| Prerequisites |
| Connect to the
HKU Video Conferencing Scheduler |
| Set up your Conference |
| Check
your Reservations |
| Cancel
your Reservations |
| Start
your Conference |
| Monitor your
Conference |
| Terminate your Conference |
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Prerequisites
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| To enable cookies in a browser: |
| 1. |
In Internet Explorer (not needed for I.E. 6) |
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1.1. |
On the Tools menu, click Internet Options. |
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1.2. |
Click the Security tab. |
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1.3. |
Click the Custom Level button. |
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1.4 |
Scroll down until the Cookies entry is shown and make sure that both
options are set to Enable. |
| 2. |
In Netscape Communicator |
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2.1. |
On the Edit menu, click Preferences. |
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2.2. |
In the Category pane, click Advanced. |
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2.3 |
In the Cookies box, make sure that the Accept all cookies option
is selected. |
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Connect
to the HKU Video Conferencing Scheduler |
| 1. |
Go to http://hkuconf.hku.hk/confsitev3. |
| 2. |
Select the language to display the screens, menus and commands. Chinese
is only supported in Internet Explorer. |
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| 3. |
Enter your login Name and Password, as given to you upon
your application of using the Scheduler is accepted,
and click the Login button. |
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Set
up your Conference |
| 1. |
Define
the Conference |
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1.1 |
Check the reservation calendar (see Section 4: Check your Reservation)
to confirm that your desired conference time slot is
available. If the time slot is already occupied,
schedule another time to avoid resource contention. |
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1.2. |
Click the Conference Template CC to edit. |
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1.3 |
Type in the conference Name, Remark (optional), Password
and Duration (expected length of your conference). Check
or uncheck Dial-Out Manually. |
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1.3.1. |
The conference Name
identifies your conference. It must not be the
same as the names of other existing conferences. To
view the existing conference names, follow the procedure
in Section 4: Check your Reservation. |
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1.3.2. |
The Password protects
your conference from being viewed and modified by others. |
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1.3.3. |
If
Dial-Out Manually is checked, you need to connect
each of the conference participants manually when the
conference starts. If Dial-Out Manually is
unchecked, the Scheduler will connect the participants
when the conference starts. |
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1.4. |
Click the Basic tab. |
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1.4.1. |
Select the Line Rate (recommended range: 128 to 768 kbps). This
Line Rate applies to those participants whose line rates
are set to Auto (see Section 2.1.5.) |
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1.4.2. |
Select the Video Session to Continuous Presence, Video
Switching or Transcoding. |
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1.4.2.1. |
Continuous Presence is to set a conference
in which several participants can be viewed simultaneously. Each
participant uses different video, audio and date rates,
thus maintaining the highest video and audio capabilities
that each participant can achieve with his/her video
conferencing system. |
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1.4.2.2. |
Video Switching is to set a voice activated
video conferencing. Whenever a participant starts
to speak, the participant appears on all screens. All
the participants will negotiate down to common video
and audio rates suitable to every endpoints. |
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1.4.2.3. |
Transcoding is like Video Switching, except
that the participants use their own video, audio and
data rates, thus maintaining the highest video and
audio capability each participant can achieve with
his/her video conferencing system. |
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1.4.3. |
Lecture Mode lets the speaker be the only
one seen by all the other participants throughout the
conference. If necessary, check the Lecture
Mode and select the Lecturer Name. |
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1.4.4. |
Do not alter the other settings. |
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1.5. |
For Continuous Presence only, click the
Video Layout tab. Then select the appropriate
video layout. Video layout is the arrangement of
the conferencing participants on the screen. |
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| 2. |
Define
the Participants
A mix of IP and ISDN participants can be defined
in a conference. |
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2.1 |
IP Participants |
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2.1.1. |
Click the User1 in the Participant List Pane to edit. |
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2.1.2. |
Type in the participant Name, IP address and E-mail
address. |
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2.1.3. |
Select the Connection type: dial-in or dial out. Dial-in
means that the participant connects to the Scheduler
at conference time. You should inform the participant
of the Scheduler’s IP address, which is 147.8.235.68. Dial-out
means that the Scheduler calls the participant at
conference time. |
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2.1.4. |
Set the Interface Type as H323. |
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2.1.5. |
Click the Advanced tab. If Auto Video Bit Rate is
checked, the Bit-Rate used to connect the participant
is taken from the conference Line Rate (see Section
1.4.1.). If the connection rate of the participant
is different from the conference line rate, uncheck
Auto Video Bit Rate and type in the Bit-Rate
(128, 256, 384, 512 or 768) of the participant. |
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2.1.6. |
Click OK on the menu list to confirm the participant properties. |
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2.1.7. |
Repeat 2.1.1 to 2.1.6 to edit User2, if needed. |
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2.1.8. |
To add a new participant to a conference, point the cursor on top of
the menu Participant Templates, a drop-down menu
appears. Click New Participant. Define
the new participant as above. |
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2.2. |
ISDN Participants |
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2.2.1. |
Click the
User1 in the Participant List Pane to edit. |
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2.2.2. |
Set the
Interface Type to ISDN. |
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2.2.3. |
Type in
the participant Name and E-mail. |
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2.2.4. |
Select the Connection type: dial-in or dial-out. For
dial-out, key in the Party Phones, which is
the party’s ISDN number. For dial-in, type in
the MCU Phones, which is the last 3 digits
of the Scheduler’s ISDN number given to you upon your
application of using the Scheduler is accepted. For
local dial-out, type in the 8 digit ISDN number of
the participant. For international dial-out,
use this number scheme: 0068 + country code
+ area code + ISDN number ( Example:
if the country code is 61, area code is 2,
and the ISDN number is 28882888, then the number
to type in is 006861228882888 )
Notes:
1. Dial-in ISDN calls normally do not incur charges.
2. Dial-out ISDN calls will incur charges. Your
department will have to bear such charges.
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2.2.5. |
Click the Advanced tab. For Num of Channel, select
Auto if dial-in; select 1, 2, 3,
4, 5 or 6 if dial-out. One
channel is 64 kbps, two channels are 128 kbps and so
on. The higher is the channel number, the better
the quality. |
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2.2.6. |
Click OK on the menu list to confirm. |
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2.2.7 |
Repeat 2.2.1
to 2.2.6 to edit User2, if needed. |
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2.2.8. |
To add a
new participant to a conference, point the cursor on
top of the menu Participant Templates, a drop-down
menu appears. Click New Participant. Define
the new participant as above. |
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| 3. |
Schedule
the Conference |
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3.1. |
Point the cursor to the Conference menu and click Start At... |
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3.2. |
When you select Start At.., a calendar pops up. Set the
Date and Start Time to reserve a conference. |
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3.3. |
Click OK to confirm the reservation. |
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3.4. |
Click OK when the message “The reservation was scheduled
successfully on MCU HKU” pops up. |
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3.5. |
Click OK when the message “Do you want to send e-mail to
conference participants?” pops up if you need to
notify the participants. Click Cancel if
you don’t need to send e-mail and skip Step 3.6. |
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3.6. |
Edit the e-mail message before clicking Send. |
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3.7. |
Click Main Menu to leave the conference template. |
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Check
your Reservations |
| 1. |
Click Reservations menu in the Main Menu window, a calendar
appears to show all reservations by you and, if any,
by other users. A “key” icon appears next to the
reservations protected by passwords. |
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| 2. |
Click your conference name in the calendar, and you will be able to
view and /or modify the reservation properties before
its scheduled start time. |
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| 3. |
Click Action menu, then click Update to update the change,
if any. Click Main Menu to exit. |
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Cancel
your Reservations |
| 1. |
Click Reservations menu in the Main Menu window, a calendar
appears to show all reservations by you and, if any,
by other users. A “key” icon appears next to the
reservations protected by passwords. |
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| 2. |
Click your conference name in the calendar, and you will be able to
view and /or modify the reservation properties before
its scheduled start time. |
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| 3. |
Click Action menu, then click Delete to cancel your reservation. |
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Start
your Conference |
A
conference will be started |
| 1. |
at the scheduled date and time, or |
| 2. |
immediately after scheduling, |
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2.1. |
When scheduling the conference,
point the cursor to the Conference menu and click
Start Immediately. |
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2.2. |
Click OK when
the message “The reservation was scheduled
successfully on MCU HKU” pops up. |
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2.3. |
Click OK when the message “Do you want to send Email to Conference
participants?” pops up if you need to notify the
participants. Click Cancel if you don’t
need to send e-mail and skip Step 2.4. |
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2.4. |
Edit the e-mail message before clicking Send. |
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2.5. |
Click OK when the message “Do you want to monitor the Conference”
pops up. |
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Monitor
Your On-Going Conference |
| 1. |
After your conference has started, the conference name will appear
in the Meeting Director pane. You can monitor a
conference to keep track of its participants and its
progress, if: |
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1.1. |
In the Meeting Director pane of the Main Menu window, you click the
Conference name, OR |
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1.2. |
You have selected to start immediately the conference and clicked OK
to the message “Do you want to monitor the Conference”
(see Section 2.5 of 6. Start your Conference). |
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| 2. |
If a participant in your conference is set to “dial-out” (see Section
2.1.3 or Section 2.2.4 of 3. Set up your Conference)
and the conference is set to “Dial-Out Manually” (see
Section 1.3.3 of 3. Set up your Conference), then the
participant must be connected manually by clicking the
“Connect Party” icon. If a participant in your
conference is set to “dial-in”, the Scheduler will await
connection from the participant (see Section 2.1.3 or
Section 2.2.4 of 3. Set up your Conference). |
| 3. |
You can also perform the following operations during an on-going conference. |
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3.1.  Terminate
a conference before its originally scheduled ending
3.2.  Extend
the conference duration
3.3.  Disconnect
and reconnect participants (if a participant is set
to “dial-out” and the conference is set to “Dial-Out
Manually”, then the participant must be connected
manually by clicking this icon.)
3.4.  Define
new participants and add them to the conference
3.5.  Lock
or unlock the conference to dial-in participants
3.6.  Change
the video layout for Continuous Presence conference
3.7.  Enable
or disable the Lecture Mode and modify the Lecture
Mode settings
3.8.   Mute
or un-mute the audio and/or video transmission from
the participant to the conference
3.9.  Block
Audio is to block audio transmission from the
conference to the participant |
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Terminate
your Conference |
| 1. |
Automatically: Your conference
will be terminated automatically at its scheduled ending,
or |
| 2. |
Manually: Your conference
can be terminated before its originally scheduled ending
by clicking  . |
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