Video Conference Protocol

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					      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
vnoc@nmcourts.gov, 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.