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Portfolios and services
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Booking and using Video Conferencing (VC) technolgy
Fixed unit
Portable unit
About the VC equipment availableEach campus has 1 fixed unit and 1 portable unit and they can all connect to each other. Fixed units locations
Portable units
All 6 units have the capability of having a computer connected to them to display your presentation between campuses. The units are simple to use and have a remote control which allows you to control each unit's functions. All 6 units have multi-site capabilities - this allows each unit to connect multiple locations together for one session. An example of this would be if Gippsland wanted to video conference with both Clayton and Peninsula at the same time. All the person at Gippsland would need to do is dial one location first, establish the call then dial the next location. Once the second location connected, the screen will automatically split to show all participants. The fixed units have the capacity to connect 6 simultaneous sites whilst the portable units allow up to 4 simultaneous sites. How to book a video conference?To book a video conference you will need to consider a few things.
If you are active in Lotus Notes then all of the above are able to be booked through the one screen by making a calendar entry and following the prompts to book rooms and resources as required. If you are not familiar with calendar entries with room bookings please see Booking rooms and resources - Monash Messaging – Lotus Notes (pdf) If you require Technical Assistance you MUST invite the following to your meeting.
ExampleYou want to book a video conference between Clayton, Peninsula & Gippsland. You require Technical Assistance at all 3 locations and you require portable video conference units at Peninsula and Gippsland only. Details as follows; Clayton Peninsula Gippsland So your Lotus Meeting Entry should look like the following; 
Please note: It is imperative that you include ALL Room Numbers the meeting is taking place at in the Meeting Subject (see above) If you do not have access to Lotus Notes CalendarYou must talk to a colleague who is on Lotus Notes and get them to set the meeting up for you or alternatively visit reception and ask them to make a manual booking for you. You will still need to provide all the above details. Who can help with the equipment?All 6 units have been designed to be as easy to use as possible and there are one-page instruction sheets placed near each of the units - but problems may occur. If you have an issue with any of the units, please contact the following: Clayton - Teaching and Learning Centre - extension 52882 TrainingWe are more than happy to run training sessions for the use of the new conferencing technology, either one on one before a video conference, or at pre-booked times at any of the 3 campuses. If you require some training before a video conference, please make sure you enter that information in your Jobdesk booking. If you require a dedicated training session, again, please make a request through Jobdesk. FeedbackPlease email your feedback to Matthew Rendell regarding your experiences with the technology, its usefulness and the overall workflow and any ideas you have to improve the service. All this data will be fed back to ITS and other faculties who are looking at implementing and improving these technologies in the future.
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