Reservation Guidelines

The Office of Undergraduate Academic Affairs and Classroom Support Services (CSS), are pleased to bring to campus free video conferencing capabilities for faculty and students of all disciplines. For non-academic uses of the videoconferencing system please contact CSS for the fee schedule. The equipment is capable of videoconferencing with anywhere in the world, bringing UW students 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 friends in Cairo, or design a course jointly with students from Red states or foreign universities, this equipment can revolutionize your education. UW students now have the world at their 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 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 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 availability of the equipment is constrained by reservations of the room and volunteer staff availability. The student volunteers will do their best to be flexible and understanding of your time needs. The best advice is to make a reservation request as early as possible, in order to allow for any conflicts in room or staff availability.

Faculty: Faculty who wish to reserve the equipment for non-student lead projects should send an email to stfvconf@u.washington.edu outlining the goals of the project, the involvement of students in the project, the benefits to students from the project and why the use of STF equipment is necessary. This information does not need to be extensive, but should include enough information so that the equipment can be accurately prioritized for the projects that have the greatest involvement of and benefit to students.

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. Whether or not you will require a smart board.

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 virtual meeting with the connecting party 10 minutes prior to your conference.
2. 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).
3. Read the document, "Videoconferencing Etiquette," in order to better understand some of the challenges of videoconferencing. , "Videoconferencing Etiquette," as well as more information about the uses of videoconferencing can be found here:
   
   Videoconferencing Etiquette

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.