Videoconferencing Services

Videoconferencing is a collaborative communication tool which allows several individuals or groups to communicate in real-time across distances using the data network to transfer packets containing audio and video. Video-teleconferencing uses the voice network for this same purpose.
The centralized videoconferencing service offered by CIS is geared towards general meetings, presentations, interviews and/or project work sessions.
Videoconferencing applications include:

• General meetings
• Formal Presentations
• Project Coordination
• Informal Work Sessions
• Recruitment
• Alumni Relations
• Question & Answer Sessions
• Public Relations Briefing
• Distance Education

CIS provides Internet Protocol-based videoconferencing service to all Brown University departments, as well as groups affiliated with the university, for university business purposes. Such purposes may include graduate student employment interviews. These events are normally scheduled during university business hours.
The equipment used for this service is a Polycom Viewstation FX which is capable of establishing a four-party videoconference with 3 other sites using standard H.323 protocols. An additional site may be added to the conference for audio participation only.
If the site you are video-conferencing with only supports ISDN-based video-conferencing, a bridging service will be required. It will be the responsibility of the group using ISDN-based videoconferencing to arrange for the bridging service.
To request a videoconference, please fill out the online form. Five business days advance notice is appreciated for all requests.

Videoconferences are generally scheduled in the CIT Building. For larger events or special needs, the equipment can be setup at an alternative on-campus location.

CIS offers both a free and fee-based service.
For free, CIS will do the following during normal business hours:

• Reserve a room in the CIT and Polycom unit for the proposed date/time.
• Ensure that a fully-functioning unit is available 15 minutes prior to the start of the videoconference.
• Provide an overview of unit operation prior to the event for first-time users - not to exceed 30 minutes in length.

For a fee, CIS will:

• Reserve a room in the CIT and Polycom unit for the proposed date/time.
• Ensure that a fully-functioning unit is available 15 minutes prior to the start of the videoconference.
• For a Fee of $250, a CIS technician will remain on-site for up to 1.5 hours for technical support. Each additional ½ will incur an additional $25 charge.
• For a Fee, CIT will provide Video Conferencing services outside normal business hours. (Limitations apply)

Users are responsible for:

• coordinating the conference with the other conference participants
• providing contact information for the other party including phone, name and IP address of the remote unit.
• arranging for any other required Brown services such as food from Dining Services or additional equipment through Media Services
• attending a short-training session prior to the videoconference