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Audio Visual Services (AVS)
A Guide to Teaching with
Video Conferencing
Technology at WKU
‘Classroom Organization’
IVS
Revised 7/23/2015 2 | P a g e
Faculty Guide to Video Conferencing 2015
TABLE OF CONTENTS
Organizational Information .................................................................................................................... 3
Audiovisual Services Support Staff .................................................................................................. 3
Submit Requests Online .................................................................................................................. 3
Video Conferencing-enabled Facilities ............................................................................................ 3
Classroom Organization .......................................................................................................................... 5
Syllabus ........................................................................................................................................... 5
Methods of Document Distribution ................................................................................................ 5
Courier Service ................................................................................................................................ 5
Facilitators ...................................................................................................................................... 6
Suggested Exam Procedures ........................................................................................................... 7
Seating ............................................................................................................................................ 8
Enrollment ...................................................................................................................................... 8
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Faculty Guide to Video Conferencing 2015
ORGANIZATIONAL INFORMATION
AUDIOVISUAL SERVICES SUPPORT STAFF (AVS)
Tamela W. Smith, Ed.D.
Manager
Anthony Gilbert
AV Support Coordinator
Brandon Davidson, M.A.
AV Support Specialist [email protected]
Tammy Younglove AV Support Specialist
Sean Owsley
AV Support Specialist
SUBMIT REQUESTS ONLINE
The TD Service Catalog now has several tickets for IVS Faculty to
use when requesting IVS recordings, changes to IVS class schedule,
and other IVS issues/requests. Please visit Audiovisual Support
Services online to submit tickets.
VIDEO CONFERENCING-ENABLED FACILITIES
Communication
Technologies - AVS Office
Mass Media & Technology Hall,
Room 276
Phone: (270) 745-2625
AVS Support Center
Phone: (270) 745-3809
Email: [email protected]
University College for
Courier Service
Tate Page Hall, Room 201A
Phone: (270) 745-4092
Center for Faculty
Development
Jerry Daday, Interim Executive
Director
Phone: (270) 745-3197
IT Help Desk
(270) 745-7000
(Press Option #2 for IT)
“Students don’t learn from technology. They
learn from competent teachers who communicate
through the technology.”
-Tom Cyrs, Center for Educational Development,
New Mexico State University
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Faculty Guide to Video Conferencing 2015
Building/Campus Room Capacity Telephone Fax
Academic Complex /BG 212 30 5-6872 5-6874
Cherry Hall/ BG 103 22 5-6965 5-6971
College High Hall/ BG 1101 24 5-2057 5-2056
Grise Hall/ BG 137 24 5-6963 5-6964
Grise Hall/BG 236 24 No Phone No Fax
Ransdell Hall/ BG 1075 30 5-6961 No Fax
Ransdell Hall/ BG 2029 30 5-4596 No Fax
MMTH/ BG 249 30 5-4554 5-4702
MMTH/ BG 250 30 5-4731 5-4790
MMTH/ BG 279 9 5-5220 5-8905
Tate Page Hall/BG 237 28 No Phone No Fax
CRD 302 12 No Phone No Fax
Elizabethtown 131 12 (270) 706-8105 5-3730
Elizabethtown 224 22 5-7059 5-7059
Elizabethtown 225 22 5-2198 5-2198
Elizabethtown 226 20 5-7051 5-7051
Elizabethtown 117 22 5-6816 5-6637
Elizabethtown 144 21 5-6849 5-6828
Elizabethtown/Hardin Co. 140 24 No Phone No Fax
Elizabethtown/Hardin Co. 109 24 No Phone No Fax
Fort Knox 101 18 5-2671 5-7010
Fort Knox 301 26 5-2649 5-5081
Glasgow 162 14 6955 6962
Glasgow 162 A 6 6956 6962
Glasgow 164 26 6912 6964
Glasgow 166 25 6913 6966
Glasgow 168 20 6945 6968
Glasgow 170 20 6957 6989
Glasgow 172 12 6958 6972
Glasgow (non-Teachback) 172 C 12 6960 No Fax
Owensboro 110 24 2-5993 2-6411
Owensboro 111 9 2-5994 2-6412
Owensboro 114 24 2-5998 2-6410
Owensboro 201 30 2-7783 2-7783
Owensboro 204 8 5-5997 2-6414
Owensboro 211 24 2-5996 2-6413
South Campus 132 66 (270) 745-5254 270-745-5359
South Campus 177 12 No Phone No Fax
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Faculty Guide to Video Conferencing 2015
CLASSROOM ORGANIZATION
Syllabus
A well-structured syllabus with detailed contact information will help students
at regional locals feel connected to the course. Having the syllabus available
on-line will increase accessibility (i.e. posting it on Blackboard).
Specific points to remember when developing a syllabus for a Video
Conferencing Distance Learning course include:
Instructor office hours, address, email, web address, telephone
number(s)
The best method for leaving messages (email/voice mail)
On-site visitation plan and on-site advising times, if appropriate
Procedures for on-campus visits by students
Hours to connect through a social media mechanism (Skype, Face
Book, or other)
Methods of Document Distribution (Electronic distribution is strongly encouraged!)
There are two main ways to distribute documents for your video
conferencing course: electronic means or the courier service.
Electronic distribution would include Blackboard and Email.
You should make special arrangements with each of your
regional sites or departmental office, so you may email
documents to them. Note that copier availability varies by
campus; it is best to verify with your facilitators (See the
Bowling Green Facilitator section) their availability to printing
resources.
Courier Service
All regional campus mail is handled by the University College located in Tate Page Hall. If you
have a package needing to be mailed to a regional campus (Elizabethtown, Ft. Knox, Glasgow,
or Owensboro), please use the following guidelines:
Syllabus:
include
specific times
reserved for
telephone
calls or emails
from distance
students, if
available.
Electronic Distribution
is Strongly Encouraged
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Faculty Guide to Video Conferencing 2015
Bowling Green Campus to Regional Campus Protocol
Mail that needs to be delivered to WKU-Regional campuses should go to the University College
Offices by:
Being brought to the regional campus mail location in Tate Page Hall, Room 201A or
Being sent via campus mail with the destination and recipient of the package clearly labeled
or
By submitting a request for pick-up of departmental regional campus mail by contacting
University College at (270) 745-4092 no later than noon for same day pick up. Pick up will
be on the following day for those requests made after the noon deadline
Currently, all mail going to Elizabethtown or Fort Knox from the Bowling Green campus, or
vice-versa, will be delivered via UPS. Please allow ample time for the shipping and receiving
process. The mail between the Owensboro campus and the Bowling Green campus is typically
picked up and delivered two times a week. Glasgow has a courier mail service which runs daily.
Facilitators
Regional Campus Facilitators
Each regional classroom has a facilitator assigned to assist with each class. These facilitators
are hired and are under the supervision of the WKU-Regional Campus Chancellor for their
location.
Each Regional Campus may have different expectations for their facilitators.
Let the facilitator know what you expect of them during the course and let the students know
the role of the facilitator as well. It is your class, so please help the facilitators by watching
the monitors closely. You must control all sites.
If there should be any problems, please communicate with the facilitator and the respective
WKU-Regional Campus Chancellor.
Bowling Green Facilitators
Documents being sent electronically to students at the Bowling Green campus, which require
printing, should be sent to the respective department, printed, and then forwarded to the AVS
Support Center. For pickup, please contact AVS at [email protected] or (270)
745-3809.
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Faculty Guide to Video Conferencing 2015
Documents being sent by campus mail to facilitators at the Bowling Green campus should be
addressed to the respective department, and then forwarded to AVS. For pickup, please
contact AVS at [email protected] or (270) 745-3809.
Bowling Green facilitators do not have access to printing devices or scanners. When
documents needs to be returned to the professor, AVS will deliver documents back to the
respective department. Please contact AVS at [email protected] or (270) 745-3809 if
you have any questions.
Bowling Green Facilitators are student employees of AVS. They will provide full technical
support for classes that originate from a WKU-Regional campus or when you are traveling to
teach from a WKU-Regional campus. AVS will be glad to work with you to arrange for BG
Facilitators, as needed. Please note that these students are trained to provide video
conferencing technical support and are not trained to proctor exams or in classroom
management.
If you plan to cancel class or change teaching locations (which may require a facilitator), it is
important to notify AVS at least 24 hours in advance. You can either contact AVS at (270)
745-3809 or create a ticket using the IT Service Catalog. Log in to
https://td.wku.edu/tdclient with your net id and password. Click Services, Audiovisual and
Conferencing Services, Audiovisual Support and IVS Course Change or Update. Please
complete the form and that will inform AVS of the change.
Suggested Exam Procedures
1. Regional Site Facilitators will proctor exams. Communicate with them the method that
you want for submitting the materials back to you. If you are teaching from a regional
site to a Bowling Green site, arrangements will need to be made.
2. Communicate with facilitators what they should do if they suspect a student of cheating.
3. Students are not allowed by university policy to administer exams when an instructor is
absent.
4. Please communicate your final exam time to the AVS office. Conflicts can arise during
finals week if schedules are not coordinated. I.E. – If a night class wants to meet at its
usual time rather than the final exam time, it may conflict with another class in the same
room.
You will receive an email from the AVS office and the steps to confirm your finals test
schedule. You can also use the TD Ticket IVS Course Change or Update.
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Faculty Guide to Video Conferencing 2015
Seating
Many faculty members find seating charts to be helpful, the Regional Campus Facilitator can
make one and/or check attendance, if requested. On the first day, get students to fill seats from
the front and center. This will enable each site to see each other more clearly.
Enrollment
Please keep enrollment limited to seating capacity of rooms. Seating capacities for these rooms
are based on actual number of microphones available and, therefore, should not be overridden.
Access to a microphone is an essential part of a successful video conferencing classroom
experience for the student. Allowing more students in the room beyond the technical capacity of
the facility creates communication problems for them and is very frustrating. If you are unsure
of the seating capacity in a room, please refer to page 2 of this guide or call AVS at (270) 745-
2625.
