Suggested Procedures for ISD Personnel

Wishing to Attend a Videoconference

Attending a workshop or meeting via two-way interactive video is not the same as attending in person. Videoconferences are becoming increasingly more popular throughout the Region 18 Education Service Center service area, and more and more participants are attending meetings and workshops in this fashion. The savings in travel costs and time is substantial for many school districts, and the overall convenience is very attractive. However, videoconferencing has its drawbacks: technology problems can result in connectivity problems, hands-on exercises suffer, and scheduling is a nightmare.

To better facilitate videoconference sessions, the Edlink18 staff recommends the following practices.

  1. Register online for your sessions. To do so, go to https://www.esc18.net/mis/ and locate the workshop you are interested in. For each workshop available via videoconference, there should be two sessions available. Be sure to select the session where both the city and location show Distance Learning. The other session is for participants who will attend the live session at the ESC. If you do not register for a distance learning session, your site will not be connected and your materials will probably be at the ESC waiting for you.
  2. Most videoconferences connect about 10 minutes prior to the start time. Conferences containing 20 or more sites may begin earlier. You need to be in attendance when roll call is taken. Otherwise, your attendance may not be documented.
  3. Do not dial out to connect to a conference. The conference will connect to your site automatically. If you are not connected at least 2 minutes before the conference, contact your site manager. He/she will then contact Edlink18.
  4. During roll call, speak for at least 5 seconds to enable video switching. Other sites will not be able to see you if you simply answer with one or two words, such as "I’m here."
  5. Keep your microphone muted unless you wish to speak to the conference.
  6. When you wish to ask a question, unmute your site, and then identify yourself and your site. For example, you might say something like "This is Bob Smith in Midland. I have a question." This allows time for the camera to switch to you.
  7. Please set your camera so that you or other participants are visible when the video switches to you. It is aggravating for other participants to hear someone speaking but to see only a banner or a wall.
  8. For technical problems, contact your local site manager. He/she will contact Edlink18 personnel if their assistance is required. Should local technical personnel not be available then contact the following Edlink18 personnel (in this order):
    • Edlink18 Help Desk at 432-561-4321
    • Steve Welch at 432-567-3292
    • Keith Cameron at 432-567-3250
      1. Remember that you can be seen and/or heard at anytime during a videoconference, even when you believe you are muted or you think you are off camera. Exercise restraint in what you say and/or do.