Administrative Office of the Courts Supreme Court of New Mexico Arthur W. Pepin, Director Judicial Information Division Rodeo Park Drive East Bldg. 5 C. Stephen Prisoc, Santa Fe, NM 87501 AOC Chief Information Officer 505-476-6900; 505-476-6952 fax www.nmcourts.com Video Conferencing Protocols Approved September 18, 2008 Video Conferencing Protocol: Participants must be attentive to the meeting facilitator and speakers during the video conference as they would be in a face-to-face meeting. If all participants at a video site cannot fit within the camera’s picture frame, those participants off camera should identify themselves before speaking. During a video conference, single participants should keep their microphones muted unless they are speaking. When groups are participating, it is usually not practical to mute, but group participants should be mindful that paper shuffling, table tapping, whispering and other noises may be transmitted through the video microphones, particularly table-top microphones at a very high volume. In the event the remote site does not adhere to the protocols, JID staff may be instructed by the meeting facilitator to disconnect the site. Technical Protocol: It is important that each site turn its video camera on 15 minutes prior to the scheduled training or conferencing so that JID staff can test to ensure a proper connection. Prior to the video conference, please check to ensure your system is properly connected: 1. Ensure that your Ethernet cable that goes from the back of your camera to the wall/data drop is connected. Ensure that your equipment is plugged in to a power outlet. 2. If you have not used your system within the last week of so, please contact the Video Network Operation Center (VNOC) to request a quick test to ensure that you can quickly connect to the conference since cables get unplugged, damaged etc. These simple steps can eliminate potential problems prior to the start of the video conference. Additionally, please observe the following guidelines: 1. MICROPHONE: The microphone should not be placed next to the LCD or TV speakers or you will receive feedback. 2. VOLUME: TV volume should be at one-half volume, or lower, on all video devices – cameras, TVs, etc. – to avoid disruptive audio feedback. 3. CAMERA POSITION: Prior to the conference starting, please use your remote control to pan the local video camera to a position that will allow participants at the remote site to see your attendees. A simple check is to look at your “near” PIP (picture in picture) on your display screen to ensure that remote site can see everyone at your site. 4. TELEPHONING INTO THE VIDEO CONFERENCE: If attendees are calling in telephonically into the conference, the sites that are conferencing in via video should identify themselves by name and location prior to speaking since those with audio only, will not see the speaker. Scheduling a video conference from the centralized video bridge: If you would like to schedule a video conference between multiple sites, please email us at email@example.com, five days prior to your conference, if possible. We have limited seats on the bridge. VNOC staff will confirm via e-mail that your request has been received and scheduled on the bridge. If your site unexpectedly disconnects from the video bridge, please contact VNOC help desk 476- 6911 (press option #3) to reach one of the VNOC staff. If you cannot reach a video technician on the help desk, please page us at 939-0826. Enter your phone number when prompted.