Virtual Field Trip
General Information
Region 14 Education Service Center
There is a wide variety of Virtual Field Trip (VFT) programming available for just about any
subject or grade level. If you are thinking about using your districts‟ distance learning
equipment to take a virtual field trip and you don‟t really know where to start, this document
is designed for you. Hopefully this document will answer some general questions and help
you and your students have the best VFT experience possible. Lets start with some terms and
definitions often used in virtual field trips, distance learning, and video conferencing.
Terms and Definitions:
Video conferencing and virtual field trips have a unique set of terms. To help understand
these terms and how they relate to VFT‟s, here are some definitions. Being non-technical, I
have defined technical terms in “techie” language and then in (parentheses) for the rest of us,
redefined it in layman terms.
Bandwidth – The amount of resources available for the transmission of data. (Consider
bandwidth like a pipe. The bigger the pipe, the more stuff you can pump through it.
Someone, somewhere, is paying the telephone companies for bandwidth. The more
bandwidth you have the more it costs, but more bandwidth also increases the quality of a
video connection. Your typical home computer, on a dial up modem, runs at a maximum
56K. Most video conferences in Region 14 are run at 384K.)
CODEC – Hardware or software that converts analog sound, speech, and video into digital
code for transmission. The term comes from coder/decoder. (A codec is the equipment or
software that “chops up” the video and audio into little pieces small enough to fit into the
bandwidth pipe. All video conferencing systems have a codec. The codec at your site “chops
up and numbers in sequence” each piece of your video and audio and sends it through the
pipe to the codec at the receive site. The receive site codec puts the pieces back together in
sequence so they can see and hear you. At the same time their codec is “chopping up and
numbering” their video and audio pieces and sending it through the bandwidth pipe. Your
codec is putting the pieces back together so you can see and hear them. This process of
chopping up the pieces, „coding‟ and putting them back together, „decoding‟ results in the
term CODEC.)
Content Provider – The organization or group that is providing the educational content in a
VFT.
Distance Learning – Any form of instruction where the instructor is separated by space and
time from the students. Examples would include interactive video, correspondence courses,
web based courses, and courses delivered via satellite transmission. For this document,
Distance Learning (DL) will be referring to live interactive video conferences.
H.320 – Systems that communicate with each other over ISDN, switched digital, and leased
lines. (H.320 was the original video conference technology. It is a bandwidth „hog‟ because it
uses expensive bandwidth even when the CODEC is not in a connection. All systems in
Region 14 are H.323, [see next definition]. A H.320 system has a dial string that is used to
connect to the system. Most dial strings resemble a typical phone number with ten numbers
that would include the area code. For example, if someone tells you their dial string is
9157469001, you would know they are using a H.320 system. If a system in Region 14
makes a connection to a H.320 system outside Region 14, someone has to pay the telephone
companies a line charge. At the current time the line charge is $80.00 per hour. Most VFT
content providers run H.320 systems. When you connect to a VFT content provider running
H.320, 99.9% of the time you will also be responsible for paying for the line charges in
addition to the charge for the content. This line charge will guarantee you bandwidth between
you and the content provider and as a result, guarantee you some degree of video quality.)
H.323 – Systems that communicate with each other over the Internet or other TCP/IP based
network. (H.323 systems use the newest video conferencing technology, the same technology
that computers use to connect to the Internet. A system running H.323 technology will have
an Internet Protocol number assigned to that system. An example of an IP number in Region
14 is 10.1.176.60 pronounced “10 dot 1 dot 176 dot 60.” The 10.1 identifies the Region 14
network. The .176 identifies the school district or in this case, Region 14. The .60 identifies
the CODEC or computer, in this case the video conferencing system in my office. Within
Region 14, if you called 10.1.176.60 you would connect to my office. All distance learning
systems in Region 14 run H.323 technology. Because your districts pays annual fees for your
Internet access, you can connect to any other district in Region 14 with out paying line
charges. You can also connect to any other H.323 video conferencing system in the world
using bandwidth available on the global Internet without paying line charges. Be aware, at
Region 14, we have our own regional network with guaranteed bandwidth between districts.
Once you connect outside of Region 14, you do not have guaranteed bandwidth; you are just
sharing available bandwidth. Because you are sharing the available bandwidth with the rest
of the world, the quality of the video connection could be compromised but you do not have
to pay an additional line charge.)
Global IP – The worldwide Internet Protocol number assigned a video conferencing system.
(Each video conferencing system in Region 14 has two IP numbers, a 10 dot number to be
used within Region 14 and a 216, dot something, dot something, dot something to be used by
systems outside of Region 14. When someone outside of Region 14 calls your 216 number,
the Region 14 network equipment sees the incoming call and routes it to your 10 dot number.
Two slight changes must be made to you system to enable it to receive or send a call outside
Region 14. District Technology Coordinators have been trained on how to make these two
slight system changes. Remember, a global IP call to a VFT content provider may not have
as good as quality as a connection where you have paid a telephone company for guaranteed
bandwidth but, it does not cost to make the connection!)
Handshaking – The process two or more video conferencing systems use to establish a
connection. (When one system calls another, the CODEC‟s go through a process of sending
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data back and forth that will be used to make the connection. What they are really saying is a
bunch of “techie” junk that once they have negotiated, will allow the best quality connection.
ITV – Interactive Television
Latch Up – The term used to describe when two or more video conferencing systems
connect. It is also sometimes called “nailing up” a connection.
Latency Rate – The delay between when the signal is sent and when it is received. (Because
the CODEC “chops up the pieces” to send it through the available bandwidth pipe, there is a
delay between when you move and speak and when the receive site sees and hears you. This
delay is known as latency. You can sometimes observe latency when you watch a news
program and the person serving as the news anchor is talking to, or asking questions to a
correspondent, especially if the correspondent is in a distant country. When the news anchor
asks a question, there is a pause before the correspondent answers. This is latency, the time it
took for the question to get through the pipe and the time it took for the correspondent‟s
answer to get back through the pipe. Latency will occur in every video conference but you
simply need to be made aware of it and make adjustments as necessary. The most common
problem with latency is people at different sites talking over each other. Just be patient and
give them time to hear and respond. Remember you not talking to someone right in the room
with you. You are seeing and talking to someone that is probably located outside the State of
Texas and possibly the contential United States. As technology improves, latency will
decrease.)
Line Speed – The speed in which data is transmitted. (Line speed is related to how much
bandwidth you have available or requested and how fast your CODEC is “chopping up and
putting back together” video and audio pieces. Line speed is also limited by the type or size
of your CODEC and the CODEC at the receive site. You might have a huge pipe and a very
fast CODEC but the conference will be limited the bandwidth availability and capability of
the receive site CODEC. Most VFT content providers run a 384K line speed. This rate
should give you acceptable video quality and at the same time leave enough bandwidth
available for other Internet users at your district)
Multipoint Control Unit – The hardware and software that is used to connect multiple sites
or connects different types of systems. (The Multipoint Control Unit, also known as the
MCU or “bridge”, is the equipment necessary to connect three or more sites simultaneously
in the same video connection. The MCU is also necessary to connect different types of
systems such as connecting a H.320 system to a H.323 system. A person called a video
technician operates the MCU. From a computer connected to the MCU, the video technician
builds and monitors video conference calls going through the bridge. Some video
conferencing systems have a MCU built into the CODEC. )
Multipoint Connection – A video connection between three or more sites. This type of
connection requires a bridge.
On Demand – A VFT program that can be delivered on a date and time requested by the
receiving site.
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Origination Site – The location of the origination of instruction. The origination site is also
sometimes called the sending site. A VFT content provider would be the origination or
sending site.
Post-Conference Activity – Any activity provided by the content provider to help reinforce
the content delivered during the VFT.
Pre-Conference Activity – Any activity provided by the content provider to help prepare
your student for the VFT program. Pre-conference activities are a good indicator of a quality
VFT content provider. Pre-conference activities also help you to prepare your students so
they will receive the maximum benefit from the VFT by having prior knowledge about the
subject or lesson to be delivered.
Pre-Scheduled – A VFT program that is only offered by date and time. Receiving sites must
adjust their schedule to accommodate the origination site schedule. Almost all general VFT
programming is pre-scheduled but with a variety of time slots to choose from.
Point to Point – A video connection between only two sites. If both systems are the same
type protocol, a MCU is not necessary but if one site is H.320 and the other site is H.323, a
bridge is necessary to connect the two different systems.
Receive Site – The location of the site receiving instruction or content. Receive sites are also
sometime called the “far site” or the “off site”.
Talking Head – An instructor in a video conference that just gives out information and has
little or no interaction from the participants. Interaction with participants is a key factor in a
successful VFT experience. If a content provider is just a talking head, it would be easier and
cheaper just to show a videotape of the program. By their nature and depending upon the
content, some VFT‟s may be talking head programming. Examples would include
connections to famous people, authors, and politicians. As a rule, the more sites connected in
a VFT, the more likely it will be a talking head experience.
Telco – Telephone Company
Test Connection – A connection made between two or more sites made prior to the actual
scheduled event to insure connectivity and quality. If the test connection is being made to a
H.320 system, you will be invoiced for the minutes connected during the test connection.
Most test connections are very short, 5 to 10 minutes.
View Only – A participant in a VFT that only has the right to observe the VFT, they cannot
verbally communicate with the content provider. A view only connection is usually cheaper
than an interactive site.
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Virtual Field Trip – A live interactive video and audio conference with a content provider
for curriculum enhancement, the sharing of educational information, or dialog with an expert.
A VFT can also be a connection with someone for fun, or as a reward for students.
Questions and Answers:
Here are some general questions we receive about virtual field trips.
1. Where do I go to find a virtual field trip?
At the current time we recommend two sources;
ID Solutions and Vibrant-C.
o ID Solutions has a comprehensive, subscription based website called IDeaS where
content providers load information about their programming. For the 2003-04 and
2004-05 school years, grant funding will be used to provide each school district in
Region 14 with at least one subscription to the website. The website for ID Solutions
is: http://www.e-idsolutions.com/
o Vibrant-C has a free, downloadable file that lists over 150 content providers. The
website for Vibrant-C is: http://www.vibrant-c.com/ enter the website in the “Non
Flash Version” for best results.
2. If I need help, how do I contact the Distance Learning Department at Region 14?
Below is a list of DL contacts at Region 14:
Tommy Bearden: Office (325) 675-8668, IP Phone 3668, Email bearden@esc14.net,
Video Number 10.1.176.60
Tim Willis: Office (325) 675-8696, IP Phone 3696, Email twillis@esc14.net, Video
Number 10.1.176.61
Steve Simoneau: Office (325) 675-8662, IP Phone 3662, Email ssim@esc14.net, Video
Number 10.1.176.238
3. Can I just call Region 14 Distance Learning Department and request that they find me a
VFT?
For general VFT‟s, no, you need to find the VFT that fits your instructional objective.
We will recommend VFT content providers that we have connected with previously
with good results and positive reviews.
4. What if I want something that is really special and no programming is available from
regular VFT content providers. Can I call the Distance Learning Department at Region
14 for help?
Yes, by all means. Through association with organizations and attendance at various
conventions, we can help you find special programming. Be aware that special
programming is sometime very expensive, depending upon what is requested.
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5. If I schedule a VFT, do I need to contact the DL Department at Region 14?
Please feel free to contact us for any assistance but we must be involved when you want
to connect to a H.320 system, or if more that one site in Region 14 is participating in the
same VFT. Remember, at the current time, most VFT content providers are running
H.320 technology. To connect your H.323 system to H.320, or if more than one site in
Region 14 is to be connected to the VFT program, we must set the call up in the MCU.
6. How much does a general VFT cost?
Not counting line charges, if any, VFT‟s usually run between $100 and $150 per
program. Multipointed VFT‟s are usually cheaper than point-to-point connections but
due to the number of connections, interaction with your students is more limited. We do
not recommend district participate in VFT‟s with more than 3 other receiving sites
unless it is very special or limited programming. With more that 4 receiving sites, the
interactivity of the program is limited due to logistics.
7. We are a very poor school district and funds for special programs are limited. Where
can I locate funds to help pay for a VFT?
With very tight budgets we realize that local funding for VFT‟s is limited. A possible
source of funding might be local service clubs or your campus level PTA/PTO
organization. If a local service club provides the funding, make sure your students write
thank you notes to the club or make arrangements for some student to attend a club
meeting after the VFT to present the club members with a program about their VFT
experience. If your VFT content provider does not allow videotaping of the program,
request special permission. Explain to them that you need to tape a short segment to
show the organization that funded the VFT. In most instances, the VFT content provider
will give special permission to videotape short segments.
8. How can I reduce the $80.00 per hour line charge for a H.320 connection outside of
Region 14?
The $80.00 line charge is paid to the telephone companies for the connection into
Region 14. To reduce the cost, other teachers in Region 14 might also want to share the
VFT with their students. For example, if two schools in Region 14 share the same VFT,
the line charge would be $40.00 per school, 3 schools - $26.67 per school, 4 schools -
$20.00 per school.
9. How do I find other schools that might want to share a VFT and therefore reduce the
line charge?
The distance learning Department at Region 14 has an email list of at least one DL
contact at each school district in Region 14. Given enough lead-time, we can send out
information about the VFT opportunity to see if any other schools want to participate.
Odds are that other teachers in the same grade level or content area will be in about the
same place in their curriculum sequence and would like to participate, especially
considering that the line charges will be reduced.
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10. How may other schools in Region 14 can be connected simultaneously to the same
VFT?
We have the capability of connecting numerous sites but we do not recommend more
that 4 simultaneous connections.
11. If it cost $80.00 per hour to make a H.320 connection inside the United States, how
much does it cost to make a call outside the continental US?
Are you sitting down? Take a deep breath! Most call outside the continental Unites
States run about $500.00 per hour.
12. Why do H.320 call cost so much?
To make a 384K connection it takes the equivalent of 6 phone lines. For example lets
say you make a long distance phone call that cost you .10 cents per minute. If it took 6
lines to make the call, you would be paying .60 cents per minute or $36.00 per hour. At
the current time our long distance provider is charging us around .222 cents per minute
per line, or $80.00 per hour.
Questions for the Content Provider:
Most VFT content providers maintain a website that will provide you with information about
their programming. After finding the VFT you want to take, the content providers website
should answer most of your questions. Below are some questions to ask the content
providers, if the answers to these questions are not on the VFT content providers website.
General Questions:
1. Is this program “on-demand” or “pre-scheduled”?
2. If the program is “on-demand”, how much notice is needed to schedule the
program?
3. Can the program be videotaped?
4. Do you provide pre-program activities for the students/teacher?
5. If pre-program activities are provided, when will they be delivered?
6. How are pre-program activities delivered?
7. Do you provide post-program activities?
8. How much does the program cost?
9. Is the program point-to-point or multi-site?
10. If multi-sited, what is the maximum number of interactive sites that will be
connected?
11. Is there a price discount for multi-sited programs?
12. How do I register for the program?
13. What time zone are you in?
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14. What time is the program in Central Standard Time?
15. How will you confirm our participation in the program?
16. When will I receive confirmation?
17. What is your cancellation policy?
Technical Questions:
1. Is the program ISDN (H.320) or IP (H.323)?
2. Do I call or do you place the call?
3. If I am placing the call, what is your dial string (H.320) or IP number (H.323)?
4. Do you want to run a test connection?
5. How do we contact you if we are experiencing technical problems? (Request a
name and a phone number.)
Points to Remember:
1. Be sure to check and make sure your distance learning room/equipment is
available at the time and date you want to schedule the VFT.
2. Be sure to check differences in time zones.
3. If the DL Department at Region 14 is involved with the connection, please
provide us with following information:
a. Date of the event,
b. Time of the event, in central standard time,
c. Name and phone contact of technical support from the VFT provider,
d. Date and time of test connection,
e. Billing address for line charges, if applicable,
f. For ISDN (H.320) connections, we must have 48 hours notice.
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