Distance Learning & Videoconferencing

The Interactive Displays present a unique opportunity for many of the domestic and international Options Studios that collaborate with outside institutions, are run by visiting faculty, or are sponsored by a governmental agency.

The capabilities of the Interactive displays, coupled with teleconferencing equipment, extend the opportunities available to the online review environment. 2D, 3D, and 4D digital media can now be viewed via a workstation, projection device, or through another interactive panel that is located in the remote environment. This heightens the possibility for increasing the number of formal or informal reviews a studio can hold, without the costs associated with travel. The sharing of image asset management software enables the remote critic or critics to view, annotate, and comment on the design material, while the teleconferencing equipment [cameras and microphones] projects the comments and facial expressions of each end.

Augmenting Video or Teleconferencing

Videoconferencing enables 2-way audio and video conferencing between remote locations; each side is able to see and hear the other. This requires special hardware [camera], software, and IP addresses. The GSD uses IP addresses for videoconferencing as opposed to a phone line. This provides the connection through the network, thereby avoiding line charges. However, the connection quality is dependent on network capability and current traffic levels.

Policies for Videconferencing

Videoconferencing Setup

Reserve in advance one of the videoconferencing stations in order to ensure its availability.
Have available the IP address you are contacting [see the section on IP addresses for more information]
Ensure that someone is available on the other end to take the call
Login to the videoconferencing station
Launch the VC software
Enter the IP address; call
Launch Netmeeting [click for more information]

IP Addresses

IP addresses are composed of four number ranges [ex 128.103.41.56]; they locate the computer within a given network. To find the computer's specific IP:

Method 1:

Click the Windows Start button
Click Run…
Type command
At the command prompt, type ipconfig; locate the listed IP address

Method 2:

Launch Netmeeting
Go to Help
Click on About Netmeeting
The IP Address is listed at the bottom of the pop up window

Sharing Desktops with Netmeeting

Netmeeting is a Windows-based application that can be used for synchronous activities when you don't want to videoconference. It allows synchronous chatting, application sharing, and file sharing (you may be unable to use audio or video due to the GSD firewall, but sharing works). This is a good way to work on Powerpoint presentations together, mark up drawings, etc. from your own computer. You can access Netmeeting in several ways, including through Instant Messenger, or through Powerpoint, as long as you have the IP address of the computer with which you want to connect.

Finding Netmeeting on Your Computer

Win 2000- go to Programs>Accessories>Communication> Netmeeting
Win XP- go to Start> Run> type conf

Starting a Session in Netmeeting

Tell the other party to open Netmeeting on their computer.
Click the Phone icon, or choose Call - New Call.
Enter the IP address of the computer you are calling.

The other person will get a message that asks them to accept your call. Once you are connected, use the icons or menu items to open the Chat, Sharing, etc. tools and follow the instructions from there. For Sharing, click Allow Control to allow the remote end to ask permission to control the files. They can ask permission by going to Control - Request Control from the border they see around your files. These menus may vary depending on your version of Netmeeting, but the basic functionality should be the same.

To Ensure Best Reception

Mute the mike when you are not talking. Some systems cause noise that can capture the conference even with the microphone switch turned off.
Eliminate background noises (e.g. fans, disks, etc).
Provide good lighting on your face. Do not use back lighting.
Allow for time delays. When called upon, start talking and keep talking and don't hesitate because you see or hear something unexpected.
When you start talking, JUST KEEP TALKING. Do not say "can you hear me?" or similar comments. Assume that everything is working fine, since you have practiced this before. We will interrupt you only in the direst case to say that something is wrong.
While you are talking etc, IGNORE whatever video you are receiving. Do not be concerned if some unexpected video appears. It may soon go away, and is not worth worrying about. We at the control site will also ignore all extraneous video and audio unless it becomes so bad that we must do something.
If your connection on a particular day is worse than usual, often the best remedy is to simply hangup and reconnect. It is worth taking 30 seconds to do this to see if you can get a better connection.
Have a backup method of communication [like instant messenger] setup so that if the videoconferencing fails, you can coordinate about when to hang up and who will place the new call.
Accept imperfections. Do not complain and spoil the show.

Videoconferencing Room Setup

Room décor is best when neutral, gray blue, or light gray colors are used. Use a single non-reflective, uniformly textured, and non-patterned color when possible and always avoid dark woodwork and dark backgrounds. Additionally, do not place distracting objects such as bookshelves, plants, or mirrors behind the participants. Gloss paints and reflective wall coverings can cause distracting reflections that result in poor video transmission.
The lighting in a video room significantly influences the quality of video transmission. It is generally optimal to use fluorescent lighting whenever possible instead of incandescent bulbs. The softer, more evenly distributed fluorescent lighting works better for video. When at all possible, avoid mixing fluorescent and incandescent lighting. The effect of mixing can cause the camera to confuse different lighting colors and produce undesirable results. Light intensity must register between 3200 and 5600 Kelvin throughout the classroom.
Windows often present additional concerns with outside light and reflection. Windows can cause distractions due to the amount of glare picked up by the camera. To reduce glare, windows must have curtains or blinds.
It is important to have effective noise control with the lowest possible generation of noise from HVAC, electrical, and plumbing systems. A common audio problem involves air conditioning and heating ducts. They can cause sudden, loud and distracting sounds that may prevent participants from hearing the far end of the room. Likewise participants at the far end will hear noise form the air handler, reducing audio quality.