Videoconferencing Teacher Study Guide
http://videolinq.tafe.net
CHAPTER 2: PRESENTATION AIDS, TOOLS AND TECHNOLOGY
This topic will offer you information about the equipment that you can use for your
videoconferencing presentations.
The use of VC equipment while making a
presentation will be a little daunting at first.
Therefore you need to get as much hands-on
experience with the equipment as you can, and
this may mean making times to go into the
videoconferencing room and practising use of the
equipment by yourself.
You will need to talk to your Site Coordinator about the best time to use your VC
room for practice sessions. You might like to participate in a videoconference to see
how other teachers deliver using this medium. You should ask your Institute
Program Coordinator to contact someone who teaches via VC at your college to
arrange this. You may be able to sit in on one of their lessons.
ACTIVITY 3
Think about how a videoconference differs from a face-to-face lesson.
Consider what aspects of a VC presentation you would need to be aware of.
What different procedures might you need to adopt during a videoconference?
We have given you some headings to put your ideas under.
1. Technical Issues and Aspects
2. Personal Presentation and Appearance
3. Resource Presentation
4. What considerations would you have to give to students at distant sites?
5. How will VC effect the necessary resource preparation and distribution?
Now look at page 18 and see what protocols are recommended.
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Videoconferencing Teacher Study Guide
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VIDEOCONFERENCING ROOMS
Videolinq has two types of videoconferencing rooms across the TAFE Queensland
Network. These are best described as ‘Delivery’ and ‘Receipt’ rooms.
DELIVERY ROOMS
EQUIPMENT
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2 Camera, 3 Monitor Configuration
Suited to the delivery of
presentations, training and large
group participation
Located in the metropolitan and larger
regional and rural campus across
Videolinq TAFE Queensland
Institutes
Capacity of up to 20+ participants
Stylised presenter/lecturer podium
positioned in front of audience
2 x 29” monitors, 1 ‘far end’ and 1
‘near end’ (graphics receipt preview
function)
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Polycom ViewStation 128/FX unit
2 Cameras, 1 front (attached to VC
unit) and 1 rear for ‘far end’ audience
presenter view
Additional 29” back monitor for ‘far
end’ audience view
Document Camera, Scan Converter,
VCR
In room open access STD phone,
access to back up fax facilities
Standard PC for access to Internet
booking system, computer based
document presentation and Internet
page display
2 x standard computer network
connections, 1 for GMS functionality
and 1 for connection of standard PC
to Visual Concert/PC Present
RECEIPT ROOMS
EQUIPMENT
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1 Camera, 2 Monitor Configuration
Suited to the receipt of presentations
and small group participation
Located in the smaller regional, rural
and remote campus across Videolinq
TAFE Queensland Institutes
Capacity of up to 10+ participants
2 x 29” monitors, 1 ‘far end’ and 1
‘near end’ (graphics receipt preview
function)
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Polycom ViewStation 128 unit
Single front camera (attached to VC
Unit)
Document Camera, Scan Converter,
VCR
In room open access STD phone,
access to back up fax facilities
1 x standard computer network
connection for GMS functionality
Recommended additional computer
connection and supply standard PC
VIDEOCONFERENCING EQUIPMENT
Now let’s have a look at the equipment that you will be using to make your
videoconferencing presentation. If you are interested in learning more about the
equipment needed for videoconferencing you can find information on the following
website:
http://www.kn.pacbell.com/wired/vidconf/equipment.html
Over the next few pages you will see some pictures of VC equipment. As you look
over this information, think about your plans for videoconferencing your program and
consider which equipment will suit your on site needs and your students’ needs.
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Videoconferencing Teacher Study Guide
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ESSENTIAL VIDEOCONFERENCE EQUIPMENT
Main Monitor
Participants at the ‘far end’ site appear on
this screen. This screen is used when all
participating sites want to view items from
the document camera, scan converter or
laptop computer. Features such as the
Polycom Address Book and System
Information can be viewed via the main
monitor.
Preview Monitor
Participants in the delivery room (‘near end’) can see themselves and their
documents on this monitor. This monitor allows the presenter to see what camera
presets look like before their VC presentation.
Main Camera
The main camera is usually located on top of the
main monitor. Its movements are directed by
sound in the VC room or the remote control.
Using the remote control, the camera can be
preset for programmed shots around the VC
room, focussing on the presenter, student
groups or the document camera. This allows for
more efficient videoconference presentations.
Polycom 128 unit
Remote Control
The remote control enables the VC user to dial in, adjust
the camera to different room placements, zoom in and
out, adjust the volume, activate the mute and hang up.
It’s also used to select different video inputs, e.g.
document camera, auxiliary camera, VCR, and to switch
back and forth between these during the VC. Guidelines
for the use of this remote control are available at all
Videolinq VC sites.
Polycom Remote Control
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Videoconferencing Teacher Study Guide
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Microphone
The microphone should be located in the centre of
the participant group so everyone in the room can
be heard. These microphones are very powerful
and will pick up all noise made in the room –
including the shuffling of papers and participants
having side chats during the VC.
Polycom Microphone
Buttons on the remote control allow for the
adjustment of sound and for muting. When you
are not speaking (i.e. someone at a far site is
speaking), you should have your microphone on
mute.
Document Camera
The document camera is used for:
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Document Camera
A4 paper based documents
Connecting PowerPoint displays
Demonstration of certain skills, e.g. drawing,
weaving, free hand writing
You can use it as an overhead projector to show
slides, photographs, objects or even as a
whiteboard to scribe (on paper of course)
student ideas, responses, etc. Students can
use it in much the same way – to show a work in
progress or finished work, e.g. a reef knot, a
painting, or to show text or objects.
The document camera has its own controls for zooming, lighting, focusing and
contrast. Remember to test the white balance prior to use. For the best results
pastel coloured paper should be used.
Telephone
There should be a telephone in each
videoconference room
for calling
Site
Coordinators (during office hours) or the
Integrated Vision help desk (all hours).
You can also use the phone to call the VC
rooms at other sites, e.g. participants from one
site may not be on line, in which case you can
call the room to see if they are having problems
dialling in.
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OTHER VIDEOCONFERENCING EQUIPMENT
VCR
You can use a VCR to play videos during a
videoconference or record the videoconference for
later use. (Be sure all participants agree to be
videoed beforehand.) Be careful not to play long
videos in your videoconference or participants may
fall asleep! Make sure you check the copyright laws
for any videos you show via videoconference.
Laptop Computer
A laptop is commonly used as a presentation tool in
videoconferences. You may want to use a PowerPoint
presentation or some other software in your VC
presentation. You may even want to show participants a
website on the Internet. The laptop can be connected via
the Scan Converter to the Document Camera for inclusion
in the videoconference, or via PC Present or Visual
Concert software.
Auxiliary Camera
The Auxiliary Camera (or Rear Camera) is usually found
attached to a wall (at the back of the room). It allows the
VC presenter to deliver standing up at a lectern.
Scan Converter
Scan Converter
A Scan Converter is used to connect a computer
(usually a laptop) to the Document Camera.
Information on the computer, such as a
PowerPoint or Internet site presentation can then
be sent via Videoconference.
You should have had an opportunity to practice using the equipment and we
all know that the more practice one does the more confident you are going to
be using the equipment. You may even wish to organise some time to practice
by yourself.
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VIDEOCONFERENCE PROTOCOLS
The following are some suggested practices to ensure a successful videoconference
for all participants and presenters.
Remember: Interactivity between all locations is the key to a successful
videoconference. Ideas and comments from each remote site should be
encouraged and discussed within the timeframe of the agenda.
PARTICIPANTS
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Arrive
15
minutes
before
the
videoconference. Arriving early provides an
opportunity to find a seat, conduct
introductions among participants, and
organise materials for the session.
Ensure you can be heard, move the
microphone to a central position if necessary.
Avoid shuffling papers or tapping objects
near the microphones.
Keep your microphone on mute at all times until the teacher/chairperson/host
asks your site to respond. This improves the audio quality for everyone in the
videoconference by removing extraneous room noise (chairs, paper shuffling,
etc).
Avoid side conversations that would exclude the far-end sites from your
conversation.
Once the connections have been made with the sites in the conference, all
participants should introduce themselves. This helps to establish appropriate
audio levels in all rooms. Remember, just because the other participants are not
in the same room, proper protocols should still be followed.
When your videoconference has concluded, leave the room in an orderly fashion,
as other conferences may be booked following yours.
PROCEDURES FOR SITE HOSTS/FACILITATORS/PRESENTERS
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Familiarise yourself with the room, remote control and document camera or
other special equipment. Presenters who will be using a number of devices (e.g.
document camera, VCR, computer/laptop) should arrange a visit to the room
before the videoconference, to run through a practice session.
If the videoconferencing event is going to be a large multi site one, or includes
complex audio/visuals, we highly recommend a rehearsal session.
The switching from site to site is voice activated. It takes about four seconds of
continuous noise from your site for the video to show your image to the rest of
the conference. Participants should remember to pause for reaction.
As a VC Presenter you may need to ask questions to your far site participants
to encourage them to speak for this length of time. Yes/No answers are not
enough to switch from one site to another.
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Videoconferencing Teacher Study Guide
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VIDEOCONFERENCING PROTOCOLS IN A NUTSHELL
Technical
Use the mute button
Use presets
Acknowledge sound delay
Gestures
No excessive movement
Use gestures to aid communication
Clothing
Plain colours
Avoid patterns
Pastels are good
Colours should contrast with your background
THE GRAPHIC ENVIRONMENT
You have the choice of some peripheral videoconferencing equipment to use for
presenting graphic images, text and/or other matter. Your site coordinator is there to
assist you in using this equipment. It may mean that you arrange a time to have a
practice session to get to know the advantages and limitations of each option.
A document camera is available at all
Videolinq delivery sites and this is probably
the easiest piece of equipment to use. You
can show photos, texts and even 3
dimensional objects on the document
camera. Horticulturalists have shown plant
specimens, Nursing educators have show
syringes, Welders have shown welding irons.
The possibilities are endless. The document
camera has a zoom lens to allow for small
items to be enlarged.
If your videoconferencing unit is a Polycom ViewStation 128 then you can connect it
to a laptop or computer and operate one of two free software programs – PC Present
and Visual Concert. PC Present can be used to show PowerPoint slides during your
presentation, while Visual Concert can be used for slide presentations as well as
showing web pages or other desktop images. You can find more out about these
two programs by clicking on the following links:
http://videolinq.tafe.net/pdf/how_to_use_PC_Present.pdf
http://www.polycom-products.com/video-Personal.htm
* The Polycom ViewStation FX system does not have the ability to connect to Visual Concert,
however you can connect it to a laptop or computer for PC Present to show PowerPoint slides
during your presentation.
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POWERPOINT PROTOCOLS
When designing your PowerPoint presentation, or documents for the Document
Camera, you need to consider the following:
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Use at least 24 point bold (documents)
36 point bold (PowerPoint slides) and San Serif font, e.g. Arial (no feet)
Landscape orientation
Pastel colours for backgrounds
Leave a border around the page
Don’t clutter the page
Use same size graphics
Use an overhead pen for documents
Use a pen to point to objects, not your finger
PREVIEW, REVIEW AND REFLECT
After you have prepared your documents or PowerPoint slides you should review
them carefully to consider their sequential organisation for optimum learning. Put
yourself in your students’ shoes and view your presentation from their perspective!
You also need to be mindful of copyright legislation and privacy laws, which may
have an impact on resources you are using. Access the web address below to get
more information on flexible learning legislation:
http://www.flexiblelearning.net.au/productsandservices/#legal
You can read more about VC protocols used overseas on these websites:
http://www.alaska.edu./swatn/video/etiquette.html
http://www.hbg.psu.edu/iit/mw2/etiquette.htm
http://belle.netera.ca/infra_vid_con.htm
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