Web Conferencing Guidelines

Purpose

Web conferencing supports audio, video, application sharing, and content display.  It enables instructors to add vitally important elements of interaction that simply cannot be provided in a text-based course.  It also provides an alternative method of delivery for meetings, professional development and training activities. The purpose of this guideline is to ensure that this service remains available and reliable, and is used for purposes appropriate to the University's mission.

Scope

This guideline applies to all members of the UCO Community who are using web conferencing services: faculty, staff and students, and other constituents.

Acceptable Use
Use of web conferencing must be consistent with UCO's educational goals, as well as comply with the UCO Faculty Handbook, UCO Student Code of Conduct and UCO Employee Handbook, as applicable. Content and use of UCO web conferencing services must adhere to the UCO Technology and Network Usage Policy and UCO Information Security Policy.

Academic Use

Use of a web conferencing session in lieu of scheduled class time is defined as a hybrid class.  Synchronous meeting times must be indicated on the UCO class schedule. 

 Use of web conferencing for faculty office hours requires a statement in the course syllabus.

 Service Definition

 The Office of Information Technology administers the web conferencing service. Web conferencing sessions are conducted using a computer with an Internet connection and microphone.  Live video can be added through the use of a USB or internal webcam.  Participant Internet speed and bandwidth capabilities should be taken into serious consideration when using live video.  For equipment recommendations, please visit http://technology.uco.edu.

 Access to the web conferencing services is available via two methods: inside UCO's learning management system and outside UCO's learning management system.

 The inside UCO's learning management system method will be used to provide web conferencing services for UCO academic purposes.  UCO students and faculty will have access through the UCO's learning management system using their UCONNECT username and password.

The outside UCO's learning management system method will be used to provide web conferencing services for UCO non-academic purposes.  Requests for non-course meetings may be made 3 business days in advance. Persons who have received presenter training can initiate meetings.

 Training

Attendance at a training session from the Technology Resource Center is required prior to receiving access to use the web conferencing service outside UCO's learning management system and is strongly recommended for faculty who will be using the service inside UCO's learning management system for their courses.  To access the Technology Resource Center training schedule and sign up for a training session please visit http://www.uco.edu/learningcenter.

 Presenter Support (Instructor)

Presenter (Instructor) support and training on the use of web conferencing and administration is available from Technology Support 405.974.2255, support@uco.edu, and the Technology Resource Center, ADM 101A at 405.974.5595, 8:00 a.m. - 5:00 p.m. Monday through Friday. 

 Participant Support (Student)

Participant (Student) support on the use of web conferencing is available from Technology Support 405.974.2255/support@uco.edu, 8:00 a.m. - 5:00 p.m. Monday through Friday.  

 UCO Technology Support provides assistance with the use of web conferencing.  It does not support personal devices.

 Account Creation

Web conferencing for courses is accessed via UCO's learning management system. All UCO's learning management system course designers, who have received training, may add the icon to their UCO's learning management system course and allow access to students in that course. Once students are logged in to UCO's learning management system, their login information is passed on automatically to the web conferencing service.

 Room Creation (Inside UCO's Learning Management System)

Presenters may create as many rooms as needed, such as lecture rooms for the whole class, group discussion rooms to separate courses into small groups, and breakout rooms for private chat. Rooms are created within UCO's learning management system.

 Room Creation (Outside UCO's Learning Management System)

 UCO Departments may request a room for internal UCO purposes only.  A member of the department must be designated as the Room Administrator.

 Guest Presenters

Faculty may request guest presenter access for guest presenters who are not affiliated with UCO from the Technology Resource Center, ADM 101A at 405.974.5595, 8:00 a.m. - 5:00 p.m. Monday through Friday.  Requests must be submitted to Technology Support, 2 business days in advance.

Guest presenters will have access to the instructor's course for a specified amount of time.  The faculty member and the guest presenter must agree that the guest presenter will not access any of the students or other private information in UCO's learning management system.

 Application Sharing

Use of the application sharing feature shall be in compliance with the UCO Technology and Network Usage Policy, UCO Information Security Policy and Faculty Handbook.

 Quality Assurance

To ensure the quality of the web conferencing service inside UCO's learning management system, the following questions should be included in the student online SPIE:

  • The tutorial and the "Setup Wizard" made web conferencing easy to use.
  • When I had technical issues, the technical support for web conferencing was adequate.
  • I would participate in other UCO webinars or meetings using web conferencing.
  • I would prefer to use web conferencing for UCO meetings and events rather than driving to the UCO campus.

To ensure the quality of the web conferencing service outside UCO's learning management system, the following questions should be included in follow-up surveys:

  • Web conferencing contributed to my learning.
  • I would like all of my professors to use web conferencing.
  • The tutorial and web conferencing was easy to use.
  • When I had technical issues, the technical support for web conferencing was adequate.

 Server Cleanup

On occasion, it is necessary to remove user accounts, rooms and archives that are no longer being used. A schedule will be determined at a later time.  Presenters (Instructors) will receive notice before any cleanup occurs.

Departmental room administrators shall conduct quarterly security audits of room access.


Links included in this document:

University of Central Oklahoma Disclaimer, Privacy & Nondiscrimination Statement

UCO Information Security Policy (PDF)

UCO Technology and Network Usage Policy 

UCO Faculty Handbook (PDF)

UCO Student Code of Conduct

UCO Employee Handbook