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Videoconferencing Event Checklist

Please step through each of the items below in order to prepare for your videoconference event.

For your convenience, you can also download a print-ready version of this list (PDF).

Phase I – Registration

  1. When you decide on a videoconference event for your class you will need to contact Kari Sauer atEduTech and request assistance with scheduling the event. Kari is available by phone at 1.800.804.8550 or kari.sauer@sendit.nodak.edu
  2. Decide on your first, second and even third choice of dates and times for this videoconference event. Hints:
    • Most events are typically 1 hour in length
    • Please begin planning for an event at least two weeks before your chosen date(s)
  3. Talk to the Videoconference Site Coordinator in my building or district to see if your school’svideoconference unit and room are available on any of the dates and times you have chosen.
    • If YES – ask the Site Coordinator to tentatively reserve both the videoconference unit androom for all the choices of dates and times you have listed. Tell them you will confirm the date and time later.
    • If NO – work to match your class schedule to that of the videoconference unit and room to find two or more dates that are available.
    Hints:
    • Be sure to check your school’s standardized testing, vacation, and event calendars to make sure there are no conflicts for either your students or the videoconferenceunit/room.
    • Depending on the event (first time for your students or this event will connect youto a site out of state)you may want to schedule a test call to make sure connections are working and your students can have some practice time. Make sure to schedulethe test call at least one week prior to the event so any technical or presentation adjustments can be made.
  4. Complete your registration for the videoconference event, providing your choices of dates and times and indicating you have your videoconference unit and room tentatively reserved until the rightdate/time can be determined.
  5. The event or program provider will need to consider the schedule of their instructor or their ownvideoconference room before they can confirm the event. Ask them to get back to you as soon as they have that information.
  6. When you are contacted by the event or content provider, they’ll either confirm one of the dates/times you have provided, or if not, they will ask you to consider other dates and times. If that happens you’llneed to go back to the second item on this list and go through the process again.
  7. If the content provider is available for the date/time you have requested, you can now go back to yoursite coordinator and confirm the reservation for your unit/room.

Phase II – Test Connection (only needed for out of state events)

  1. Test connections are mainly used when you plan to connect to a site outside of North Dakota. ContactEduTech for assistance in scheduling a test connection at least one week prior to your event. Hints:
    • Test connections are a good way for your students to see how the event will come together: what they will look like as they present, where they should arrange seating,how the lighting should be adjusted, and how they will sound.
    • Communicate with the content provider or your partner teacher before the event so youcan plan for your presentation.

Phase IV – Presentation Preparation

  1. Provide your students with time to practice before the event, ideally in the videoconference room ifpossible.
  2. Review appropriate use of videoconference rooms and activities with your students.

Phase V – Activity Day

  1. Have on hand the essential phone numbers of your own staff, EduTech and a contact person at theother videoconference site.
  2. Ask your technology or site coordinator to assist you with the videoconference connection.
  3. Invite interested stakeholders, such as parents, administration, school board and local media.
  4. Take pride in your students! Your students are well prepared – now go nail your presentation and havefun!

Please contact EduTech to assist with scheduling and technical support.

EduTech
1.800.804.8550
Email: kari.sauer@sendit.nodak.edu

Last Updated On February 2, 2006