Frequently Asked Questions
Get answers to the most commonly asked questions about videoconferencing by clicking on a question below to reveal the answer.
If you have questions that aren’t answered here, please contact the help desk.
How many sites can be connected at one time?
Although the bridge connection allows for up to 80 ports, it is not practical to schedule that many. It all depends upon the types of connections – whether you are connecting all videoconferencing sites, adding audio conferencing or desktop or web conferencing connections. If all connections are videoconferencing classrooms, it is recommended to have 7-12 sites to encourage participation at each site. Connections which include videoconferencing classrooms plus desktop or web conferencing connections, have been known to schedule up to 25 sites. However; realize with an increased number of sites, technical difficulties at the receiving sites with camera or audio quality may exist. Be prepared to have tech support available at the host site to help troubleshoot if problems arise.
How many sites can be viewed?
Typical videoconferencing is set to the voice activated mode. Sites will switch on the monitor when someone at another site speaks. Another format that can be used upon request is the continuous presence format. A number of sites can be viewed on one screen.
What is a point-to-point conference?
A point-to-point conference involves only two sites. Normally bridging connection service is not necessary between the two sites. An IP address or alias name is necessary to dial the other site. Schedule this type of event with the IVN scheduler to avoid room scheduling conflicts.
What is a multi-point conference?
A multi-point conference involves three or more sites and this requires bridging. Multi-point connections within a single consortium can be arranged with the consortium scheduler. Multi- point events involving sites outside an existing consortium will require bridging and the scheduling services of IVN.
How many sites can I connect to?
The average number of sites we recommend is 7 and the maximum number is 12 including the host site.
Will I be able to make out of state connections?
Prior to scheduling an out-of-state event, testing must be completed on the other site(s) equipment. This must be done at least 4-6 weeks prior to the event. Contact your IVN Campus Coordinator to assist you.
Who do I contact to schedule an event?
For campus events, contact your IVN Campus Coordinator
Do all the rooms have the same meeting capacity?
Each room across the state has different capacities. Some rooms are set up explicitly for meetings and others are set up for classrooms. You can find this information on the Site Directory under each particular site. Use your judgment to determine which room will suit your audience needs. Do not overload a room as facilities need to meet fire code standards.
What days and times are available to hold meetings/events?
Each site sets its own time for availability. IVN Public Rooms are available Monday-Saturday, from 8 am to 10 pm. Remember classes take priority!
Are there specific times meetings/events must be scheduled?
Meetings at higher education sites start on the hour and end 10 minutes before the hour in order to coincide with the class schedule. Other sites and consortiums determine their own procedure for scheduling times.
Can I schedule a monthly meeting for a year?
Once higher education classes are scheduled, meetings can be scheduled on a semester basis but not for the entire year.
Will I receive an event confirmation?
Confirmations will be sent to all higher education sites involved. Confirmations are also sent to the person requesting the event. It is the responsibility of the person requesting the event to notify all non-higher education sites involved as well as the participants to the meeting date, time and location. Refer to the reservation number on your confirmation when making any changes.
Can I make changes or cancel an event if I need to?
Changes or cancellations should be made no less than two business days before the date of the event. This allows time for the facilitator to notify the participants of any changes once they have been made. Contact your campus IVN Coordinator to make any changes.
If you need to make a last minute change due to weather or equipment malfunction, contact the IVN Help Desk at 701-777-6486.
REMEMBER: As the meeting facilitator it is YOUR responsibility to notify your site coordinator at the host site if the meeting has been canceled or changed so he/she can contact the IVN scheduler. Failure to do so may result in unnecessary event charges.
Can the event be recorded?
Yes, it can. If it is located within and IVN Public Room, we use Tegrity Lecture Capture. Your Campus IVN Coordinator can assist with this and there is no charge. However; it records the presenter the its content and not necessarily the far sites.
You also have the option to request a stream. The stream can be live or recorded. The cost for the stream is $30 per event and is available for 10 business days. If you also wish to have a copy of the recording, there will be an additional charge of $30.
To request a recording, add this to the comment section when requesting a meeting OR for a class contact your Campus IVN Coordinator.
Will I be billed for the event?
ND University System campuses will not be billed for meetings unless you require full tech support (Level 3). State agencies and non profit groups will be charged for using the system and/or technician fees.
Will there be a technician in the room to assist with the event?
For classes, technicians will be readily available.
Consult with the IVN Campus Coordinator for level of technical support needed for meetings.