Digital Videoconferencing Use and Scheduling Policies and Procedures

The UC Irvine Libraries' digital videoconferencing equipment offers high quality, simultaneous multi-point audio and video communication between library conference rooms and even between buildings.

Benefits of digital videoconferencing

The use of videoconferencing offers several key benefits. It removes the need to travel between locations for face-to-face collaborations, therefore saving time and costs in travel, as well as allowing for increased productivity during travel time. It also has the potential of greatly improving communication between remote sites within the Library and with other libraries and our users. Additionally, unlike telephone conferencing, videoconferencing keeps the face-to-face element in live interactions which is important in certain situations, especially while enabling document collaboration. Examples of uses:

  • team members located in the Langson Library can meet with colleagues in the Science Library while eliminating the need for multiple trips between locations or avoiding back-to-back scheduling conflicts.
  • staff at the Grunigen Medical Library can attend presentations and training sessions held in SL 104 or LL 570 without abandoning their facility.
  • two people whose offices are in separate buildings can use the equipment like a video phone to enhance their conversation and collaboration with live images.
  • librarians can put together a meeting of various people across the country at different locations for a common discussion.

How to request videoconferencing equipment

  • To request videoconferencing equipment, schedule it through corporate time, following the procedures in the Instructions for reserving Rooms/Equipment through Corporate Time. Be sure to indicate your equipment and seating setup option choices in the "Details" tab when you make your Corporate Time reservation.
  • Contact one of the Resource Coordinators below if you have any questions or need training or practice using the equipment.
Jose Perez Langson Library (949) 824-7072
Mark Vega Grunigen Medical Library (714) 456-5585
Jeff Schneidewind Science Library (949) 824-3680

Tips for conducting meetings using videoconferencing

  1. Sit closer to the camera rather than at the far end of the conference table opposite the camera. Keep in mind that the viewers on the other end need to see you well enough to determine who is speaking.
  2. Make sure to place the microphone in the center of the meeting space so the remote viewers are able to hear everyone in the meeting and vice-versa.
  3. Plan to set up the camera, lighting, etc. prior to the meeting start time. If you are in charge of the meeting, you should plan 5-10 minutes of preparation time.
  4. During the meeting:
    1. talk in your normal speaking voice.
    2. be aware of the location of the camera and microphone. As you look around the room at audience members, remember to look at the camera, too.
    3. take turns speaking and remember to give the remote viewers a turn to speak. Check in with the remote viewers regularly.
    4. keep incidental noises to a minimum. The microphone amplifies noises that are inconsequential to those in the room (e.g., papers shuffling, setting down coffee cups, keys.)
    5. acknowledge comments made by remote users verbally or by nodding. It's easy for remote users to feel disconnected from the meeting. They often can't see the body language cues we take for granted in person.
  5. Make sure handouts are sent electronically to the remote viewers prior to the meeting so all attendees have the proper materials.

Tips for presenters using videoconferencing to speak to a remote audience

  1. Be aware of the location of the camera and microphone. As you look around the room at audience members, remember to look at the camera, too. Avoid moving out of range of the camera's pan arc. Don't move away from the microphone since the remote viewers may not be able to hear you.
  2. Presenters should remain aware of the virtual presence of the remote audience and should occasionally ask if they have comments or questions (this will also verify that they are still connected).
  3. Computer-based presentations can be difficult to share with the current technology. Remote users will not be able to see images projected on a screen at your site, though you may be able to walk them through web pages by instructing them to open urls and click links so they can follow as you go along.
  4. If you have a PowerPoint presentation, Technology Center staff can load it onto the digital videoconferencing equipment for sharing. However, showing the presentation may require practice for the presenter since it will require switching back and forth between the presentation and the cameras. Also, some advanced PowerPoint features (like animation) are not supported.
Digital videoconferencing services were developed and implemented by the UCI Libraries Digital Video Research and Planning Team.