting but have been invited to attend you may be issued with a 9 digit dial in code (e.g. 123456789@uhi.webex.com) instead by the meeting organiser.

Personal spaces

You will also all now have a personal meeting space for people to dial you directly. The code for this which you can give out is <username>@uhi.webex.com. e.g. eo01zz@uhi.webex.com.

Space's - things to know content

Space's - things to know

Webex Teams Application Update

If you ever see the Webex refresh icon icon down the left-hand side of your Webex Teams application, we recommend you click it to apply the latest update. It should take no more than 10-15 seconds for the application to reload.

Meet Icon Has a New Look—Windows and Mac

The icon that you click to start an instant meeting in a group space has changed from to making it more descriptive.

Grid Layouts for Meetings—Windows

You can use the grid layout to see more people at the same time in a Webex Teams space meeting. See Webex Teams | Switch Between Grid and Active Speaker Layout During a Meeting.

High Definition (HD) Video—Windows and Mac

You can enable or disable HD video. Just click your profile picture, go to Settings (Windows) or Preferences (Mac), select Video, and then enable or disable the setting. You may want to disable HD video if your computer CPU is running high or you want to save network bandwidth during a call or meeting.

See Webex Teams | Turn Off Your High Definition Video.

Check for Duplicate Spaces—Windows and Mac

Isn't there a space for that? You'll be able to re-use old spaces when you're trying to create a new one. If there is an active space with the group of people that you have staged, you'll see a list of spaces you're already in with those people. Similarly, when you start typing a space name, you'll see a list of spaces with similar names that you might want to use. This helps reduce the creation of unnecessary, duplicate spaces. See Webex Teams | Create a Space.

'Seen by' for Read Receipts—Windows and Mac

We've added the words Seen by next to your read receipts in a space. This is to make it quick and easy for first time users to understand what the read receipts are. See Webex Teams | Check Who's Seen Your Message.

To attend a meeting within Microsoft Teams (MS Teams) content

To attend a meeting within Microsoft Teams (MS Teams)

Disclaimer

At present MS Teams is only available to the following:

Staff
PHD Students
FE Students at West Highland College and North Highland College

How do I attend a meeting?

It is recommended that you download the MS Teams application if you do not already have it.
You can also access online

You can start chats with with others in the organisation or join meetings. To attend a meeting you must be invited by the organiser of the meeting who may send the invite via an outlook calendar invite which can also be access in the calendar section of MS Teams.

Creating a VC session content

Creating a VC session

What do you need a VC Session for?

You will now need to create your conference, which can be done via a 'Space' in Cisco Webex Teams (see 'Cisco Webex Teams - Spaces' section).

Watching a recorded VC session content

Watching a recorded VC session

Be advised that there are 3 types of VC recordings:

Within Brightspace - The most commonly used function is recordings within Brightspace
Within Cisco Webex Teams (Spaces) - Staff can record their meetings within their Space
BEING PHASED OUT: Within TCS - this is an old service previously used to host VC recordings. It is being phased out

Within Brightspace

Recordings for meetings that were held within Brightspace (webex meetings) can be accessed by acessing the module in Brightspace and then selecting 'webex' from the Communication and Collaboration' tab.

Find the recording and select 'View Recording'

Screengrab of Brightspace menu

Screengrab of meeting recordings in Brightspace

Within Cisco Webex Teams (Spaces)

Meeting organisers and admis within a Space in Cisco Webex Teams can record meetings. Once the sessions/meeting ends the recording will publish to the 'Space'for individuals to view.

Within TCS (REDUNDANT)

There are a number of old VC recordings that are accessible via tcs.uhi.ac.uk However, these videos are password protected and can only be accessed if the tutor/lecturer gives you the password.

Learning and Teaching Info content

Learning and Teaching Info

Learning and Teaching staff should visit our online teaching page to confirm what technology they should be adopting for Video Conferencing.