Procedures

Policy: Operating procedures are required to be followed for these activities:

Purchasing endpoints

Consult with ICOE prior to purchasing endpoints. ICOE will provide recommendations for making endpoint purchases.

Adding endpoints to network

·  ICOE is not responsible for the installation of endpoints, however assistance can be scheduled when necessary.

·  Prior to installation ICOE must be notified and provided with the manufacturer, model, and software version of the endpoints that were purchased.

·  ICOE will provide configuration information for shared components (gatekeeper, GAB).

·  Every endpoint must be assigned a unique alias and E.164 (extension) number. The end user will assign the alias and E.164 number. Prior to assigning this information, the directory on the ICOE videoconferencing website will be searched to verify the desired information is unique. All E.164 numbers must begin with the number five (5), followed by four digits. It is recommended the four digits match telephone number or extension.

Scheduling videoconferences

A videoconference needs to be scheduled when it requires reservation of the ICOE MCU or ISDN gateway to connect participants using IP and/or ISDN connections. Examples of videoconference sessions that require scheduling are two-point or multi-point videoconferences that have one or more participants connecting via ISDN, and multi-point videoconferences over IP where the number of participants (near site included) is greater than six (ViaVideo) or four (ViewStation FX/VS4000). Examples of videoconference sessions that do not require scheduling are two-point and multi-point videoconferences over IP with up to six participants (ViaVideo) or up to four participants (ViewStation).

Use the following procedure to schedule a conference:

1.      Look at the ICOE web-based videoconference calendar. To access the web-based calendar, go to http://vcon.learningtech.net/ and click on Calendar. Look at the calendar to see what other videoconferences are taking place.  Note: The gateway can handle many simultaneous connections, so even though other conferences are scheduled, you may still be able to schedule your conference, depending on the number of sites.

2.      Once you decide on your conference time, completing the on-line scheduling request form located at http://vcon.icoe.org/schedule.htm. The information that you enter and submit on this form will be used by ICOE to schedule use of the videoconference gateway. Note that this is a request only and that confirmation from ICOE is required before the conference can proceed.

3.      Wait for a phone call from ICOE, then send an email to the BorderLink Project Manager at ICOE with the following information for each of the participating sites:

·  Site name

·  Site technical contact name

·  Site technical contact phone number

·  Site technical contact email address

If your request is approved for scheduling, and if your conference involves ISDN participants, contact your purchasing department to request a purchase order for the necessary ISDN charges. Reference the unique reservation number that will be provided by ICOE, and include a line item that reads “line charges for videoconference on date (mo/day/year) for (person’s name).” For a standard 384 kbps call the rate is $90.00 per hour (this rate is based on average per minute usage and long distance fees). Expedite the delivery of the purchase order to ICOE.

Note: This PO must be faxed at least two days prior to videoconference. Fax to the attention of the BorderLink Project Manager at ICOE (fax number (760) 312-6518). If a PO has not been received two days prior to your conference start date and time, the gateway will not be accessible and you will not be able to hold your conference.

4.      Once the PO is received by ICOE, your videoconference will be placed on the videoconference calendar.

5.      On the day of the videoconference ICOE will send you an email providing a dial-out number and schedule for test call (optional).

6.      At the designated time, place the call(s) and wait for the connection.

Placing videoconference calls

Refer to a separate document titled “Flowchart and Procedures for Placing Videoconference Calls” for detailed instructions on making the following different kinds of videoconference calls:

·        Procedures for making two-point ViaVideo calls

·        Procedures for making two-point ViaVideo calls where far site 
         uses ISDN

·        Procedures for making multi-point ViaVideo calls

·        Procedures for making multi-point ViaVideo calls over ISDN or
         mixed IP/ISDN

·        Procedures for making FX/VS4000 calls

·        Procedures for placing FX/VS4000 calls over ISDN

·        Procedures for making ICOE MCU-assisted FX/VS4000 calls
         over IP

·        Procedures for placing ICOE MCU and ISDN gateway-assisted
         FX/VS4000 calls over ISDN or mixed IP/ISDN

Obtaining assistance

From planning to implementation and everything in between, ICOE can provide you with assistance to make videoconferencing a successful means of communication and collaboration for your organization.