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Important Guidance: for a Successful Video Conference
Safety Guidance new
- Permission should be sought from parents/carers for any children or young people taking part in video conferences.
- Video-conferences should always be supervised by a member of staff.
- Video-conferencing equipment should not be left on in auto-answer mode. If in doubt, leave it off and only switch it on for conferences.
- Be aware that not all participants of video conferences may be CRB checked.
- Due to copyright, intellectual property and privacy laws no video conference should be recorded in any medium without the written permission of those taking part.
- Make sure anyone supervising a video conference knows how to use the equipment, particularly how to end a call if at any point any person taking part becomes unhappy with the content of the conference.
- The school should have an Acceptable Use Policy for video conferencing (see below.)"
Video Conference Acceptable Use Policy new
In accordance with Hertfordshire's guidelines on eSafety and Internet Acceptable Use Policies, it is recommended that schools that use Video Conferencing should have a policy applying to this technology. This could be part of an overall Internet/ICT AUP or a separate document.
This example policy can be adapted to suit your school.
Tips for Success: Before the Conference
 Before a conference, make sure you are familiar with the VC system’s controls and functions.- It’s a good idea to have a test conference a few days before hand to test the quality of the connection etc. and to check the best position of the microphone etc.
- Try to position the camera as close to the screen as possible. Just above it is best.
- Try another test link within half an hour of the actual conference so you are sure everything is ready and working. Just in case, it is advisable to have an alternative lesson plan in place.
- Arrange for technical support to be on hand.
- If you want to record the conference or take stills from it, make sure you get parental permission or that you are covered by the home-school agreement.
- Agree on the aims, objectives and plan of the conference before you begin.
- Make sure you have access to a phone near to the VC unit, and make sure your conference partners have the same, in case you need to communicate by phone in the event of technical problems.
Tips for Success: Room Considerations
If possible….
- Avoid windows and lighting behind the conference participants. It is better to have a uniform colour as a background. Overhead lighting is best.
- Avoid patterns and strong contrasts. Mid to light tones with darker furniture is better. Avoid shiny surfaces on desks.
- Arrange the room so that participants can see the screen clearly and hear what is being said. A horse-shoe arrangement often works well. Avoid swivel chairs with younger participants!
- Have a clock nearby.
- Avoid wearing clothes with strong patterns and/or contrasting colours.
Tips for Success: During the Conference
- Try to speak clearly and confidently.
- Try to look at and talk to the camera.
- If your system has pan/tilt/zoom, avoid over using these functions.
- If you are part of a multi-point conference, participants who are not actively participating should mute their microphones to avoid causing interference from background noise.
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