Videoconferencing

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Videoconference Coordination
Planning Your Department's Videoconference Endpoint
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MCU Service

Table of Contents

Introduction

Scheduling the MCU Service

MCU Request Confirmation

Modifying MCU Reservation

MCU Endpoint Certification

MCU Endpoint Registration (UH Endpoints)

Technical Information on the Day of Conference

 

Scheduling the MCU Service

It is highly recommended that planning for a multipoint videoconference occur a MINIMUM of two-weeks prior to the proposed video conference date. Due to the requirements of the MCU Service and to help ensure the level of service quality for all participants, late or incomplete requests may not be accepted by ITS.

The two-week lead will allow enough time to complete the following scheduling steps:

Step 1: Scheduling of Endpoints
  • The Requestor (the UH faculty or staff requesting the MCU Service) is responsible for contacting each Endpoint Technical Contact and Schedule Coordinator to reserve the Endpoint, conference room, and all other required equipment prior to scheduling the MCU Service with Information Technology Services (ITS). ITS is NOT responsible for reserving Endpoints or conference rooms for MCU Service requests. Requestors and the respective Endpoint Room/Technical Contact Person are responsible for ensuring that Endpoints and conference rooms are properly scheduled for their videoconferences (e.g., not double-booked), and for resolving any and all scheduling conflicts that may affect their session.

Step 2: Endpoint Certification & Registration
  • All Endpoints MUST be certified, and UH Endpoints must be registered before scheduling the video conference session with the MCU Service.
  • It is the responsibility of the Requestor to check whether each Endpoint is certified with the MCU Service.
  • For those Endpoints not yet certified, the Requestor must arrange to have the Endpoint certified by working together with the Endpoint’s technical contact/coordinator to complete and submit the online Endpoint Certification Request Form.
  • Requests for certification must be submitted at least two (2) weeks in advance of any MCU Service request. Certification of Endpoints is critical to help ensure that videoconferences can proceed as smoothly as possible.
  • While there are many things that can affect the success of a videoconference, the requirement to certify Endpoints in advance of scheduling the MCU Service allows for some degree of end-to-end testing to validate equipment and network compatibility with the requirements of the MCU service.

Step 3: MCU Request Form Submission
  • The Requestor must complete and submit the online ITS MCU Request Form after both Step 1 and Step 2 have been completed.
  • It is recommended that the ITS MCU Request Form be submitted no later than 72 hours prior to requested videoconference date. Provided the necessary MCU Service resources are available, and the required Endpoint certifications and UH Endpoint registrations are complete, ITS will provide confirmation to the Requestor (via e-mail) that the requested videoconference using the MCU Service has been completed.

Step 4: Notifying the Conference Participants
  • The Requestor must inform all video conference participants of the location, date and time of the videoconference. It is also recommended that the videoconference participants be given the Conference ID (supplied in the Requestor confirmation e-mail) in case they need to dial-in to the videoconference.


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© 2004 University of Hawaii
Updated:January 30, 2007