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Information Technologies

Video Conference


Videoconferencing (VC) uses compressed audio/video that is sent and received over the Internet. VC allows users at two or more locations to have 2-way video, audio and data communications for meetings, classes, discussion groups, interviews, trainings and other events.

 

The latest VC equipment allows for the connection of Windows-based computers to send high resolution data among participating sites. Currently, IT is recommending specific equipment based on the particular needs in each county extension office and work unit. Adequate networking capacity is a prerequisite. IT can assess local network capacity and recommend appropriate modifications where necessary. Most county extension offices need to use commodity Internet Service Providers (ISPs). These ISPs (DSL and Cable Modem service providers) do not currently offer Quality of Service (QOS) that would guarantee a high reliability rate for videoconferencing. 

 

When using a cable modem or DSL network you should expect that the quality of your videoconference service will be intermittently poor.  We therefore recommend against offering the use of your videoconference system to support any user, fee-based programming. Extension based videoconference systems are recommended for internal use that supports program planning andadministrative

 

Why Should I Purchase a Polycom System?

  • Eye-to-eye contact and true interactive viewing bring all participants and locations together regardless of time and distance
  • Overcome budget shortfalls
    • Save travel dollars. Travel can cost $200.00 a day or more. Thirty days of travel can pay for a videoconference system
    • Saves staff time.  A two hour meeting, three hours away equals at least eight hours away from the office and six hours of travel time.
  • Through interactive distance learning, educators can expose participants to people and experiences without the traditional restrictions of time limitations or geographical barriers.

The first step to explore videoconference is to call Ron Matason (814) 863-2662 or email: ram5@psu.edu. For further information, please read below.

 

Network Requirements

 

To discuss your network capabilities, please call Andy Ofalt @ 814-863-0334 or email to afo100@psu.edu

  • The minimum bandwidth requirement is 768K upload and 768K download.
  • Standard recommendation is 1.5 Meg upload and 1.5 Meg download.
  • Non-VC demands on the network will also decrease the quality and reliability of the Videoconference performance.If your office LAN supports multiple IP based devices during a videoconference, you will need higher bandwidth.

 

Equipment Requirements

  • Polycom codec (camera and system) with microphone & remote
  • Document Camera (Optional) - A document camera makes it very easy to show virtually anything you can put under the camera.

 

Facility Requirements

  • The videoconference room should have a telephone or cell phone to initiate support calls during set-up or operation of the videoconference system
  • Appropriate lighting
  • Appropriate seating
  • At least two Ethernet ports, one for the Polycom and one for a computer
  • A data projector or suitable SVGA monitor
  • You should select one location to install and secure your videoconference unit

 

Purchasing Information

 

Video equipment pricing (as of June 2009)

  • Polycom system - about $3,000-$9,000
  • 3-year Maintenance Agreement - $1,200
Optional equipment
  • Display monitor, data projection, monitor and camera mounts, wiring and installation
  • Document camera; 2nd audience camera 
  • Heavy-duty rack mount cart 
  • Audio support system for large rooms

Video equipment pricing and specs vary throughout the year. Call Ron Mtason at 814-863-2662, AgIT, for the latest pricing and to schedule a preliminary site evaluation and equipment review for your room.

 

Installation

 

From most companies, vendor installation normally costs $1200-1400.  However, after you have received your Polycom system, AgIT will provide an on-site visit to install your new equipment in an “Installation Ready” room. The Polycom conference unit will be tested and certified to operate on the PSU Video Bridge and it will be registered with Polycom. All codec programming will be performed. 

If you have purchased and installed optional equipment the optional equipment will be connected to the Polycom CODEC.  AgIT will not install ceiling mounted equipment, run projector cables or install AC power outlets or perform other non-Polycom codec equipment installations.

 

 

Training

 

Each conference site must designate a Videoconference Technical Contact and a Videoconference Scheduling Contact to be included in the PSU videoconferencing information site.

 

After the installation of a Polycom videoconference unit, AgIT will provide basic training for the use your new Polycom equipment, and we will give you some tips & techniques for more effective videoconferencing meetings.

 

Support

Every VC system will include the purchase of a Polycom Service Contract.  This contract offers training and technical support for the Polycom for the designated time, usually three years.  The contract vendor is your primary source for support if you experiences difficulties with the set-up and operation of your system during that contract period.

Currently our existing service contract vendor is EXPEDITE Video Conferencing. 
You can access support by calling 1-888-YES-VIDEo and selecting OPTION 2.
EXPEDITE will service the Polycom unit and other equipment that you purchased from them.

For other optional equipment. Consult your warranty information from your vendor.

For Network Problems, consult your local Internet Service Providor  (ISP)


AgIT Support is available if you do not get resolution from EXPEDITE or your ISP

Call:              814-865-1229  or
e-mail:           agcompsupport@psu.edu   or
Web Form:    http://it.cas.psu.edu/contactform.htm

 

Conference Scheduling Information

 

There are two videoconference connection options.

  • Point-to-Point - will connect two Polycom units by a direct dial-up to the remote site.  Use that site’s IP number or its 5 digit alias number. No third party scheduling is required, just dial up the remote site.
  • Multi-Point - involves more than two sites conferencing. This requires that you schedule the PSU Video Bridge.  All sites will dial into the PSU bridge by dialing 2 2 2 2. You are responsible to confirm that the remote sites for your conference are available and are reserved for your conference. 

Reserving the Penn State Video Bridge

  • The Penn State Video Bridge is scheduled on a first-come, first-served basis.
  • To reserve the Penn State Video Bridge, contact ITS Call Center Services at (814) 863-8906. The Center is open Monday - Friday, 8:00am - 4:30pm.
  • In addition to making a reservation over the phone, you may also fax your request to the ITS Call Center Services fax number (814) 865-1100, or e-mail your request to the ITS Call Center Services e-mail address, or complete the on-line Penn State Video Bridge Reservation Form.

List of Penn State Videoconference Sites

 

Room Directory List - http://tns.its.psu.edu/videoconferencing/videoConfRoomsContactList.asp

 

Map of videoconference sites - http://tns.its.psu.edu/Services/vidconf/countyMap/countyMap.html

 

AgIT Managed Site:  

  • 110 ASI - To schedule this room, call Beth Irwin @ 814-863-3449.
  • This room will have a technical support person available during the conference
  • You are responsible to complete a videconference event worksheet if you schedule the college's video conference room at University Park. The worksheet will be sent to you when you request the UP AG room.

 

 

Polycom Getting Started Guide

 

Every technical contact should be familiar with the documents appropriate for their videoconference system.

Penn State University College of Agricultural Sciences