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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Video Conference Policy

Chapter 3475
Revised September 2, 2010

Table of Contents

.010 Purpose
.020 Scope
.030 Policy
.040 Exclusions
.050 Definitions
.060 Questions

.010 Purpose

Provide guidance on the acquisition and deployment of video conferencing equipment by all K-State units.

Provide standards for acquisition and use to insure support services can be provided by the university.

.020 Scope

This policy applies to all users of existing K-State video conferencing services as well as individuals or units who desire to establish a video conferencing capability regardless of physical location. Exceptions can only be granted by the Vice Provost for Information Technology Services (ITS).

All K-State information technology policies apply to the use of K-State video conferencing services, as do all other applicable K-State policies and procedures and all federal, state and local laws.

The K-State Video and Audio Conferencing Services will be the Single Point of Contact (SPOC) for all video and audio services at Kansas State University. This unit will also serve as the SPOC for strategic initiatives for expansion of video services.

.030 Policy

Authority, Standards and Access

The ITS or designee is responsible for establishing and enforcing all video conferencing standards and any variation from these standards must be approved by the ITS. Acquisition of video conferencing devices should be compatible with the existing university video conferencing systems. Information on current university systems can be obtained from the Single Point Of Contact (SPOC). Units that acquire video conferencing equipment or systems including software that are not compatible with the university systems will do so with the understanding that these acquisitions will not be centrally supported. Assistance for acquisition of video conferencing equipment can be obtained from the K-State Video and Audio Conferencing Services serving as the SPOC to coordinate with and refer to other providers of video conferencing services at K-State as applicable. Units are strongly encouraged to register video conferencing equipment/locations with the SPOC and indicate if the video site is available for general university use. Individual desktop units must meet standards, but are not required to register the video equipment.

K-State video conference providers will meet annually to review and provide recommendations to the ITS on the video conferencing standards. Those providers include, but are not limited to, Telecommunications, Educational Communications Center (ECC), Information Technology Assistance Center (iTAC), TELENET 2, K-State Research and Extension/Information and Educational Technology (KSRE/IET), Office of Mediated Education (OME) and the College of Technology and Aviation. The Director of TELENET 2 will be responsible for convening and facilitating the annual meeting and providing a report to the ITS.

.040 Exclusions

Scheduling of video conferencing systems is the responsibility of the organization that owns the video conferencing system. Assistance for scheduling the university video conferencing system can be obtained from the SPOC.

.050 Definitions

Codec (Coder/DECoder):
device to convert analog audio or video signals to digital for transmission and reconvert at the receiving site.
Desktop Video conferencing:
video conferencing on a personal computer.
H.264:
video compression standard that brings higher quality with lower bandwidth.
H.320:
a widely used video compression standard that allows a wide variety of video conferencing systems to communicate.
H.323:
a set of protocols that facilitate multimedia communication over IP packets.
ISDN (Integrated Services Digital Network):
a set of transmission standards designed to ensure compatibility among digital telecommunications services, worldwide.
IP (Internet Protocol):
videoconferencing: point-to-point or multipoint video conferencing over an IP connection.
Multipoint Bridge (Multipoint Control Unit):
a set of integrated software controlled data components that enable more than two video conferencing sites to participate in a video conference.
Multipoint Video conferencing:
video conferencing in which more that two sites can participate.
Point-to-Point:
video conference or other transmission between two locations.
Room-based video:
video conferencing using a system appropriate for groups.
Single Point Of Contact (SPOC):
initial contact for information and referral for video conferencing and related video services.
Video conferencing:
two-way, interactive audio and video connecting two or more locations.
Video streaming:
as a component of interactive video conferencing is the transfer of the interactive synchronous video activity to a web-based location for asynchronous use on the Internet.

Additional information on video conferencing services including providers, locations and contacts can be found at this web site:http://main.itac.ksu.edu/audio_video_conf.htm .

.060 Questions

Questions regarding this policy should be sent to the Chief Information Officer at its@k-state.edu.