Reservations Guidelines

Classroom Support Services (CSS), a unit of Undergraduate Academic Affairs, is pleased to bring to campus video conferencing capabilities for faculty and students of all disciplines. For non-academic uses (other than by students who can use the system for free) of the videoconferencing system please contact CSS for the fee schedule. The equipment is capable of videoconferencing with anywhere in the world, bringing the UW just a screen away from universities and internet cafes all over the world. Whether you wish to interview students in tsunami-affected countries, chat with colleagues in Cairo, or design a course jointly with students from Red states or foreign universities, this equipment can revolutionize your education. The UW community now has the world at its fingertips, free of charge.

The videoconferencing equipment is located in the basement of Kane Hall, and can be toured or reserved by contacting CSS Videoconferences. However, before making reservations, please review the following guidelines for use.

Classroom Support Services encourages its use by faculty, students, and student groups for educational, administrative and social purposes. Creating connections between students, organizations and universities around the world can create an international interaction normally only offered through study abroad programs. We hope that this program can be an important step in fostering and developing those connections at the UW.

Faculty are welcome and encouraged to participate in this service, especially in helping students design unique alternative and creative projects that take advantage of this connection to the global educational community. This equipment will also allow professors to invite colleagues from around the world to lecture here at UW without paying for a plane ticket or hotel, and can be the foundation of joint courses that add a rich cultural perspective to the classroom.

We are interested in making this technology usable, flexible and available, and would love to provide assistance not only in using the technology, but also designing and promoting projects. CSS is interested in helping bring an international education to UW, and are eager to assist in any way possible to bring success to your event.

The Tandberg 8000 videoconferencing system is a Boardroom class unit, with two 50" plasma screens, document camera, smart board, and full room microphone. Although the equipment is not portable, the room can accommodate a maximum of about 25 people, all of whom can clearly watch, listen and speak during the conference. If you have any questions about connectivity, and would like more technical information, please email CSS Videoconferences for assistance.

The Tandberg 770 videoconferencing system is a portable unit with a videoconference controller (codec), high quality camera, and a room quality microphone. Although the equipment is portable, the system contains no projection system or loudspeakers. So to use this system you must have some system to project the image and produce sound. This may be as simple as a television or a room size data/video projector with a built-in sound system. A pre-requirement for using this system is to have a fixed-IP ethernet connection provided by UW C&C. Thus you need to know in what room you will be making the videoconference and coordinate with C&C to obtain one, it can take up to two weeks. Contact your building manager/IT staff to coordinate this. Once you obtain the fixed-IP number we can configure the system to work in that space.

Use this URL to plan meetings World Clock Meeting Planner.

If you have any questions about connectivity, and would like more technical information, please email CSS Videoconferences for assistance.

Availability: The availability of the equipment is constrained by reservations of the room (Tandberg 8000) and staff availability and the equipment itself for the portable unit. The best advice is to make a reservation request as early as possible, in order to allow for any conflicts in room, equipment or staff availability.

Making a Reservation: Reservations can be made by emailing CSS Videoconferences at least 14 days before your event with the following information:

1. The desired DATE and TIME and DURATION of the videoconference.
2. The email address of the party you are connecting to.
3. The phone number of the party you are connecting to.
4. The IP address of the party you are connecting to.
5. Two times when a connectivity test can be performed 7 days before your conference (firewall and equipment problems can be solved at this time, ensuring a smooth event).
6. The projected attendance of the videoconference.
7. The fixed-IP address for the room where the videoconference will occur when using the two portable units. This must be provided 7 days in advance to configure the system

Things to Do Before the Day of Use: The following should be done before the day of use in order to facilitate a smooth and successful conference:

1. Arrange for a fixed-IP address through UW's C&C for the space (not required for the Kane Hall 019 room) in which the videoconference will occur 7 days prior to your conference.
2. Arrange for your connecting party to contact us 10 minutes prior to your conference. Give them the IP address of the system.
3. Arrange for a contingency plan in case of connectivity issues (i.e. if the connection fails will you contact the other end via AIM, email or a phone call).

Things to Do on the Day of Use: In order to minimize delays (and stress) please allow for the following on the day of use:

1. Please arrive 15 minutes before the conference is scheduled to begin in order to initiate the connection, and work out any last minute technical issues.
2. Contact your conference partner for the virtual meeting set for 10 minutes before the videoconference.
3. Please remind the audience that no food or drink is allowed, and that the microphone will pick up all conversations in the room. Even quiet chatting can disrupt a lecturer’s presentation.

The videoconferencing equipment is not available for obscene or commercial uses. CSS, STF or the University of Washington is not liable for the transmission of obscene, commercial or copyrighted material. Violation of this policy will result in the permanent loss of access to the equipment for all attendees of the conference.

If you have any questions about the equipment, its capabilities or possible uses, please feel free to email Patrick Roberts, Associate Director CSS.