Sub sections:
Operational Policy for Internet-based Videoconferencing
Executive Summary
Principles of the Use of Videoconferencing Via the Internet
- The support of the University’s flexible, distance education and core business functions will be given highest priority in the use of videoconferencing.
- The Information Technology Directorate will provide central management of videoconferencing services through UNELink.
- Minimum equipment standards for teaching via videoconferencing.
- Videoconferencing from UNE's Access Centres to support core business only.
- All ISDN line costs, brokerage and external venue costs will be recovered from users.
Videoconferencing Equipment and Facilities
Access Centres will be equipped according to size and need. At a minimum, one (1) teaching space will have a small wall-mounted videoconferencing codec* that can be used by staff and/or students for teaching and learning. The Tamworth Centre will be equipped with a large room system and a small codec built into a learning space.
In the future, one lecture theatre in each Faculty on UNE's Armidale campus may be equipped with a large room system linked to the UNELink hub.
The UNELink studio will be equipped with:
- a large room system
- portable systems for desktop use intended as loan equipment for staff to use in their offices
- bridging and remote management capability
- scheduling software
The TLC Seminar Room will be equipped with appropriate systems to enable Academic Development Team staff to conduct training for academic staff in the effective use of Videoconferencing for teaching and supervision.
Costs
Use of UNE controlled facilities will be free of charge for core activities directly related to teaching and learning.
Other approved uses for fee-paying teaching, research and administration, whether or not such activities are externally funded by grants or other means, will incur administration and/or equipment/facilities hire charges.
Operational Policy for Internet-based Videoconferencing
The implementation of broadband capacity that facilitates high quality Internet-based videoconferencing will enable more staff to utilise the technology for a wider range of University teaching, research and business activities through UNELink videoconferencing from University of New England Campuses and Access Centres.
The following operating principles relate to the use of videoconferencing over Internet protocol (IP)* for teaching and core business activities of the University of New England and its Access Centres. They are derived from the Final Report of the Working Party to Investigate the Strategic Use of Videoconferencing over IP at UNE, which is available from the reports page on the Teaching and Learning Centre web site http://une.edu.au/tlc
Principles of the Use of Videoconferencing Via the Internet
- The support of the University’s flexible, distance education and core business functions will be given highest priority in the use of videoconferencing.
Core uses include teaching, learning and the administrative support of teaching and learning. Commercial uses of videoconferencing are restricted by legislative obligations and have lowest priority. Excepting the Tamworth Centre, the University’s Access Centres are not able to provide any commercial videoconferencing services. (Refer to Attachment 1). - The Teaching and Learning Centre will provide central management of videoconferencing services through UNELink.
As one of its operational responsibilities on behalf of the University, the Teaching and Learning Centre administers videoconferencing through UNELink. Charges are levied to cover costs incurred by users at UNE or for commercial uses of videoconferencing.
Enabling conditions:- UNELink is the hub for all videoconferencing with most of the monitoring and scheduling being facilitated electronically via a web interface into the Tandberg Management System[1].
- The UNE standard requires interoperability* and consistency in videoconferencing systems across all UNE controlled outlets.
- Booking and scheduling of videoconferencing in appropriate teaching spaces in UNE campuses and Access Centres is facilitated by the UNELink Manager who has access to the Tandberg Management System and the University’s timetabling system. Bookings for the Tamworth Centre must be made directly with the staff of that centre.
- The Information Technology Directorate and Teaching and Learning Centre will formulate service agreements in respect of the networking, firewall and broadband requirements of videoconferencing operations.
- The Teaching and Learning Centre and the Information Technology Directorate maintain twenty-four hour access seven days per week for testing of links into UNELink from remote sites.
- The Manager of UNELink Videoconferencing is responsible for the management of all videoconferencing services including
- quotations for all external links and those related to non-core activities as defined in Attachment 1.
- negotiation of all bookings for links beyond the UNE intranet, including intrastate, interstate, and off shore links
- scheduling of video conferences
- room and/or equipment bookings
- facilitation of multi-point links
- monitoring and maintenance of all videoconferencing-related equipment
- recommending upgrading, repair or replacement of equipment and facilities.
- Minimum equipment standards for teaching via videoconferencing.
In order to provide the highest quality picture and sound to students in remote sites, videoconferencing output from UNE will be at 768kb/sec or better. Stand-alone videoconferencing equipment that utilises IP technology but does not expose the UNE intranet to external corruption from viruses and other Internet diseases is preferred.
The University’s standard for videoconferencing does not support the use of Web Cam technology for teaching purposes. Web Cam technology is significantly inferior in the quality of both sound and picture and is, therefore, not considered adequate for teaching purposes. - Videoconferencing from UNE's Access Centres to support core business only.
Access Centres only provide videoconferencing for core University of New England business directly relating to teaching, learning, research and administration. No commercial uses will be facilitated via videoconferencing over IP from TAFE-based Access Centres (Refer to Legislative Obligations below). - All ISDN line costs, brokerage and external venue costs will be recovered from users.
Until all universities are linked via broadband, a mix of Internet and ISDN technology will be used to facilitate teaching and University business. Any ISDN links will be charged to the user on a cost recovery basis regardless of the category of use.
All commercial uses will be via an authorised telecommunications provider such as TELSTRA. Where a commercial broker and/or an external site is used, all costs will be charged to the user. Quotations will be supplied if requested. (Refer to Attachment 2).
Videoconferencing Equipment and Facilities
Access Centres will be equipped according to size and need. At a minimum, one (1) teaching space will have a small wall-mounted videoconferencing codec* that can be used by staff and/or students for teaching and learning. The Tamworth Centre will be equipped with a large room system and a small codec built into a learning space.
In the future, one lecture theatre in each Faculty on UNE's Armidale campus may be equipped with a large room system linked to the UNELink hub.
The UNELink studio will be equipped with:
- a large room system
- portable systems for desktop use intended as loan equipment for staff to use in their offices
- bridging and remote management capability
- scheduling software
The TLC Seminar Room will be equipped with appropriate systems to enable Academic Development Team staff to conduct training for academic staff in the effective use of Videoconferencing for teaching and supervision.
Loan of equipment on the UNE Armidale campus
Terms and conditions for borrowing desktop videoconferencing units from UNELink will include:
- equipment loaned only to staff
- return of videoconferencing equipment as soon as practicable after videoconferencing has concluded
- borrowers accepting responsibility for the safe storage and handling of equipment released to their care
- borrowers agreeing to pay any costs accrued, such as Telstra fees where ISDN connections are used
- borrowers being responsible for checking network accessibility from the required venue
- loan equipment may not be taken away from the main University of New England campus, as it is not covered by University of New England’s insurance when beyond the main Armidale campus.
Making bookings
With the assistance of the UNELink manager, staff at UNE and participants in Access Centres must book equipment and times via a web-based scheduling system[2] and remotely connect to any UNE site via direct access bridging coordinated from the UNELink videoconferencing centre. Bookings using the scheduling software, which controls the University of New England’s videoconferencing network, will be available twenty-four hours, seven days per week. Bookings for teaching spaces on the UNE campus will be negotiated according to availability and must be made at least three (3) working days in advance. The UNELink Manager facilitates such bookings using the University’s timetabling system and the Tandberg Management System.
Overseas, interstate or intrastate bookings will require 7-10 days notice so the UNELink Manager can source an appropriate venue. Costs may be incurred for bookings of non-UNE sites and will be charged back to the user in full so requirements should be discussed with the UNELink Manager well in advance.
Times of operation
Pre-booked videoconferences within the UNE intranet will be automatically scheduled by the Tandberg Management System and can take place within or outside normal working hours. However, the Teaching and Learning Centre will only provide videoconferencing support during normal working hours throughout the year. Support outside normal working hours should be negotiated in advance with the UNELink Manager.
Costs
Use of UNE controlled facilities will be free of charge for core activities directly related to teaching and learning. For example, teacher to student/s conferencing, student/s to student/s conferencing via Access Centres, practicum supervision, post graduate supervision. Non-core activities will incur charges depending on the type of use and the category of user (Refer to Attachment 1).
Other approved uses for fee-paying teaching, research and administration, whether or not such activities are externally funded by grants or other means, will incur administration and/or equipment/facilities hire charges. UNE staff may hire facilities for non-university related uses, deemed equivalent to commercial uses described below.
All costs incurred by UNELink from external sites, brokers or telecommunications providers will be charged back to the UNE user. (Refer to Attachment 1).
Commercial Users
UNELink will levy commercial user charges for staff undertaking activities such as:
- staff recruitment
- activities associated with funded research projects
- teaching of full fee-paying courses and commercial course provision
- activities of educational professional associations
- activities with or for approved community organisations
- conference participation
Any ISDN links dialled out from UNE, regardless of purpose, will incur charges from a telecommunications provider and/or commercial room brokers. These costs will be charged back to the user in full and may be in addition to facilities charges for use of UNE controlled rooms.
Commercial users must indicate the source of funding and provide details required for invoicing. For example, HOS or Dean’s approval and cost code, APF or research account details.
Commercial Uses
A limited number of commercial uses are permitted where the users involved are part of the University’s sphere of education-related activity*. For example, a staff member wishing to conference with family members overseas or complete a job interview at another institution could pay to use the system. All commercial uses will be charged at full cost recovery. These conditions will apply to some activities initiated from the Tamworth Centre.
Use of UNELink videoconferencing for wholly commercial uses not defined as part of the University’s sphere of education related activity, are not permitted under the Telecommunications Act. For example if a group of businesses wished to hire UNELink to facilitate a training day, this would not be permitted unless carried into or outside the UNE local area network by an authorised telecommunications provider such as TELSTRA. Where commercial uses involve the far end client dialling into the UNE local area network, there is no restriction because an authorised telecommunications provider will carry the incoming call.
All ISDN links dialled out from UNE will incur charges from TELSTRA and/or commercial room brokers. These costs will be charged back to the user in full and may be in addition to facilities charges for use of UNE controlled rooms and external sites.
Appendix 1
Legislative Obligations
- Competitive Neutrality
The use of videoconferencing for commercial purposes is governed by Federal Government guidelines, which require UNE to charge prices that reflect full cost attribution. (Competitive Neutrality: A guide to its application to Commonwealth Government businesses, May 1998). In practice this means that charges set for any commercial uses must be inclusive of all relevant costs and be at full cost recovery. The Telecommunications Act restricts the use of AARNet networks for wholly commercial work. An authorised telecommunications provider such as TELSTRA will connect to or from the UNE local area network for all commercial uses. - Responsibilities under the Telecommunications Act
UNE is not a licensed telecommunications provider so under the Telecommunications Act it is not entitled to provide telecommunications services that it accesses via the AARNet agreement to non-UNE persons, groups or organisations. In this case Internet based videoconferencing cannot be provided to persons for activities outside those defined as part of the University’s sphere of education related activity.
Where commercial organisations connect to or from (dial into or out of) the UNE local area network using an authorised telecommunications carrier, commercial uses are permitted.
Appendix 2
Explanation of Terms
AARNet: Australian Academic Research Network, which links together all Australian Universities and research centres in a high-speed broadband Internet network.
Codec: part of a videoconferencing unit responsible for the encoding and decoding of video signals.
Commercial Use: non-education related use of videoconferencing via telecommunications provider such as TELSTRA. Includes staff members using videoconferencing for non-UNE purposes.
Commercial User: staff member of UNE or partner using videoconferencing for non-core education related purpose, for example externally funded research projects. Access is applicable via the AARNet network but charges will be levied for facilities use, management services and costs recovered for telecommunications charges where ISDN connections are used. Non-core education related activities might be carried out from the Tamworth Centre.
Desktop unit: an A4 sized videoconferencing unit that requires an available Ethernet connection and a power outlet to be connected in any authorised location on the UNE intranet. Portable units will be available for loan to staff on the main UNE campus.
Far-end site/s: institution/s or client/s linked to UNE.
IP: Internet protocol. Access is via AARNet.
Interoperability: compatibility between UNE sites and onto the AARNet network allows seamless connection and therefore, provides highest quality video and audio resolution.
Large Room system: a fixed or rollaway unit comprising a videoconferencing codec and either two large monitors or connection to a plasma screen or data projector.
Sphere of education-related activity: includes activities with other educational institutions or education providers, related government departments, organisations, groups with whom UNE has legitimate business and as part of its obligations to serve its communities. Staff members paying to conference with family are included in this category.
The Tandberg Management System: an automated electronic timetabling system for videoconferencing
User: University staff member, student or commercial client.
UNELink Disclaimer: The legislation surrounding telecommunications is changing rapidly as are the obligations outlined above. These operating principles are current at the time of publication and will be updated regularly on the videoconferencing web site: http://www.une.edu.au/tlc/com-conf.htm
Attachment 1: Approved Users, Uses and Costs
In order to be compliant with legislative requirements, the University of New England defines users according to their relationship to our core business of educational activity. Eligible users will be connected via the AARNet IP Network where ever possible. Commercial uses must be connected to or from the UNE local area network via a recognised telecommunications provider such as TELSTRA.
| teaching and learning including off-shorepost graduate supervisionquality assurance GSPRmoderationroutine meetingsstrategic alliancesstudent recruitment | teaching and learningpost graduate supervision | approved strategic alliances | nil videoconferencing over IP only User pays TELSTRA charges at cost if IP not available | highest bookings for core uses take priority over all other bookings | |
| staff recruitmentresearchcourse promotionsconference participation | full fee paying courses meetingsresearch | professional associationseducation related groups | management fee and/or equipment/ facilities hire | moderate | |
| consultanciesfunded researchjob interviews | consultancies | profit making non educational groups | full cost recovery via ISDN and using commercial brokers* | lowest |
Attachment 2: Terms and Conditions for Use of UNELink Videoconferencing Facilities
The UNELink Videoconferencing facilities, located in the Information Technology Building (ITD) at the University of New England, offer fast efficient links using Internet and ISDN high-speed wide band connections.
Normal operating hours: 8am to 6pm Monday to Fridays.
The facilities are available outside these hours subject to additional fees being negotiated, and sufficient prior notice being given.
Minimum time: The minimum booking is 1 hour (half hour increments thereafter).
Quotations: Firm quotations for all videoconferencing work will be provided by fax or email within 48 hours of the initial enquiry. Charges are levied for facility hire, administration, network fees (at cost) any other costs incurred in testing and securing any other site/s for the link.
Terms: Payment will be on invoice within 14 days where costs are incurred.
Bookings: Scheduling of videoconferencing between sites on the UNE intranet may be made using the automated booking system accessed from the UNELink web page. For conferences extending beyond the UNE intranet, contact the UNELink Manager by email or telephone. Any bookings made by telephone must be confirmed within 48 hours by fax or email or cancellation charges may apply.
Cancellations: If a cancellation occurs less than 48 hours from scheduled start time of the videoconference, then a fee of 50% of the facility hire charges plus the administration fee will be charged, if applicable. Cancellations made on the same day as the booking will be charged at the full rate of hire, if applicable. In both cases above, any expenses incurred in booking of other facilities or testing connections will also be due and payable.
Training: For new users, it is recommended that a short point to point test be made prior to the actual link so that users can become acquainted with using the facilities. All systems can be trialled in the office or space where the conference is to take place. Please contact the UNELink Manager to make suitable arrangements. Basic training regarding the protocols of facilitating discussion via videoconferencing is also recommended.
Administration Fees: A non-refundable administration fee for uses other than core teaching and university administrative functions will apply from the University of New England campus. This fee covers costs associated with bookings such as brokerage, telephone and network costs during testing and securing sites. The UNE Tamworth Centre should be contacted regarding charges for using their large room system.
Out of hours: Additional charges apply for all bookings outside normal working hours of 8am-6pm on weekdays.
Regular and periodic bookings : Different charges may be negotiated.
Enquiries and Bookings: Contact the UNELink Manager
Phone on +61 2 6773 3703 (intl) 02 6773 3703 (natnl) or extension 3703.
Email address: UNELink@une.edu.au
Use of Facilities on the UNE Armidale Campus valid to 30/12/2006:
| Nil via AARNet ISDN at cost | No charge | No charge | At cost |
| Nil via AARNet ISDN at cost | $25.00 within Australia $50.00 international + GST if applicable | $50.00 | At cost |
| Dial out – full cost recovery Dial in – no cost | $50.00 within Australia $100.00 international + GST if applicable | $200.00 + GST if applicable | At cost |
UNELink Disclaimer: All care will be taken to ensure that videoconferences run smoothly but no responsibility will be accepted by the University for equipment or software failures that are beyond our control. The limit of the University's liability extends to providing our videoconference facilities to enable the participants to complete the conference at a later date or, if possible, later on the same day, under the conditions agreed to in the booking
Agreement for Loan of videoconferencing equipment
The borrower agrees to the following conditions:
- equipment loaned only to staff
- loan equipment not be taken away from the main University of New England campus, where it is not covered for insurance purposes
- return of videoconferencing equipment as soon as practicable after videoconferencing has concluded
- borrowers accepting responsibility for the safe storage and handling of equipment released to their care
- borrowers agreeing to pay any costs accrued, such as Telstra fees where ISDN connections are used
- borrowers being responsible for checking network accessibility from the required venue.
Making bookings
- Staff at UNE and participants in Access Centres must book equipment and times via the UNELink Manager and also the Access Centre Operations Manager
- Bookings using the UNE network are available twenty-four hours, seven days per week
- Bookings for videoconferences using teaching spaces on the UNE campus will be negotiated according to availability and must be made at least three (3) working days in advance. Staff should consult the UNE timetabling system to ensure room availability.
- Overseas, interstate or intrastate bookings will require 7-10 days notice so the UNELink Manager can source an appropriate venue
- Costs may be incurred for bookings of non-UNE sites and will be charged back to the user in full.
Times of operation
Pre-booked videoconferences within the UNE intranet will be automatically scheduled by the Tandberg Management System and can take place within or outside normal working hours. However, the Teaching and Learning Centre will only provide videoconferencing support during normal working hours throughout the year. Support outside normal working hours should be negotiated in advance with the UNELink Manager.
Details for Invoicing
Name of person to whom invoice is to be sent: ________________________________
Contact Details:_________________________________________
_______________________________________________
Account Details:_________________________________________
Authorised by:_____________________________________________
I agree to the conditions above and have supplied relevant details:
Signed: ________________________________ Date: / /200
Name: ________________________________________
* Refer to the Explanation of Terms, Appendix 2
* Refer to the Explanation of Terms, Appendix 2
[1] The Tandberg Management System is an automated electronic timetabling system for videoconferencing.
* Refer to the Explanation of Terms, Appendix 2
[2] The Tandberg Management System