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UALC Polycom Videoconference Meeting Guidelines
To enhance collaboration and participation among Utah Academic Libraries, the Eccles Health Sciences Library requested and received a gift from the Mariner S. Eccles Foundation to purchase Polycom ViaVideo videoconferencing units for each of 15 academic libraries in the state and for the Utah State Library. The library also collaborates with the Utah TeleHealth Network, which has the hardware to enable multipoint, interactive videoconferences with up to 24 sites with a small amount of preliminary planning and configuration. (See recommended specs for participating sites.)
Polycom ViaVideo units allow two-way interactive videoconferencing over the Internet using an integrated multimedia processor and high quality camera to deliver high-quality video and audio between locations.
The Polycom can be used in two ways:
- Point-to-point (communication between two sites only)
- Multi-point (multiple sites). The multi-point set-up requires use of the Utah Telehealth Network Bridge.
It is recommended that you test your camera with a Point-to-Point set-up before testing on the bridge
Any two sites can meet in a point-to-point meeting with little or no pre-planning. With one Polycom unit at each library, any committee member can easily install the camera in their own office to meet with another individual or to participate in a statewide library meeting.
Steps in organizing UALC committee meetings using Polycom ViaVideo
- Contact:
Pat Bryner of the U of U TeleHealth Network to reserve a meeting time
Email: Pat.Bryner@utahtelehealth.net
Phone: (801) 585 -2426
- Prepare list of committee members planning to attend (include IP addresses) and send the list to Pat Bryner.
Email: Pat.Bryner@utahtelehealth.net
- Ensure that each participant has submitted a profile to Pat Bryner in the TeleHealth office. Check the list of existing library profiles to see which locations at your library are registered.
- Communicate the time and date of the meeting to all participants. Refer them to this page for connection instructions.
How to connect at meeting time
- Each participant will start the Polycom software at their workstation.
Note: Participants should be sure they have submitted a profile for the workstation they will be using.
- Click "Place Call" under the video window
- Enter the IP address of the UU TeleHealth Bridge:
- 155.100.9.17 - This is the IP used by default for all meetings with fewer than 12 participants
- 155.100.9.18 - This is the IP used by for participants exceeding 12.
Note: If you call in to a meeting on the 17 IP and receive a busy message, try calling the 18 IP. If both IPs reject you, call Pat Bryner for help: 801-585-2426.
- You should see that you are connected!
Polycom Meeting Etiquette
- Meeting Chair should acknowledge each participant by a role call to start
- Mute your unit when you are not talking
- Use patience - wait to talk
- When you are ready to speak:
- Unmute your system
- State your name and site
- Wait 2 seconds
- Make your contribution
- Mute your system when you are finished
- Remember that you are on camera and all participants can see you when you are speaking
- Look into the camera when talking
Relevant Documents and Links:
UALC Polycom Recommended Specifications
UALC Accord Site Participant Profile Form
List of existing library profiles
Polycom Via Video Web site
Your questions, comments and suggestions are welcome. Please forward
them to: nancyl@lib.med.utah.edu
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