Video conferencing

Flinders University offers a range of video conferencing solutions that enable 'face to face' communication with participants at different locations, both nationally and internationally.

Quick links

Recording a lecture

Etiquette recommendations

Get help

Make a video conference booking

Find a room

Refer to the room bookings page for details on how to find a room with video conferencing facilities and how to book it.

Standard video conferencing - Spaces are generally a standard meeting room with a central table, table microphone and large LCD panel.

Teaching spaces video conferencing - Spaces generally accomodate large meetings or are for teaching. These spaces are generally a larger theatre style layout with ceiling, handheld and/or lapel microphones plus dual projection screens – one for content sharing and the other for participant display.

Room booking list

Book a video conference

All video conferences must be booked through the Flinders University TMS booking system. A once off booking can be made by contacting the IDS Service Desk although staff that regularly schedule conferences should request access to TMS.

You must provided the following information:

Conference name and date
Start and end time
Name of local Flinders room/site
Remote site connection details

Get help with video conferencing

Desktop and web conferencing

The University video conferencing systems are located at various locations throughout the University. You are required to travel to these locations to use these systems.
Alternatively, you can participate in a video conference using any of the following technologies without leaving your desk. Each of the following technologies have alternate uses as specified, but can be used to join and participate in a video conference.

Jabber

All Flinders University staff with an active FAN can access jabber.

It is best suited for:

Communication with other staff
Instant messaging (real-time chat)
Real time presence information of work colleagues

Find out more

Jabber Guest

Jabber guest (video chat) will allow any student or other third party outside the University to have a video enabled telephone call with you, directly from their web browser, if they have an internet connection, webcam, speakers and microphone.

Find out more

WebEx Meetings

WebEx Meetings is an online video and audio enabled meeting place.

It is best suited for:

Video conferencing with staff, students and external parties
Team collaboration including sharing files and desktops

Find out more

Microsoft Teams

Both desktop and mobile apparitions provide voice and video call capabilities for up to 250 participants and is heavily integrated with other Office 365 applications to support collaborative working.

It is be suited for:

Video conferencing with staff and external
Team collaboration including sharing files and desktops

Find out more

Video enabled phones

Most staff on the main campus and Victoria Square have video phones with integrated cameras.

It is best suited for:

Video calls between individual staff

Find out more

Etiquette recommendations

Recommendations

All remote connections being added to the live conference should have their audio muted prior to the connection being made.
Staff at remote site must have all mobile phones switched off or silent for the duration of the connection.
Audio tests from all connected sites should be checked prior to the start of the event ensuring that there is no echo or feedback produced and that levels are at acceptable volume.
Microphones at remote sites should remain muted for the duration of the presentation and only un-muted to acknowledge they are connected or during question time.
All remote sites are encouraged to remain connected for the full duration of the event and any participants in remote locations will remain present in the connected space, as remote sites are displayed for every participant to see, empty rooms do not leave a good impression.
Video conference events should be treated as formal meetings and participants should be available on time and conduct themselves as if part of the live meeting (we encourage no eating, phone calls, leaving and reentering the room, separate discussion)
Camera shots at remote sites should clearly capture the people in the room, therefore the room should be well lit and the camera mounted at a comfortable angle to see all parties. Cameras should not be positioned at walls, signs or other undistinguishable items which may confuse the event presenter. Bright light behind the people present in the room should be avoided as this will compromise the recognition of any attendees.
Phone voice only connections are only recommended as a last resort option to connect to a conference if there are no other alternatives for connecting via video. Audio only phone connections need to be very aware of muting their microphone whilst in a conference as they can be quite disruptive depending on the location and ambient noise around them.
Jabber and Jabber guest connected participants should be familiar with the software prior to making any connection to a scheduled meeting, understanding how to mute and unmute microphone and share content.
Dial out connections to phones and Jabber users are not recommended as there is great potential for phone and jabber users not to be ready or available at the time of the connection. This may impact the conference as the connection can go through to the persons voicemail playing a recorded message, this can be hard to disconnect.

Support for digital and IT services

Opening hours: 8am to 5.30pm, Monday to Friday, excluding public holidays

After hours or when all staff are busy you will be given an option to leave a voicemail message. Voicemails will be accessed as soon as practical during business hours otherwise you may choose to log an IT support request.