FAQ

  • A videoconference is a live connection between people in separate locations for the purpose of communication, involving audio, video and sometimes text.

  • The reliability of a conference greatly depends on the network connection between each endpoint. To minimize videoconferencing connectivity issues it is recommended that first time connections, i.e. connecting to a site for the first time, setup and perform a connectivity test prior to the videoconference date. When using the ITS Bridging Service all endpoints are required to be certified and/or registered prior to participating in conferences.

    A successful connection test does not guarantee the videoconference will be problem-free. There are many variables that may affect the functionality and quality of the video conference experience at a particular Endpoint or 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.

  • Not necessarily. If you are planning on conducting a point-to-point videoconference then you only need to contact the site you wish to videoconference with. If you plan to schedule a multi-point videoconference using the ITS Bridging Service, you will need to submit a request form.  For more information, please contact the ITV Scheduler at (808) 956-2724 or itvscheduler-l@lists.hawaii.edu.

  • To participate in a videoconference you will need to attend at a room-based videoconference facility or participate from your desktop or mobile device.  To find out which option best fit your needs, please click here.

  • Any potential charges incurred would be at an endpoint level and handled by the department responsible for that endpoint. Typically ITS will not charge for ITS Bridging Service usage.

  • H.323 is a multimedia communications standard that defines how real-time audio, video and data information for computers, equipment, and services is transmitted over packet based networks.  H.323 is commonly used in VoIP and IP-based videoconferencing. Users can connect with other users over the Internet and use varying products that support H.323.

  • 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 Hawaiʻi Interactive Video Service (HITS). HITS primary use is for distance learning, therefore availability is very dependent on each semester’s course load.

  • No, these software do not use the H.323 standard, but rather their own proprietary Internet telephony protocols. These protocols are closed-source and generally only work between their own specific software endpoints.

    To find out which ITS videoconferencing service best fit your needs, please click here.

  • Displaying a PowerPoint presentation, a.k.a. content, is dependent on the particular videoconference device you are using as well as the set-up of the room. Generally the user will just need to begin sending content on their device. You should check with your Endpoint Technical Contact on more specific information on computer connections and sending content for your videoconference.

  • Video conferencing systems that users control to make/receive calls are generally called “Endpoints” or “Endpoint systems”. This is an important distinction because an endpoint is where physical and logical connections to audio systems such as speakers and microphones are made. Additionally, a video conferencing endpoint must be connected to a display and speakers in order for video conference users to see and hear one another.

    In a videoconference a far-end site(s) is the other sites/endpoints with whom you are connected.

  • 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 Bridging Service, and you have a site(s) that is not certified with our Bridging Service, please have the uncertified endpoint submit our Endpoint Certification Form. Generally if your site has been certified/registered with the ITS Bridging Service then you should be compatible for the Bridging service session. 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.

  • 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.

    Certified site (endpoint) – A site that has conducted a successful connectivity test with the ITS Bridging Service. Once a site is certified it may participate in a conference with the ITS Bridging Service. However, for future conferences this site may need to be certified again as it will not be a registered site with the ITS Bridging Service.

    Registered site (endpoint) – A site that has conducted a successful connectivity test with the ITS Bridging Service, 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 Bridging Service conferences, regardless if it is used regularly or not.

  • Yes. Some colleges and departments prefer not to list their endpoints on the directory. Departments are more than welcome to contact sites that are not listed on this directory.

  • The ITS Bridging Service is only available to departments within the University of Hawaiʻi system.

    If a University of Hawaiʻi 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 Bridging Service. All sites must be certified and/or registered with the ITS Bridging before being able to participate in a multipoint videoconference using the ITS Bridging service. A non-UH entity will only be able to be a certified site with the ITS Bridging Service, it will not be a registered site.

  • Please have the technical contact person at this site fill out the Endpoint Certification form.

  • The certification process attempts to validate that the endpoint (i.e. videoconference device and related audio-visual equipment, and associated network connectivity) is compatible with the ITS Bridging Service, and establishes that the configuration works properly at that point in time.

    Prior to the certification test, the Endpoint Technical Contact will be provided with:

    1. Unique E.164 number (for UH sites only) that will identify this Endpoint
    2. ITS Bridging Service Gatekeeper IP address
    3. 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 Bridging Service session to identify any compatibility and connectivity issues.

  • There are many variables that may affect the functionality 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 ITS Bridging 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.

  • Each endpoint is responsible for its own schedule. The only way to check if an endpoint’s conference room is available is to check with the endpoint itself.

  • An Endpoint Technical Contact is the person responsible for the proper maintenance, management and operation of the Endpoint. Responsibilities include, but are not limited to 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.

  • 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.

    For multi-point videoconferencing ITS highly recommends that you begin planning for your conference no later than two-weeks before to your proposed videoconference date. ITS must receive the ITS Bridging Service request form no later than 72 hours prior to the day of the conference.

  • No. The ITS Bridging 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; Saturdays/Sundays
  • 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 Bridging 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 Bridging Service request form then you may run into problems of having double-booked endpoints, as well as other various complications.

  • The IP Address of the unit is a final way for ITS to verify that the requested site is indeed certified or registered with the ITS Bridging Service. All sites must be certified or registered with the ITS Bridging Service before participating in any conferences using this service.

  • A Conference ID is a randomly generated 6-7 digit number created by the scheduling software for the ITS Bridging Service. 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 Bridging service. An example of a Conference ID is “8611111”.

  • 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.

  • 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@lists.hawaii.edu. On the day of the conference sites that are not already pre-scheduled into the ITS Bridging Service will not be able to connect to the conference.

  • We recommend that you do not move your videoconference unit once it has been certified/registered. Moving your videoconferencing unit may create connection problems. For example, you may have now placed your unit behind a firewall whereas it was not behind a firewall before, or, 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 Bridging Service. To re-certify/register your endpoint please submit the following form: Endpoint Certification Form

  • For point to point videoconferences: Contact your local site technical representative or coordinator.

    For multi-point videoconferences: First contact your local Endpoint Technical Contact Person. If the problem can not be solved locally contact (808) 956-5191.

  • Please send an e-mail to vcs-setup@lists.hawaii.edu.

  • As much as possible the videoconferencing unit should be connected to a network switch or isolated network. 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 ports.

  • ITS does not provide videoconference training classes at this time. However, if ITS is 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.

  • Polycom has several different models of videoconferencing units available for mainstream, small-meeting use. Models such as the Polycom HDX or Group 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. For more information regarding purchasing a videoconference unit please contact vcs-setup@hawaii.edu.

  • No, ITS may provide equipment recommendations, but departments and offices are responsible for maintaining their own videoconference equipment.

  • Several room-based videoconferencing units have a MCU feature. For example the Polycom HDX-8000, 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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