Operation of Videoconferencing Systems

There are web-based descriptions of the facilities and policy statements for the routine operation of the remote collaboration classrooms. Kenyon's remote collaboration classroom is located in Ascension Hall room 25. Principal contact for use of the room is Larry Tucker, tuckerl@kenyon.edu.

Denison's remote collaboration classroom is located in the Learning Resources Center, room 115. Images of the facility are available. Principal contact for use of the room is Ron Howard, howardr@denison.edu.

Management team

Coordination among the various support units is vital for the smooth operation of a video conference facility. This includes the people involved in scheduling the facility, training clients on its use, audio-visual services, network support, telecommunications support and vendor liaisons. In our project that involves Kenyon and Denison, there are two responsibile parties for each of these functions. To meet the need for strong coordination, we've identified the people involved and convene meetings on a regular basis, using the video conferencing systems, of course.

Current issues

We have been very disappointed with the video scan converters installed in the systems. The Extron units cost us $1800+ each and convert VGA signals into NTSC for presentation on video monitors locally, and for input into the Tandberg codecs for transmission to the other end of a conference. The data loss is simply too great from scan conversion. This is a fault of the technology, not these particular models of converters. For example, if we surf to a web site on the computer in the remote collaboration classroom, we can barely read textual information on the local TV monitor. Some further degradation occurs when the converted images are sent over the codec, but not much. The major loss is in conversion from VGA to NTSC.

We are currently experimenting with several web-based applications that allow one browser to "lead" another in a master-slave relationship. For example, WebEx provides this service. This allows both ends of a conference to project high-quality images taken directly from the local computer without scan conversion.

We have several less commonly taught language projects being taught, and for these, especially the beginning language classes, the quality of audio is important. We are implementing several improvements in 2000: more and better mics, adding a mixer and equalizer, distributed speakers (not just those on the TV monitors).

Faculty who have seen or are planning to use Kenyon and Denison's facilities in classes are planning some face-to-face meetings at the beginning, middle and end of each semester.

Electrical brown-outs can wreak havoc with the video systems. Recent voltage drops have damaged the power distribution panels and other major elements of the systems. Uninterruptible power supplies should be installed not so much to keep the systems running during a black out, but more to protect them from voltage drops.

Both campuses have switched from AT&T and Sprint as long distance carriers to Qwest as part of sound fiscal moves for voice telephone services. These changes, however, can affect ISDN services. For instance, Qwest at the outset provides 56, not 64kbps, per channel ISDN services. This slows the ISDN transmissions slightly, but not noticeably. Changes in billing procedures have been more problematic than the technical problems, again in part because the carriers have less experience with ISDN, data and video than we'd like. These experiences suggest that IP-based video conferencing may be easier to support once the "quality of services" issues are resolved.

Electrical service for lights should be planned carefully to give as much flexibility as possible. Don't put all ceiling lights on one switch; break them up so that lighting can be varied as needs dictate.

Don't stuff the rooms with too many seats. It reduces the ease with which the room can be reconfigured for each class. Realistically, video confernecing systems with one to three cameras can handle only about 18-20 students at most, no more than three rows deep.

We strongly recommend that the facility be scheduled only for events and classes that need to use the video conferencing systems. Visitors are often curious and can alter system settings incidentally by their curiosity. For each hour of class use, the facility probably needs another hour of maintenance and testing time.

We strongly recommend that the facility be placed in proximity to the offices of the support staff responsible for the systems, and that specific individuals be charged with oversight of the facility.

Further questions?

Please contact Scott E. Siddall, Director, Mellon Program at Denison and Kenyon.

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