Adding conferences to a reservation

NOTE: A reservation contains one or more conferences. All reservations have a unique ID number when they are saved. A conference sets the date, time and rooms/sites for the videoconference. All conferences have a unique ID number when they are saved.
  1. Using an Internet Browser (Internet Explorer, Firefox, Safari) go to: http://vcschedule.k12.hi.us/
  2. Login using the Username and Password given
  3. Select "Load Reservation" on the left-side toolbar

    4. changing dates

  4. You can Load a conference using the Conference ID that was assigned to when it was saved
    • When using the Conference ID enter the Conference ID into the box, click Load to display the conference summary page
      • Click Add Instance and you will be guided through the pages to add another conference to your reservation

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  5. You can also Search for a conference using a Start Date & End Date and/or Room ID/Site Name
  6. Your search results will display below
  7. Click the Title of your reservation

  8. A summary page is displayed which includes the ID number, Title, Status, and Date

  9. Click Add Instance and you will be guided through the pages to add another conference to your reservation

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  10. Enter Start Date, Start Time, End Time
    • It's best to leave padding time of at least 15 minutes (to the start and end time)
    • Enter the dates/times into the field by typing or use the calendar and drop-down menus

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  11. Click Add Date
  12. Click Next
  13. Click on the site name to select participating DOE Videoconferencing sites. Drag them to the lower box to add them to the conference.
    • District Office are listed in alphabetical order under "District Office"
    • State Offices are listed under their Office (for example, ITS-Kona is listed under OITS, SPMS is listed under OCISS, PDERI is listed under OHR)
    • If the unit was previously housed at a CSA (Community Ed) Facility, it may be listed under the CSA or the School that it may have been donated to

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  14. Sites can be sorted using the Name column as well as a Filter

     

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  15. Click Enter on the keyboard when using the Filter box
  16. When a room is checked, the Room Network Parameters will appear, fill in the number of participants

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  17. Check that the origination site is correct. This is usually the first site selected
    • Use the drop down menu to change your selection
  18. Disregard the other fields (Scan Duration, Retry, Number of Retries)
  19. Click Next
  20. Select a Template for this videoconference using the Drop-down menu
    • CP Lecture Mode = The speaker will see all sites, all sites will see the speaker
      • Recommended for presentations and trainings
    • CP Auto Layout = All sites see everyone else
      • Recommended for meetings
    • CP 5+ = Similar to CP Auto Layout, but recommended for 5+ sites
    • CP Single Screen = All sites see the last site that spoke, including the speaker

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  21. General Conference Setup options will auto-fill once a template is chosen
  22. Participants should be listed in the Participants section. If not, click Previous to go back and re-select or de-select sites.
  23. In the Participants section, click on the connection drop-down menu
  24. Select Dial-In to change all rooms to Dial-In. The Connection Setup Type will change from Dial Out to Dial In.

  25. Leave Personal Bitrate as Auto
  26. Click Finish
  27. When you reach the summary page, the checkbox(es) should indicate only the instances you have just added. Use the checkbox to select the conference you just added

  28. Click on the Disk to Save the conference reservation so it can be approved by a technician
  29. Click Save Only