Audio Visual Services (AVS)
A Guide to Teaching with
Video Conferencing
Technology at WKU
‘Classroom Organization’
2015
Faculty IVS
Guide to Video Conferencing
TABLE OF CONTENTS
Organizational Information .................................................................................................................... 3
Audiovisual Services Support Staff .................................................................................................. 3
Submit Requests Online .................................................................................................................. 3
Video Conferencing-enabled Facilities ............................................................................................ 3
Classroom Organization .......................................................................................................................... 5
Syllabus ........................................................................................................................................... 5
Methods of Document Distribution ................................................................................................ 5
Courier Service ................................................................................................................................ 5
Facilitators ...................................................................................................................................... 6
Suggested Exam Procedures ........................................................................................................... 7
Seating ............................................................................................................................................ 8
Enrollment ...................................................................................................................................... 8
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Faculty IVS
Guide to Video Conferencing
ORGANIZATIONAL INFORMATION
AUDIOVISUAL SERVICES SUPPORT STAFF (AVS)
Communication
Technologies - AVS Office
Tamela W. Smith, Ed.D.
Manager
Tamela.Smith@wku.edu
Mass Media & Technology Hall,
Room 276
Phone: (270) 745-2625
Anthony Gilbert
AV Support Coordinator
Anthony.Gilbert@wku.edu
Brandon Davidson, M.A.
AV Support Specialist
Brandon.Davidson@wku.edu
AVS Support Center
Phone: (270) 745-3809
Email: ivs.scheduling@wku.edu
Tammy Younglove
AV Support Specialist
Tammy.Younglove@wku.edu
University College for
Sean Owsley
AV Support Specialist
Sean.Owsley@wku.edu
Courier Service
Tate Page Hall, Room 201A
Phone: (270) 745-4092
SUBMIT REQUESTS ONLINE
The TD Service Catalog now has several tickets for IVS Faculty to
use when requesting IVS recordings, changes to IVS class schedule,
and other IVS issues/requests. Please visit Audiovisual Support
Services online to submit tickets.
VIDEO CONFERENCING -ENABLED FACILITIES
“Students don’t learn from technology. They
learn from competent teachers who communicate
through the technology.”
Center for Faculty
Development
Jerry Daday, Interim Executive
Director
Phone: (270) 745-3197
IT Help Desk
(270) 745-7000
(Press Option #2 for IT)
-Tom Cyrs, Center for Educational Development,
New Mexico State University
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Building/Campus
Academic Complex /BG
Cherry Hall/ BG
College High Hall/ BG
Grise Hall/ BG
Grise Hall/BG
Ransdell Hall/ BG
Ransdell Hall/ BG
MMTH/ BG
MMTH/ BG
MMTH/ BG
Tate Page Hall/BG
CRD
Elizabethtown
Room
212
103
1101
137
236
1075
2029
249
250
279
237
302
131
Capacity
30
22
24
24
24
30
30
30
30
9
28
12
12
Telephone
5-6872
5-6965
5-2057
5-6963
No Phone
5-6961
5-4596
5-4554
5-4731
5-5220
No Phone
No Phone
(270) 706-8105
Fax
5-6874
5-6971
5-2056
5-6964
No Fax
No Fax
No Fax
5-4702
5-4790
5-8905
No Fax
No Fax
5-3730
Elizabethtown
Elizabethtown
224
225
22
22
5-7059
5-2198
5-7059
5-2198
Elizabethtown
Elizabethtown
Elizabethtown
Elizabethtown/Hardin Co.
Elizabethtown/Hardin Co.
Fort Knox
Fort Knox
Glasgow
Glasgow
Glasgow
Glasgow
Glasgow
Glasgow
Glasgow
Glasgow (non-Teachback)
Owensboro
Owensboro
Owensboro
Owensboro
Owensboro
Owensboro
South Campus
South Campus
226
117
144
140
109
101
301
162
162 A
164
166
168
170
172
172 C
110
111
114
201
204
211
132
177
20
22
21
24
24
18
26
14
6
26
25
20
20
12
12
24
9
24
30
8
24
66
12
5-7051
5-6816
5-6849
No Phone
No Phone
5-2671
5-2649
6955
6956
6912
6913
6945
6957
6958
6960
2-5993
2-5994
2-5998
2-7783
5-5997
2-5996
(270) 745-5254
No Phone
5-7051
5-6637
5-6828
No Fax
No Fax
5-7010
5-5081
6962
6962
6964
6966
6968
6989
6972
No Fax
2-6411
2-6412
2-6410
2-7783
2-6414
2-6413
270-745-5359
No Fax
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CLASSROOM ORGANIZATION
Syllabus
A well-structured syllabus with detailed contact information will help students
at regional locals feel connected to the course. Having the syllabus available
on-line will increase accessibility (i.e. posting it on Blackboard).
Specific points to remember when developing a syllabus for a Video
Conferencing Distance Learning course include:





Instructor office hours, address, email, web address, telephone
number(s)
The best method for leaving messages (email/voice mail)
On-site visitation plan and on-site advising times, if appropriate
Procedures for on-campus visits by students
Hours to connect through a social media mechanism (Skype, Face
Book, or other)
Syllabus:
include
specific times
reserved for
telephone
calls or emails
from distance
students, if
available.
Methods of Document Distribution
(Electronic distribution is strongly encouraged!)
There are two main ways to distribute documents for your video
conferencing course: electronic means or the courier service.
Electronic Distribution
is Strongly Encouraged
Electronic distribution would include Blackboard and Email.
You should make special arrangements with each of your
regional sites or departmental office, so you may email
documents to them. Note that copier availability varies by
campus; it is best to verify with your facilitators (See the
Bowling Green Facilitator section) their availability to printing
resources.
Courier Service
All regional campus mail is handled by the University College located in Tate Page Hall. If you
have a package needing to be mailed to a regional campus (Elizabethtown, Ft. Knox, Glasgow,
or Owensboro), please use the following guidelines:
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Bowling Green Campus to Regional Campus Protocol
Mail that needs to be delivered to WKU-Regional campuses should go to the University College
Offices by:

Being brought to the regional campus mail location in Tate Page Hall, Room 201A or

Being sent via campus mail with the destination and recipient of the package clearly labeled
or

By submitting a request for pick-up of departmental regional campus mail by contacting
University College at (270) 745-4092 no later than noon for same day pick up. Pick up will
be on the following day for those requests made after the noon deadline
Currently, all mail going to Elizabethtown or Fort Knox from the Bowling Green campus, or
vice-versa, will be delivered via UPS. Please allow ample time for the shipping and receiving
process. The mail between the Owensboro campus and the Bowling Green campus is typically
picked up and delivered two times a week. Glasgow has a courier mail service which runs daily.
Facilitators
Regional Campus Facilitators
 Each regional classroom has a facilitator assigned to assist with each class. These facilitators
are hired and are under the supervision of the WKU-Regional Campus Chancellor for their
location.
 Each Regional Campus may have different expectations for their facilitators.
 Let the facilitator know what you expect of them during the course and let the students know
the role of the facilitator as well. It is your class, so please help the facilitators by watching
the monitors closely. You must control all sites.
If there should be any problems, please communicate with the facilitator and the respective
WKU-Regional Campus Chancellor.
Bowling Green Facilitators

Documents being sent electronically to students at the Bowling Green campus, which require
printing, should be sent to the respective department, printed, and then forwarded to the AVS
Support Center. For pickup, please contact AVS at ivs.scheduling@wku.edu or (270)
745-3809.
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



Documents being sent by campus mail to facilitators at the Bowling Green campus should be
addressed to the respective department, and then forwarded to AVS. For pickup, please
contact AVS at ivs.scheduling@wku.edu or (270) 745-3809.
Bowling Green facilitators do not have access to printing devices or scanners. When
documents needs to be returned to the professor, AVS will deliver documents back to the
respective department. Please contact AVS at ivs.scheduling@wku.edu or (270) 745-3809 if
you have any questions.
Bowling Green Facilitators are student employees of AVS. They will provide full technical
support for classes that originate from a WKU-Regional campus or when you are traveling to
teach from a WKU-Regional campus. AVS will be glad to work with you to arrange for BG
Facilitators, as needed. Please note that these students are trained to provide video
conferencing technical support and are not trained to proctor exams or in classroom
management.
If you plan to cancel class or change teaching locations (which may require a facilitator), it is
important to notify AVS at least 24 hours in advance. You can either contact AVS at (270)
745-3809 or create a ticket using the IT Service Catalog.
Log in to
https://td.wku.edu/tdclient with your net id and password. Click Services, Audiovisual and
Conferencing Services, Audiovisual Support and IVS Course Change or Update. Please
complete the form and that will inform AVS of the change.
Suggested Exam Procedures
1. Regional Site Facilitators will proctor exams. Communicate with them the method that
you want for submitting the materials back to you. If you are teaching from a regional
site to a Bowling Green site, arrangements will need to be made.
2. Communicate with facilitators what they should do if they suspect a student of cheating.
3. Students are not allowed by university policy to administer exams when an instructor is
absent.
4. Please communicate your final exam time to the AVS office. Conflicts can arise during
finals week if schedules are not coordinated. I.E. – If a night class wants to meet at its
usual time rather than the final exam time, it may conflict with another class in the same
room.
You will receive an email from the AVS office and the steps to confirm your finals test
schedule. You can also use the TD Ticket IVS Course Change or Update.
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Guide to Video Conferencing
Seating
Many faculty members find seating charts to be helpful, the Regional Campus Facilitator can
make one and/or check attendance, if requested. On the first day, get students to fill seats from
the front and center. This will enable each site to see each other more clearly.
Enrollment
Please keep enrollment limited to seating capacity of rooms. Seating capacities for these rooms
are based on actual number of microphones available and, therefore, should not be overridden.
Access to a microphone is an essential part of a successful video conferencing classroom
experience for the student. Allowing more students in the room beyond the technical capacity of
the facility creates communication problems for them and is very frustrating. If you are unsure
of the seating capacity in a room, please refer to page 2 of this guide or call AVS at (270) 7452625.
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