Video Conferencing Details

 

Choose a platform below that you would like to learn more about.

Learn more about WEBEX

Learn more about VIDYO


WEBEX

Website: https://websteru.webex.com

Participation:

Anyone can be invited to join and participate in a WebEx session…no account or licensing is required.
Invitations to a WebEx session will include toll free numbers and a URL, and if the participant has not used WebEx before the necessary software client will automatically be downloaded to their computer.

Hosting:

Hosting (the ability to schedule a WebEx session and invite others to attend) requires a Webster WebEx account.
A WebEx session is typically scheduled in advance and requires a host -- a WebEx session cannot start until the host is present and opens the session.
The number of host accounts given to individuals will be limited.
Primarily, accounts will be assigned to schools or departments with an academic or business use for WebEx.
Host Accounts require an e-mail address – all communication between WebEx and the host regarding scheduling, invitations to participants, attendees, starting the WebEx session, etc., will use this e-mail address. Schools or departments at Webster with a need to use WebEx should first create an e-mail address that can be shared by those who will be hosting WebEx sessions (e.g. “studentserviceswebex@webster.edu”)
In addition to the e-mail address, there must also be a user name (e.g. “Student Services”) and a password that can be shared by those who will be using the account.

ACCOUNT OPTIONS

When a host account is created there are several options that must be configured, based on the expected use of the account and nature of the WebEx sessions that will be conducted. These include whether the account will be used for training, general meetings, remote computer support, or events.
In addition, decisions must be made whether to allow the use of toll free telephone numbers for participants or require them to use VOIP via computer microphones and speakers for the audio portion of the WebEx sessions. These options are discussed in greater detail below.

Participant Options: (General)

Participants can attend a WebEx session using their computer to view, speak, hear and be seen if their computer has a web camera, microphone and speakers. This is the recommended method of participation.
Those without a web camera can also participate via computer, but will not be seen.
Those without a microphone will need to participate using a telephone to call into the WebEx Audio conference bridge. (All participants, whether using computer microphone or telephone, are on the same audio conference bridge.)
It is also possible to attend a WebEx session using only a telephone, but that defeats the purpose of video conferencing and there are other options available for those who wish to have a telephone conference call.

SESSION OPTIONS:

There are four options for WebEx sessions, each with different capabilities and functions. (Highlights of each type are provided below). Each host account can be assigned the ability to schedule one, some or all of the different types of sessions. These are set when the account is created and can be altered as may be needed at any later time.

MEETING

A WebEx Meeting session allows for up to seven people to be seen on the screen in videoconference mode; the sharing of documents and files by the host (or their entire desktop); the ability to pass host privileges to another participant so they can share their documents; and uses “active speaker” (the person speaking is automatically placed into the video window for all participants to see). Can be recorded for later use.

TRAINING

A WebEx Training session can incorporate tools that include monitoring student attentiveness, integrated testing, grading and polling tools; breakout sessions between participants; use of HD video for presentations (up to 720p); and LMS integration. Up to 1,000 participants are possible for one session. Can be recorded for later use.

SUPPORT

A WebEx Support session is designed to provide remote support to computer users to resolve problems. Support sessions allow use of WebEx to view a customer's screen, control their desktop, and collect system information; transfer of files directly to the customer's computer during a session; demonstration of new features or capabilities right on the customer's screen; adding up to five additional support techs to a session if additional help is needed.

EVENT

A WebEx Event session is very similar to a television broadcast, and intended for a large audience. Those who view an Event can submit questions or comments via chat, but cannot speak to the host or panel that is presenting the event. There are several different applications that can be used for Events that are intended to provide marketing information regarding the attendees, tracking of participation, and providing downloadable materials for them to view. Can be recorded for later use.


Telephone Options: 

WebEx is capable of several options for those participants connecting to a session via telephone.

1. Participants who connect to the session web address using the URL can enter their telephone number, and WebEx will call them and connect them to the session via their telephone when they answer.
THIS OPTION WILL BE DISABLED FOR ALL HOST ACCOUNTS. (Due to the additional cost) unless a business case can be made to provide it.

2. Participants can call a toll free number that is provided in the invitation. They will also be required to enter the meeting access code that is also provided in the invitation.
THE TOLL FREE CALL-IN NUMBER IS AN OPTION THAT MAY BE DISABLED FOR CERTAIN HOST ACCOUNTS.

3. Participants can call a toll number that is provided in the invitation. They will also be required to enter the meeting access code that is also provided in the invitation.
Their phone will be charged for the call.
THE TOLL CALL-IN NUMBER IS AN OPTION THAT WILL ALWAYS BE AVAILABLE TO ALL HOST ACCOUNTS.

4. When participants connect to the WebEx session using the URL that is provided in the invitation they can select to use their computer microphone and speakers for the audio portion of the conference.
THIS IS THE PREFERRED METHOD OF AUDIO CONNECTION AND SHOUL D BE RECOMMENDED TO YOUR INVITEES. (Options 1 and 2 above both incur telephone charges on a per minute basis for every participant using a telephone for their audio connection.

VIDYO

Website: https://webster.idvideophone.com

Participation:

Anyone can be invited to participate in, and join, a VIDYO session…no account or licensing is required.
Invitations to a VIDYO session will include toll free number (with extension) and a URL, and if the participant has not used VIDYO before the necessary software client will automatically be downloaded to their computer.

Hosting:

Hosting (the ability to schedule a VIDYO session and invite others to attend) requires a Webster VIDYO account OR the link to a VIDYO “conference room”.
A VIDYO session DOES NOT require a host -- VIDYO provides a virtual room, and anyone with the proper link to a VIDYO room can enter the room at any time. Those with VIDYO accounts have, in essence, their own virtual room.
The number of VIDYO room accounts given to individuals will be limited. Because the number of participants at any given time is limited, use of VIDYO rooms needs to be scheduled.
Primarily, accounts will be either be assigned to key individuals or departments with a sufficient academic or business need for their own VIDYO room – or – they will be given a link to a room on a per use or as needed basis.
Sharing the link to the room and the toll free phone number and extension associated with the room with those who are invited to join a particular video conference is all that is needed for them to attend.
All rooms use the same 888 toll free number for those who need to attend via phone, but each room has a different extension
VIDYO room accounts DO NOT require an e-mail address – those with VIDYO accounts need only a username and password

Participant Options: (General) 

Participants can attend a VIDYO session using their computer to view, speak, hear and be seen if their computer has a web camera, microphone and speakers. This is the recommended method of participation.
Those without a web camera can also participate via computer, but will not be seen.
Those without a microphone will need to participate using a telephone to call into the VIDYO Audio bridge. (All participants, whether using computer microphone or telephone, are on the same audio line.)
It is also possible to attend a VIDYO session using only a telephone, but that defeats the purpose of video conferencing and there are other options available for those who wish to have a conference call.

LIMITATIONS

Currently, VIDYO can only support 25 connections at one time. Each computer/microphone/camera is a connection, whether there is one person at that computer or several people in a conference room.

Telephone:

VIDYO has one toll free number (1-888-547-4944) that connects to Webster’s VIDYO service. Each individual room has a different extension number that must be entered by participants using their phone for the audio portion of the videoconference to connect to the room.


FACILITIES

Both WebEx and VIDYO are easily used by individuals at their desks, and can be added to small conference rooms. Media & Academic Technology Services has conference cameras that are appropriate for small groups.

Loretto Hall 402 has technology installed for use as a video conference room and/or a Video Enabled Classroom. Reservations for timein this room are made through Breanna Herschelman at extension 5964. Please also submit a request for Video conference Support from MATS. There are currently similar rooms at the San Antonio, TX and Columbia, SC campuses. Additional rooms are under construction (2014) in Vienna, Bangkok and Kansas City

EAB 253 and EAB 262 have ceiling mounted cameras and can be used as video conference rooms. Reservations for the use of EAB 253 and 262 must be scheduled through the Walker School of Business and Technology.


WORKFLOW

1. Submit Video Conference Request Form
2. You will be contacted by a representative of Media & Academic Technology Services to discuss your needs in greater detail.
3. M&ATS will set up the equipment needed in your meeting location for the video conference, or assure that the equipment you have available will work with the system and is properly configured
4. If needed, you can elect to receive training on how to use the video conferencing software at some time prior to the event. A representative of M&ATS will be available at the start of your session to handle any issues getting the conference underway.