Booking and using Video Conferencing (VC) technolgy

Each campus has 1 fixed unit and 1 portable unit and they can all connect to each other.

Fixed units locations

Portable units

All 6 units have the capability of having a computer connected to them to display your presentation between campuses. The units are simple to use and have a remote control which allows you to control each unit's functions.

All 6 units have multi-site capabilities - this allows each unit to connect multiple locations together for one session. An example of this would be if Gippsland wanted to video conference with both Clayton and Peninsula at the same time. All the person at Gippsland would need to do is dial one location first, establish the call then dial the next location. Once the second location connected, the screen will automatically split to show all participants. The fixed units have the capacity to connect 6 simultaneous sites whilst the portable units allow up to 4 simultaneous sites.

How to book a video conference?

Step 1: Book the room

First, you MUST make sure that you have booked the room (or rooms) in which the video conferences will be held. At Clayton, room G08 needs to be booked by emailing Ad hoc bookings (other rooms are booked through the regular channels). For Peninsula and Gippsland, please consult your local room bookings staff.

Step 2: Book the VC equipment

Once the rooms have been booked and confirmed, please book all video conferences through Jobdesk.

When making your booking, please make sure you enter the following information:

The date, start time and duration of the video conference
Which campuses and rooms are involved in the conference
Eg, Clayton (G08) to Gippsland (2S120), Peninsula (A3.21) to Clayton (236), Gippsland (2S120) to Clayton (G08) and Peninsula (A3.31)
Who the main contact person is at each location (so that we can notify them of the booking)
Who the owner of the booking is (in case there are changes to the booking)
If you require assistance (see the training section below)

The Tech Services team will then enter these details into the Monash calendar system and notify all the appropriate people with the details listed above.

Should any changes occur, please log back into Jobdesk, open your booking request again and send a message to the technician with the amended details.

Who can help with the equipment?

All 6 units have been designed to be as easy to use as possible and there are one-page instruction sheets placed near each of the units - but problems may occur. If you have an issue with any of the units, please contact the following:

Clayton - Teaching and Learning Centre - extension 52882
Peninsula - Technical Services Support - extension 44320
Gippsland - ITS Service Desk - extension 26777

Training

We are more than happy to run training sessions for the use of the new conferencing technology, either one on one before a video conference, or at pre-booked times at any of the 3 campuses. If you require some training before a video conference, please make sure you enter that information in your Jobdesk booking. If you require a dedicated training session, again, please make a request through Jobdesk.

Feedback

Please email your feedback to David Yammouni regarding your experiences with the technology, its usefulness and the overall workflow and any ideas you have to improve the service. All this data will be fed back to ITS and other faculties who are looking at implementing and improving these technologies in the future.

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