Video Conferencing Policy
University of Galway Desktop Video Conference Policy
Purpose: This policy outlines the guidelines and expectations for conducting desktop video conferences within the University of Galway.
Scope: This policy applies to all University staff members and contractors who engage in desktop video conferences as part of their work responsibilities.
1. Software and Platform Usage:
- Staff members should use approved desktop video conferencing platforms as designated by the University ISS department. Currently approved platforms are Zoom and Microsoft Teams.
- Ensure that the software is kept up to date with the latest security patches.
2. Scheduling and Notification:
- Schedule video conferences in advance whenever possible to allow participants to plan accordingly.
- Provide clear and detailed meeting invitations, including date, time, agenda, and video conference link.
3. Technical Requirements:
- Conduct regular tests of equipment, including cameras, microphones, and speakers, to ensure optimal performance.
- Maintain a reliable and high-speed internet connection during video conferences.
4. Environment and Attire:
- Choose a quiet, well-lit, and professional-looking environment for video conferences.
- Dress appropriately for a professional setting.
5. Security and Privacy:
- Do not share video conference links on public forums.
- Enable password protection for video conferences, especially for sensitive discussions.
- Avoid discussing confidential information in public spaces.
6. Meeting Conduct:
- Mute microphones when not speaking to minimize background noise.
- Use video when appropriate to enhance engagement and communication.
- Be mindful of background and surroundings to maintain professionalism.
7. Recording of Meetings:
- Obtain consent from participants before recording any video conferences.
- Store recorded meetings securely and only share them with authorised people.
8. Participation and Engagement:
- Encourage active participation by all attendees.
- Use collaboration tools and features provided by the video conferencing platform, such as chat or reactions.
9. Meeting Time Management:
- Start and end video conferences on time to respect participants' schedules.
- Stick to the agenda to ensure efficient use of time.
10. Troubleshooting and Support: - University staff members experiencing technical issues during a video conference should contact the University support team for assistance.
See link to resources and guidelines for troubleshooting common technical problems;
12. Compliance: - All University staff members should adhere to this policy to ensure consistency and security in desktop video conferences.