Support Modes

The type of support required for a session in a videoconference-enabled room depends primarily on the requirements of the session and the level of training acquired by session participants.

Videoconference (VC) support refers to sessions involving videoconferencing. Audiovisual (AV) support refers to local sessions. The various modes of support are:


Videoconference Full Support

Videoconference full support involves AV specialists at all sites initiating, monitoring and shutting down the VC session. This mode of support is almost always provided for medical program teaching sessions. This support mode is also required for rooms where training programs have not yet been established.

AV specialists supply:

  • A pre-session flash-up at all sites starting a mandatory 30 minutes prior to session start.
  • Monitoring of the videoconference session and self-initiated responses to issues or problems relating to the session.
  • Disconnecting the session and shutting down the systems.
  • Back-up procedures in the case of transmission failure for teaching sessions only (currently this is only available at university-based teaching rooms; back-up procedures for clinical rooms are under development).
  • A briefing for instructors, students and other participants on basic use of the equipment.

AV specialists do not supply:

  • Room setup or seating configuration changes.
  • Back-up procedures for non-teaching sessions.
  • Assistance with equipment not part of the standard VC system.
  • Room clean-up or resetting seating configuration changes.
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Videoconference Connect Support

Videoconference Connect support involves AV specialists initiating the connection to all sites participating in the VC session. This mode of support is typically required when a user group has not received adequate training to completely support the session themselves.

AV specialists supply:

  • A pre-session flash-up at the host site starting 30 minutes prior to session start.
  • Provide equipment orientation to speakers during setup time on basic equipment use.
  • Host site’s technician will verify that all sites are connected and working properly at start of session.

AV specialists do not supply:

  • Monitoring.
  • Back-up procedures.
  • Room setup or seating configuration changes.
  • Assistance with equipment not part of the standard VC system.

VC session participants’ responsibilities include:

  • Ensuring at least one participant at each site has adequate training on the videoconference systems.
  • Managing the use of technology during the session (i.e. cameras, microphones).
  • Disconnecting the session and shutting-down the systems at all sites.
  • Assistance with the rooms.
  • Back-up procedures; which are often dependent on the facilities involved.
  • Contacting MedIT Service Desk for technical assistance during the event.
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Videoconference Self Support

Videoconference Self Support involves no AV specialists. The entire session is supported by non-technical, appropriately trained individuals.  Self-support calls are connected automatically at the booked start time of the event and disconnected at the booked end time with a 5 minute warning prior to disconnection.  Participants can contact MedIT Service Desk if a site is not connected or if they experience any technical issues during the event.

VC session participants’ responsibilities include:

  • Ensuring at least one participant at each site has appropriate training on the videoconference systems.
  • Assisting participants with rooms access when necessary.
  • Adjusting camera zoom, audio volume, etc., as appropriate.
  • Managing the event and shutting down the system at all sites if the event ends early.
  • Arranging and initiating back-up procedures; which are often dependent on the facilities involved.
  • Contacting MedIT Service Desk for technical assistance during the event.
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AV Support

AV Support involves an AV specialist setting up, managing and shutting down the AV systems during a local session. This mode of support is almost always provided for local Medical Program teaching sessions. This support mode is also required for rooms where local training programs have not yet been established.

AV specialists supply:

  • Set-up of AV equipment which typically requires 30 minutes before the session starts, depending on room and session requirements.
  • A brief introduction for session participants on basic equipment use (if booked ahead through Intersite Room Booker).

AV specialists do not supply:

  • Monitoring.
  • Back-up procedures.
  • Room setup or seating configuration changes.
  • Assisting with equipment not part of the standard room’s AV system.

Session participants’ responsibilities include:

  • Ensuring at least one participant has adequate training on the local use of the VC system.
  • Assistance with the rooms.
  • Managing the use of technology during the session (i.e. cameras, microphones).
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AV Self Support

AV Self Support involves no AV specialists. The entire local session is supported by non-technical, appropriately trained individuals.

Session participants’ responsibilities include:

  • Ensuring at least one participant has appropriate training on the local use of the videoconference system.
  • Managing the system during the session including shutting-down the system when complete.
  • Assistance with the rooms.
  • Back-up procedures; which are often dependent on the facilities involved.
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No Support

No Support indicates that no AV equipment will be used during the session.

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