ISD

Videoconferencing Service

Videoconferencing Service

Information Services is a major University administrative department with responsibilities covering library, academic and administrative computing, digital communications, media-technology services and reprographic services.

Service Description

Video conferencing is a cost effective and environmentally friendly method of providing users with the ability to communicate and collaborate interactively from across many different geographical locations. The range of purposes includes meetings, research, teaching, staff development and recruitment panels.

At Ulster University, we provide hardware based video conferencing rooms, of varying sizes, that are enabled for SIP connection to external guests, but also work in conjunction with Skype for Business and provide the additional connection methods of using a Skype web app and Telephone dial in. This affords both Ulster staff, student and external guests the flexibility to choose the most suitable connection method for each scheduled video conferencing meeting.

Ulster University has a number of video conferencing room types to cater for different meeting types.

1. Immersive Telepresence Suites

These suites are reserved for video conference meetings and do not require pre-booking through Physical Resources. They allow for a true immersive experience across the campuses, where connected participants are displayed on screen in true life size format to simulate live discussion across a table. Users can also share content with internal and external participants by connecting their device to one of the cables provided (HDMI/VGA+audio) in the room or using the wireless connection facility.

2. Standard videoconferencing Suites

These spaces are reserved for video conferencing meetings and do not require pre-booking through Physical Resources. They have a standard V-shape or straight table layout, with boundary microphones, speakers and dual large format display screens. They give users the ability to video conference across the 4 campuses or with external partners and share content by connecting their device to the cable provided (VGA+audio) or using the room pc. 08H09 has an additional HDMI cable for content sharing. 08H09 and H215 have face tracking to facilitate a better experience.

3. Video conferencing enabled meeting rooms

These spaces are are meeting rooms enabled for video conferencing. Where rooms belong to departmetns other than ISD, they must be pre-booked using the Physical Resources Helpdesk or with the departments that the rooms belong to. Rooms are of varying capacities and desk layouts, and are furnished with a large format display screen, microphone and speakers. Users may also share content by connecting their device to the cables provided (VGA+audio).

When users schedule their video conference meeting through their outlook calendar, participants are automatically provided with the connection details to connect to the scheduled meeting by:

  • Skype for Business (or Skype web app) – requires webcam and microphone
  • Telephone (audio only)
  • Unique Conference ID - This forms part of a SIP address in the format ConferenceID@ulster.ac.uk which external organisations can use to dial in to the conference.

These additional connection methods make it easy for staff or guests to connect from anywhere in the world.

A full list of video conferencing facilities can be found in the Supporting Materials Section.

Business Process

Video conferencing meetings are scheduled by the user/organiser, from within their outlook calendar.

As the video conferencing facility is heavily used, University staff are encouraged to schedule their video conferences as far ahead as possible to avoid disappointment.

We would also advise a minimum of 5 days notice where external guests are being invited, to allow them time to liaise with their technical staff and test their connection method. This will increase the chance of having a high quality, successful video conference meeting.

Support for a presentation may be booked through the Self-Service Portal in advance of any meeting. Please allow a minimum of 24 hours notice.

Please see Supporting Materials for information on how to schedule a video conference from your outlook calendar.

Supporting Materials

Supporting Materials include:

Additional support, such as Frequently Asked Questions, may be found within the Knowledge Articles accessed through the Self-Service Portal or available on our Service Catalog FAQ pages.

How to obtain help

Users will schedule their conferences through their outlook calendar, so may make their own amendments and cancellations but may also avail of the following support during normal working hours*:

  • Self-service portal: may be used to pre-book technical support for a conference presentation that you are scheduling or request for the meeting to be recorded. Please allow a minimum of 24 hours notice.
  • Email: servicedesk@ulster.ac.uk with booking/scheduling queries or general Video Conference enquiries.
  • Telephone: 028 9036 6777 if you require urgent help during a conference, or need to report a fault. Please have at hand the exact symptoms and locations involved.

* Monday - Thursday: 9:00-17:00 and Friday: 9:00-16:30. Faults reported to 028 9036 6777 outside of these times will be logged by our Out of Hours IT Service Desk.

Who can avail of the service?

The service is available to all registered staff of the University.

Service Owner

ICT Customer Services