Videoconferencing

If you have any questions after reviewing the information below, please contact Media Services at 250-721-8280 or sthorpe1@uvic.ca.

Videoconferencing opportunities and benefits

Videoconferencing provides real time face-to-face interaction with sites virtually anywhere in the world. It is effectively used for:

• distance education
• group training
• thesis presentations
• job interviews
• guest lecturers and more.

Videoconferencing at the University of Victoria is offered at reasonable and competitive rates. Adding to this, videoconferencing is also:

• Cost-saving - reduces travel costs and often allows for more participants, especially when more than two locations are involved.
• Time-saving - the immediate connection created through videoconferencing increases productivity, allowing for quicker decisions.

As the technology involved in videoconferencing advances, it creates more possibilities and uses. However, there is one consistent advantage of videoconferencing: without leaving the local venue, videoconferencing allows for a global reach into education and business opportunities.

Where it happens

Having recently moved into the new Social Sciences and Math (SSM) building, our videoconferencing facilities have expanded to meet a growing demand. We now have three differently sized rooms available, each capable of being configured to meet a variety of needs. Click here for map

SSMA132

SSMA136

SSM A144

Booking your videoconference

Videoconferencing is booked on a "first-come, first-served" basis. We require at least 5 business days notice for all videoconferencing requests; we cannot guarantee bookings with less than 5 business days notice. Incomplete applications cannot be processed and a test-call must be completed before the conference can take place.

Videoconferencing rates

There are three things to consider in the breakdown of cost for videoconferencing:

1. Site charge - This is the room and equipment rental cost.

2. Connectivity charges (cost varies) - UVic campus supports IP calls only. If you require ISDN service, an external IP to ISDN bridge plus service charges will be necessary. In order to accomodate ISDN service, we will also require an additional 3 business-days notice. Please note if your conference requires ISDN in the Special Requirements box on the online form.

3. Technician charge - A technician will be on hand to help you with your video conference. Our working hours are from 8:30am to 4:30pm Monday to Friday PST (Pacific Standard Time). Please keep in mind the time zone of the location you want to call when organizing your call.

Cost breakdown (Jan 01 2008):

On-campus rate:

Room rental rate: no charge
Technician rate: $30.00 per hour
Booking fee: $25.00 non refundable
Connectivity charges: (see #2 above)
Appropriate taxes apply

Click here to book an INTERNAL Videoconference.

Off-campus rate:

Room rental rate: $50.00 per hour
Technician rate: $100.00 per hour
Booking fee: $25.00 non refundable
Connectivity charges: (see #2 above)
Appropriate taxes apply

Click here to book an EXTERNAL Videoconference.

Videoconferencing site data and billing information

Facility: University of Victoria
Building: Social Sciences and Math Building
Time zone: Pacific (PST/PDT)

Billing address:
Instructional Technology Services
Media Services Group
University of Victoria
PO Box 1700,
STN CSC VICTORIA BC V8W 2Y2

Phone for billing enquiries: 250-721-8280

Method of payment: Visa or MasterCard

Please contact Media Services at 250-721-8280 or sthorpe1@uvic.ca if you have any questions regarding video conferencing at UVic.

System Information

SSM A144

IP Number: 142.104.183.173

(ISDN is available upon request, see Video Conferencing Rates, #2 above)

System Manufacturer: Polycom

Videoconference Etiquette

Your meeting will be a better experience, more effective and efficient, if everyone follows a few videoconferencing rules of etiquette.

Before the meeting: Prepare and distribute an agenda in advance and confirm its arrival at the other sites. Have the agenda arranged so that the first few topics relate to everyone at all sites. Individuals then have the option to leave once their topic is covered. Appoint a chairperson to help stick to the agenda.

Be early: Arrive at least fifteen minutes early in order to distribute materials and to orient yourself to the room set-up.

Introductions: Assign someone to answer during roll call. That person should mention the site location and number of participants in the room. Example: (turn on microphone) "Hello, this is Lola at The University of Victoria in Victoria, British Columbia. We have four participants joining the conference" (turn off microphone). Have the other site(s) introduce themselves as well to confirm that the audio is set to an appropriate level. Due to the 1 second audio delay, use brief pauses between speakers to assure the full audio signal has been transmitted.

Talking: There are a couple of very important rules to remember when talking during a videoconference.

1. Keep all microphones muted unless you are speaking.
2. When speaking for the first time, introduce yourself.
3. Speak clearly and directly into the microphone.
4. Small noises can be big distractions. Avoid shuffling paper, covering the microphone, drumming fingers, eating or carrying on side conversations.
5. Two people cannot speak at the same time and you should avoid interrupting other speakers.
6. There is a slight time delay during transmission, pause so that others may comment.
7. Keep questions and comments concise, so that there is time for everyone to participate.
8. Turn off all cell phones during videoconferencing.

Clothing and motion: Neutral and muted colors, such as medium blues or pastels, help the camera focus more easily. Avoid wearing clothes with plaids, stripes and/or prints, as well as jewelry that reflects light. Eye contact is extremely important, so look and talk to the remote monitor or at the camera above the monitor. Most importantly, always assume that you are on camera, even when you are not speaking.

At the end of your meeting: Conclude on time, allowing a few minutes for wrap-up and good-byes.