Audio Visual Services (AVS)
A Guide to Teaching with
Video Conferencing
Technology at WKU
‘Classroom Operational
Information’
2015
Faculty IVS
Guide to Video Conferencing
TABLE OF CONTENTS
Classroom Operational Information ....................................................................................................... 3
Video Conferencing Classroom Tools for Faculty ............................................................................ 3
Operational Issues .......................................................................................................................... 4
Trouble Shooting ............................................................................................................................. 5
Shutting Down ................................................................................................................................ 5
Recording Policies ........................................................................................................................... 6
Room Access Policy ......................................................................................................................... 7
Visiting WKU Regional Campuses Policy ......................................................................................... 7
Finals Week Schedule Policy ........................................................................................................... 7
Class Cancellation/Emergency Cancellation .................................................................................... 8
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Faculty IVS
Guide to Video Conferencing
CLASSROOM OPERATIONAL INFORMATION
Video Conferencing Classroom Tools for Faculty
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* Given adequate lead-time, we will attempt to
ensure that any tools/techniques you want for
your class are available and working properly
for both on-campus and the regional campus
sites.
** Contact the AVS Office at least one week
prior to class time if you would like to test DVD
play, CD play, certain internet applications, nonstandard software, etc.

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Faculty IVS
Guide to Video Conferencing
Video Conferencing Classroom Tools for Faculty
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Telephone (Most rooms)
Fax (Most rooms)
Computer – Each video conferencing-equipped classroom has a computer, Internet
connection, and display capabilities. Contact AVS to report computer problems in any
video conferencing room.
 Use NetID- example jhn12345
Operational Issues
Getting Started: Arrive 15-20 min. early!
Step 1 - Turn lights on
Step 2 – “Wake” touch panel and Press “Touch to Begin”
Step 3 - Turn on fixed or wireless microphone
Step 4 – Un MUTE audio
Step 5 -Select appropriate source on touch panel or remote
Step 6 -Verify each site can see and hear you and that you can see
and hear them. If remote sites are not seen by 10 minutes prior to
class, call AVS at (270) 745-3809.
Step 7 - Problems? Call (270) 745-3809!
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Faculty IVS
Guide to Video Conferencing
Trouble Shooting
Step 1 - Check the obvious- (i.e. Are speakers muted? Is
Audio on pc muted?)
Step 2 - Isolate the problem. Which sites are affected/not
affected?
Step 3 - Call AVS at (270) 745-3809. By providing the
AVS support center operator with the necessary
information, they will be able to resolve the problem more
quickly and efficiently. The more detail you can provide,
the quicker the solution can be determined.
Shutting Down
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Detach microphone (if using wireless mic, turn off both
power switches and plug into charger); or place mic in
docking station.
Using the Touch Panel, turn off all monitors/lights by
pressing “End Session” or “Exit System.”
Turn off all lights.
Remember, equipment inside the lectern does not need to
be powered off.
Close all windows/doors. (With keypad system, door will
lock automatically.)
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Faculty IVS
Guide to Video Conferencing
Miscellaneous Information
Recording Policies
Recording Requests – Requests to record must be received 24 hours in advance. The best
method is to submit a TD ticket Request Recording of Course. Optional ways of communicating
are to email [email protected], or calling AVS at (270) 745-3809.
Permission to Record – The decision to record a distance learning class is up to the individual
faculty member. Once AVS has received approval from the faculty member, we will schedule
the recording for your specified date(s) and time(s). Please specify if you want the recording
done on a reoccurring basis or if it is a one-time event. Once the recording is completed, a link
will be emailed to you within 24 hours.
Recording Archives - Class Recordings will be archived for the current semester. After each
semester ends, recordings from that semester will be deleted. Once deleted, they cannot be
retrieved. If permanent access to a class recording is desired, beyond the current semester,
please contact AVS to request a DVD of the recording (270) 745-3809. The recording will be
mailed directly to you.
Unexpected Event Recording - If a technical or weather phenomenon occurs, AVS will
automatically record classes, if the Bowling Green campus is open.
Editing Video Recordings – AVS will not edit recordings.
Recording and Legislation – It is your responsibility to ensure that recordings you request or
release are in compliance with state and federal recording legislation. You may contact Bryan
Carson with Western Kentucky University Libraries for more information. Such ethical and
legal complexities include the following considerations:
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If an instructor is recording a class (audio or video) does the instructor need a syllabus
statement or other permission from students?
Does it matter if students’ cannot be seen or heard in the video?
Do you have to tell students they are being recorded?
Does the purpose or use of the audio/video matter? Examples include the following:
o Is the video only for the instructor to review?
o Is the video for the instructor plus faculty-development personnel to review?
o Will the video be utilized as an example with future students?
o Will the video be posted on Youtube.com?
o Is the video for a commercial product?
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Room Access Policy
For the Bowling Green Campus rooms, a keypad has been installed on most of the classroom
doors. The key code is updated every Spring and Fall semester and the new code will be emailed
to prior to the start of the term. Should you require access to another IVS room during the
semester, all video conferencing rooms utilize the same code. If you forget the key code or have
any difficulties accessing a video conferencing room, for whatever reason, contact the AV
Services support center at (270)745-3809. In the event that you need another option, you may
also contact the WKU Police Department at (270) 745-2548.
Only faculty who are currently teaching a distance learning course via video conferencing will be
informed of the current access code.
Visiting WKU Regional Campuses Policy
Campus site visitation is encouraged; however, we request you provide advance notice to your
facilitators and the AV Services Office. (Technical changes must be made in how the class is
“built”.) Please notify AVS of these change by using the TD Ticket IVS Course Change or
Update, or calling (270) 745-3809. For more information on facilitators, refer to Classroom
Organization – BG Facilitators, page. 7.
You are responsible for having someone in your original room that can facilitate that site while
you are gone. You may call AVS at (270) 745-3809, for assistance with BG rooms. Check with
your local campus to inquire about facilitator resources that might be available to help
accommodate your travel if you normally teach from one of the WKU-Regional sites.
Finals Week Schedule Policy
AVS will follow the University’s Finals Week schedule as published by Academic Affairs;
however, many video conferencing classes do not match the published schedule. As a result, the
AVS Scheduling Coordinator will email all current video conferencing faculty 4-6 weeks prior to
Finals Week requesting your proposed date/time for your final exam(s).
Should your requested date and time not be available, or if classrooms change, the Scheduling
Coordinator will inform you of the situation via email. Scheduling for finals week requires AVS
to coordinate between all WKU-Regional campuses to ensure there are no time or room
conflicts.
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Faculty IVS
Guide to Video Conferencing
Class Cancellation/Emergency Cancellation
Prior to the scheduled class time faculty are encouraged to report any class cancellations, or
schedule changes to AVS at (270) 745-3809 or submit IVS Course Change TD Ticket. It is up to
you to notify your students and facilitators regarding class cancellations. After 4:30 p.m.
weekdays and on weekends, please notify the AV Services Center at 745-3809 of any changes or
cancellations.
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