Frequently
Asked Questions (FAQ)
1. What is Videoconferencing?
Videoconferencing allows
people to communicate across long distances with video and audio
contact, using videoconferencing technology.
2. How reliable is videoconferencing?
The reliablity
of a conference greatly depends on the network connection between
each endpoint.
For a
point-to-point conference it is recommended
to set up a connection test prior to the videoconference date. This
way if there are any problems with the endpoints connecting to each
other, the connection problems can be dealt with beforehand. For a multi-point conference
each endpoint generally has to connect to the MCU prior
to participating in the conference. When using the ITS MCU Service
all endpoints must
be certified and/or registered with
our MCU before being able to participate in conferences.
However, keep in
mind a successful connection test does not guarantee the videoconference
will be problem-free. There are many variables
that may affect the functioning and quality of
the
video conference experience at a particular Endpoint or in a particular
conference session.
It is incumbent
on the Endpoint Technical Contact to actively monitor the use of
the Endpoint and related equipment to help ensure that the video
conference sessions function as expected. Critical variables such
as Endpoint settings, changes in network configuration or connectivity,
and the configuration and management of other Endpoints in a video
conference may all have significant impact on the perceived quality
of a videoconference session.
3. What do I need to participate
in a videoconference?
To participate
in a videoconference you will need to schedule a facility that supports
videoconferencing. ITS provides a public
directory of H.323 endpoints within the UH system for information
purposes only. The directory does not list all UH endpoints. Some
colleges and departments may prefer not to list their endpoints on
the directory. Departments are more than welcome to contact sites
that are not listed on this directory. Departments may also want
to consider setting up their own videoconferencing facility. If you
are interested in setting up your own videoconferencing facility,
please send an e-mail to vcs-setup@hawaii.edu.
For more information
on how to schedule a videoconference please visit our Videoconference
Tips page.
4. Do I need to contact ITS
if I want to use videoconference technology?
Not necessarialy.
If you are planning on conducting a point-to-point videoconference
then you only need to contact the site you wish to videoconference
with. However, if you plan to schedule a multi-point videoconference
using the ITS MCU Service, then yes
you will need to contact ITS.
5. How is the UH service different
from other videoconference services like Click to Meet? Can they interoperate?
Click to Meet is
a software based videoconferencing service that connects endpoints.
The UH ITS MCU Service uses a hardware MCU device to connect endpoints.
ITS does not recommend trying to operate the two together.
6.
Can I use Microsoft Netmeeting and participate in a videoconference?
Yes, however ITS
does not reccommend this route. Since
Microsoft Netmeeting is a desktop software that allows one to videoconference,
there is a chance for more problems to occur. The reason for this
is each computer has its own settings. Also it may not be set up
with the proper Network settings (see question 30 for
more information on Network settings).
7.
Can videoconferences be held with other locations not listed on
the UH H.323 Endpoint Directory?
Yes. ITS provides a public
directory of H.323 endpoints within the UH system for information
purposes only. The directory does not list all UH endpoints. Some
colleges and departments may prefer not to list their endpoints on
the directory. Departments are more than welcome to contact sites
that are not listed on this directory.
8. Is there
an easy way to check if the endpoint conference rooms are available?
Each endpoint is
responsible for its own schedule. Therefore, the only way to
check if an endpoint's conference room is available is to check with
the endpoint itself. If you need help getting endpoint contact information
please check the UH H.323 Endpoint
Directory for a list of ITS MCU
registered endpoints.
9. How do
I know if the site I would like to conference with is certified/registered
with the ITS MCU?
You may check the
public UH H.323
Endpoint Directory for a list of registered endpoints.You
may also check with the Endpoint Technical/Room Coordinator at
the location you would like to conference with.
10. What
is the difference between a certified site and a registered site?
Certified site (endpoint) - A site that has conducted a successful connectivity
test with the ITS MCU. Once a site is certified it may participate in
a conference with the ITS MCU. However, for future conferences this site
will need to be certified again as it will not be a registered site with
the ITS MCU.
Registered site
(endpoint) - A site that has conducted a successful connectivity
test with the ITS MCU, has been added into the database and has
been given a unique E.164 number. Once a site
has been registered it will be able to participate in ITS MCU conferences,
regardless if it is used regularly or not.
11.
A site I want to videoconference with is not ceritified with the
ITS MCU,
how do I get that site certified?
Please have the technical contact person at this site fill out the Endpoint
Certification form.
12. What
happens during a certification test session?
The certification process attempts to validate that the Endpoint, i.e.
video conference device and related audio-visual equipment, and associated
network connectivity are all compatible with the MCU Service, and, establishes
that the requested configuration works properly AT THAT POINT IN TIME.
Prior to the certification test, the Endpoint Technical Contact
will be provided with:
- an unique
E.164 number (for UH sites only) that
will identify this Endpoint
- the ITS MCU
Gatekeeper IP address
- the Conference
ID for the certification test
The
certification test
session places the Endpoint, along with all of its associated
equipment and network connections, in an actual MCU Service
video conference
session to identify any compatibility and connectivity
issues.
13. Does a successful
certification test session mean that I will have successful videconferences?
Since there are
many variables that may affect the functioning and quality of the
video conference experience at
a particular Endpoint or in a particular
conference session, successful certification does
NOT guarantee that all future MCU Service video conferences
will
proceed
problem-free.
It
is useful in identifying obvious compatibility
and connectivity issues in advance of any “real” video
conference so that these may be addressed in advance, and
without impacting
a
scheduled video conference
session.
It is incumbent
on the Endpoint Technical Contact to actively monitor the use of
the Endpoint and related
equipment
to help ensure
that the video conference sessions function
as expected. Critical variables such as Endpoint settings, changes
in
network
configuration
or connectivity,
and the configuration and management of other
Endpoints in a video conference may all have significant impact on
the perceived
quality
of a videoconference
session.
14.What
is an Endpoint Technical Contact and what are their responsiblitites?
An Endpoint Technical
Contact is the person responsible for the proper maintenance, upkeep
and operation of the
Endpoint,
including ensuring that the Endpoint devices are correctly
configured and connected to the UH network to support appropriate use
of the Endpoint and its participation in video conferences. Endpoint
Technical Contacts are responsible to ensure that the Endpoint devices
are operating
properly prior to the start of the actual video conference, i.e. at
the initiation start time.
15.
Can I move the videoconference unit to another location and participate
in a videoconference?
We reccommend that
you do not move your videoconference unit once it has been certified/registered.
The reason for this is a the unit
most likely will be placed on a different point of your network. If
the unit is placed on a different point of the network then there
may be connection problems. For example, you may have now placed
your unit behind a firewall whereas
it was not behind a firewall before, you may now have your unit on
a shared instead
of a switched Ethernet,
etc.
If you plan to
move your videoconference unit to another location, then you will
need to have your unit re-certified/registered with the ITS MCU Service.
To re-certify/register your endpoint please submit the following
form: Endpoint Certification Form
16.
Can I submit the MCU Service Request Form before checking whether
the sites/endpoints
are available?
No. It is important
for the Requestor to contact each endpoint that will participate
in the conference and schedule the endpoint
first before requesting the use of the ITS MCU service. ITS is not
responsible for the scheduling of each endpoint and will not double
check with
each endpoint on their availability for you. If you do not schedule
each endpoint prior to filling out the ITS MCU Service request form
then you
may run into problems of having double-booked endpoints, as well
as other various complications.
17.
Why do I need to get the GDS number from each site I want to schedule
for my
multipoint conference?
The GDS
number is
a final way for ITS to verify that the requested site is indeed certified
or registered with the ITS MCU.
All sites must be certified or registered with the ITS MCU before
participating in any
conferences using this service.
18.
Can a non-UH entity use the ITS MCU service?
The ITS MCU service is only available to departments within the University
of Hawaii system.
If a University of Hawaii department would like to include a non-UH
entity in one of its multipoint conferences then the technical contact
for this non-UH entity will need to fill out our Endpoint
Certification form to become certified with the ITS MCU. All sites
must be certified and/or registered with the ITS MCU before being able
to particiapte in a multipoint videoconference using the ITS MCU service.
A non-UH entity will only be able to be a certified site with the ITS
MCU, it will not be a registered site.
19.
Will ITS be informing the endpoints with the Conference ID to dial-in
for my videoconference?
It is the Requestor's responsibility to make sure that all relevant information is distributed
to each
participating site,
i.e. dial-in time, Conference ID, etc. ITS will not be notifying
each site with this information.
20. Do I
need to notify ITS if I am going to make any changes to my multipoint
videoconference, i.e. adding, cancelling sites?
Yes. Whenever you need to make any changes to your multipoint videoconference
please contact the ITS Interactive Video Scheduler at (808) 956-2724
or itvscheduler-l@hawaii.edu.
On the day of the conference sites that are not already pre-scheduled
into the ITS MCU will not be able to connect to the conference.
Also, please keep
in mind, that changes to a pre-existing multipoint
videoconference may generate a new Conference ID. It is important
that each site is aware of the correct Conference ID before the day
of the conference to help minimize connection problems.
21.
What is a Conference ID?
A Conference ID is
a randomly generated 6 digit number created by the scheduling software
for the
ITS MCU. This Conference ID is the number
that each site will need to dial on the day of the conference in order
to connect to the ITS MCU service. An example of a Conference ID is "641234".
It is important to keep in mind that this number will change everytime
there are any alterations made to your multipoint conference, e.g.
adding or cancelling sites. Whenever any changes are made ITS will
send you
your new Conference ID. Once you receive this updated Conference
ID please make sure that each scheduled endpoint is aware of the
changes. If an
endpoint does not have the correct Conference ID then they will not
be able to connect the ITS MCU on the day of the conference.
22. Can H.323
videoconferencing support a staff training workshop with large audience
participation
at each site?
H.323 videoconferencing
best supports small groups. For example, administrative meetings,
research collaborations, job interviews, and dissertation defenses.
For videoconference requests
requiring classrooms for large events such as: large group meetings,
training workshops, seminars and presentations it may be best to
use the Hawaii Interactive Television
Service-2 (HITS2). HITS2 primary use is for distance learning,
therefore availability is very dependent on each semester's course
load. Please note videoconferences held via HITS2, are limited to
HITS2 sites within the UH system.
23. How can
I include my power-point presentation using a Polycom videoconferencing
unit?
For information on how to include a power-point presentation using
a Polycom videoconference unit, please click
here.
24. How much notification
do you require for conducting a videoconference?
For multi-point videoconferencing
ITS highly recommends that you begin planning for your conference
no later than two-weeks before your proposed videoconference
date. ITS must receive the MCU request form no later than 72 hours
prior to the day of the conference. For point
to point videoconferencing please contact the individual site
you wish to connect with. It is important to note, that each
individual site may have their own notification requirements.
25. Is the
MCU service available 24 x 7?
No. The MCU service
is available during the following hours:
- Core hours:
M-F 8:00 Am - 4:30 PM
- Limited Coverage Hours: M-F 4:30 PM - 11:00
PM;
Saturday
8:00
AM
-
4:30 PM
26. How am I billed
for each videoconference?
ITS will typically
not charge the requesting UH department for MCU usage.
27.What should I do if I experience problems during the videoconference?
For point
to point videoconferences: Contact your local site
technical representative or coordinator.
For multi-point videoconferences: First contact your
local Enpoint Technical Contact Person. If the problem
can not be solved locally contact (808) 956-9167.
28. How do I determine
my unit's compatibility with other videoconferencing devices?
Most H.323 videoconference
devices are compatible with each other. However, we recommend conducting
a test before the videoconference date to ensure compatibility. If
you are planning to use the ITS MCU service, and you have a site(s)
that is not certified with our MCU, please have the uncertified endpoint
submit our Endpoint
Certification Form.
29. My department
would like to purchase videoconference equipment so that we can hold
meetings
with other institutions, who can I contact for more information?
Please send an e-mail to vcs-setup@hawaii.edu.
30. What type of network concerns should our department
be aware of in setting up our conference room as a videoconference
site?
As much as possible the
videoconferencing unit should be connected to a network
switch or isolated network. The reason for this is H.323 videoconferencing
units and any local network traffic will directly compete with each
other causing the network to slow down. If your unit is behind a firewall(s),
please contact your local network administrator in charge of the
firewall(s) to enable the videoconferencing port.
31. Does
ITS provide videoconference training classes?
ITS do not provide
videoconference training classes at this time. However, if ITS is
initially assisting in establishing a videoconference room for your
department, there may be a brief hands-on orientation in the
use of the equipment. Departments that own their own equipment are
responsible for training users.
32. What's
the ITS recommended configuration for a videoconference unit?
Polycom has several
different models of videoconferencing units available for mainstream,
small-meeting use. Models such as the Polycom VSX-6000 or VSX-7xxx
series have the basic features you would need for videoconferencing.
Your choice of unit will depend on the optional features you may
want. It is also important to have a good network connection to the
device, with a switched port to the datajack so as
to
have adequate bandwidth available for the best videoconferencing experience.
Please consult with ITS if you are interested in purchasing your own
device for your department. ITS does not recommend units for
personal desktop use. For more information regarding purchasing a videoconference
unit please contact vcs-setup@hawaii.edu.
33.
Does ITS provide assistance in maintaining the videoconference equipment?
No, ITS may provide
equipment recommendations, but departments and offices are responsible
for maintaining their own videoconference equipment.
34. Can I
use the multi-point conference feature in my videoconference unit?
Several Polycom
units have a MCU feature. For example the VSX-7800,
has a built-in multi-point conference feature that can support up
to
a total
of four endpoints (your endpoint + 3 others). Using such a unit,
you may schedule and
establish
your
own meetings
without ITS intervention; the drawback being that ITS will not be
able to remotely monitor your meeting for problems.
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