Interactive Video Conferencing Etiquette

  • Purpose:

    Having good video conferencing etiquette is the equivalent to having good manners. It shows forethought, respect and courtesy to the people you are connecting with at the far site. When interacting with others through distance learning, it is best to respond and treat them as if they were physically present in the room. Whenever you interact with others outside your organization, it is becoming to represent your site as a competent, respectful and courteous entity.

    Basic Considerations:

    1. Be Prompt

    • Make sure to call at least five (5) minutes prior to the scheduled program time.
    • Being punctual shows that you respect the time and efforts of those you are connecting with and creates a great starting point for your program.
    • When students will be viewing and participating, make sure they are seated and ready to begin five (5) minutes before the start time.

    2. Be Prepared

    • Request your meeting or program at least four (4) weeks or more in advance, when possible.
    • Some content providers may take longer to reply to requests and in some cases, materials may need to be shipped. Having ample time for confirmation and material preparation is considered courteous.
    • On occasion, requested dates and time may have conflicts. Allowing time for communication helps in finding a compatible date and time for both parties.
    • Test calls should be conducted no later than two (2) days prior to the program. It is highly recommended to conduct a test call 1-2 weeks prior, this will allow time in case there are technical issues that need to be addressed.
    • Make arrangements for the program. Book the room, equipment and necessary technical support before the test call and program occurs.

    3. Audio and Visual Set Up

    • After you have successfully connected to the far site, announce your presence, make sure the far site can see and hear you.
    • The participants should fill up most of the view. You should be able to see more people, less ceiling.
    • The camera should be as close to the FRONT of the room as possible. The most ideal view is that of the front of the participants’ faces.
    • Presenters and far sites should NOT see the back of people’s heads or themselves on your screen.

    4. Be Engaged

    Teacher(s):

    • Ensure the technician at your site is aware of the scheduled program and can be there to set up the equipment .
    • Notify students where the microphone is in the classroom and encourage them to project their voice and speak clearly towards it when asking or answering questions.
    • Prepare students to act appropriately, as if the content provider was was a guest in your classroom.
    • Call on the students by name when they are responding to a question, this introduces them to the content provider.
    • If materials and/or activities are required before, during, or after the program, make sure to acquire them in a timely fashion.
    • Actively participate throughout the IVC program, your demeanor and attentiveness is essential to a quality IVC program.
    • Remove distractions such as cell phones during the IVC program.

    Student(s):

    • Raise your hand when a question is asked and wait to be called on by your teacher before responding.
    • Please do not shout out answers as it makes it very difficult for the presenter to hear you clearly.
    • Be respectful of the presenter, your teacher and other classmates during the IVC program.
    • Avoid shuffling, shouting and whispering. Please do not tap on the microphone if it is placed nearby, it is sensitive and picks up every sound.
    • Follow instructions provided by the content provider so that activities remain within the designated time allotted.