Videoconferencing: Support Provided by IT

Information Technology Standards
IT Support for Videoconferencing at W&M
Version 2.0 March 2012
Owner: Gene Roche

Section 1. Overview

1.1 Purpose, Scope, and Objectives
Interactive videoconferencing can prove a powerful tool to expand access by William and Mary students, faculty and staff to resources at an expanding number of institutions around the world. At the same time it offers a gateway to William and Mary resources for students and scholars regardless of their physical location.

1.2 Assumptions and Constraints

IT at William and Mary provides a basic infrastructure including a robust IP network, ISDN, H.323, and SIP connectivity, and the equipment to send, receive and distribute the audio, video, and data signals in the Millennium Classroom. Also available are network electronics which accommodate a variety of streaming technologies. Any member of the College community can request access to the facilities required to conduct a videoconference.

The construction and maintenance of the infrastructure is funded through the IT department, and there are no network charges for IP connectivity. Support costs required to conduct videoconferences have not been included in IT’s base budget, so end users bear the costs for scheduling, testing and managing the Interactive Video Conference. Consultation and advice on videoconferencing is available through the Classroom Support Group.

Section 2. Description

2.1 General Principles
The Millennium Classroom is the College's only facility designed explicitly for interactive videoconferencing. Unless there are compelling reasons to offer a conference in another location on campus, we recommend that all videoconferences be scheduled in this room.

The Millennium Classroom, funded in large part by the Class of 1975, was opened for the fall semester of 2002 in Morton 343. It is designed for fully interactive instruction and class activities. For a class that emphasizes student participation, the room will seat about 16 in the view of a camera and with access to a microphone. With a similar number at a remote location, a full roster would push the limits for open discussion. Indeed, the ideal for classes of this type would be closer to half that total size. Provision for incorporating documents and exhibits is made by use of a special document camera.

Alternatively, the room can seat an additional 8-10 students (about 24 total) as the location for W&M students to participate in a guest lecture from a remote instructor, or to attend your class here as you extend your lecture to others at distant sites. While all the students here will not be on camera simultaneously, they will have the ability to ask questions of a remote presenter.

2.2 Guidelines/Procedures
Successful video conferences require quite a bit of effective planning and communication. Please make contact with the Classroom Support Group as early in the process as possible via email or telephone, providing as much of the following information as possible. Members of the Classroom Support staff will develop a cost proposal based on the estimated number of hours required to setup, test and conduct the conference. Note: A key piece of information is the contact information for the technical contact at the remote site. Accurate information about this person can help keep costs low.

It is also a good idea to familiarize yourself with the layout of and resources available in Morton 343 prior to the actual videoconference. A visit may be arranged by contacting Classroom Support.  If the Millennium Classroom is not ideal for your specific need, please consult with the Classroom Support Group to see if another solution can be discovered. Classroom Support may be contacted by calling 757-221-3011.

Information Gathering Checklist

  • Your name:
  • W&M affiliation:
  • Phone # (W&M extension preferred):
  • E-mail Address:
  • Name of other local contact (if any):
  • Phone # (W&M extension preferred):
  • E-mail Address:
  • Course number and name (if applicable):
  • Level of Videoconference:
  • Description of event (in detail):
  • Date of event:
  • Time of event:
  • Will this be a recurring event?
  • If yes, list other dates:
  • Remote Locations
    • Will any participants be at W&M’s Washington Office?
    • Will any participants be at VIMS?
    • Name/website of other Remote Locations
    • Country, state, city, etc.:
    • Number of participants at this location:
    • Technical Contact:
    • E-mail Address:
    • Phone #:

Pricing Structure:
Videoconferencing support for individual learning activities scheduled as part of regular classwork is provided without charge if the conference is scheduled during regular class time. New classes which incorporate reqular videoconferencing require approval both by the appropriate dean and by the Associate Provost/CIO.

The standard rates for videoconferencing are as follows:

  • $100/hour base rate
  • $150/hour mobile rate
  • $200/hour weekend rate (also for after normal business hours)

Special Cases:
By previous agreement for on-going classes, IT funds support for the following classes:

  • APSC 621 M. Kelley
  • APSC 623 M. Kelley
  • APSC 622/422 M. Kelley
  • JAPN 411 T. Kato

Ad hoc Academic Use: Faculty members planning to provide this kind of experience for their students should contact the Classroom Support Group to assist in scheduling (757-221-3011).

Research Meetings and Seminars: provided at the applicable standard rate

Non-Class: provided at the applicable standard rate

Student: One half of applicable standard rate

Non-William and Mary Usage: Occasionally the College may schedule videoconferences for non-College organizations (on available as schedules permit). The price for such activities is three times the applicable standard rate.

Questions?  Contact Classroom Support
757-221-3011 | Jones 206