IVC: Remote participants to join IVC meetings

Owned by Larry Sanders
Last updated: Mar 12, 2020
2 min read

You can hold a meeting in our conference rooms, utilizing the room's installed video conferencing equipment, with remote participants using any device with a web browser and a web camera. Here is the process:

  • Invite remote participants with meeting links and details.
  • Join the room to one of our configured meeting spaces.
  • Remote participants join the same meeting space with their device. 



IVC: Pre-configured UCL Meeting Spaces
The following is a list of virtual meeting spaces, with links and additional details, that are pre-configured for CECE use.

Candidate X (for job interviews):
https://join.avc.uen.net/invited.sf?secret=4qanOqES8uv0k_s4qeTbMw&id=996038912
Passcode: 2424

Candidate Y (for job interviews):
https://join.avc.uen.net/invited.sf?secret=YqE.7HDRlzGV1fh_O3zu7g&id=988765112
Passcode: 3535

CECE Public Meetings (if remote attendees are outside of CECE organization):
https://join.avc.uen.net/invited.sf?secret=9DeKwZu4hmejB4.dtsO_cQ&id=636282677

CECE Management Meetings:
https://join.avc.uen.net/invited.sf?secret=7.b3kLncb.5rW8EhmX8jCA&id=804002888

CECE Leadership Meetings:
https://join.avc.uen.net/invited.sf?secret=uu2bMaB2VWPuKAub1KXVHQ&id=485156297

Options To Join Meeting Spaces

These spaces operate on a system called Cisco Meeting, supported by UEN and CECE. Participants world-wide can join these spaces using the following methods:

  • IVC equipped conference rooms, classrooms, and computer labs.
  • Computers or mobile devices with a web browser, camera, microphone, and internet access.
  • Computers with the Cisco Meeting application installed.
  • Telephones (audio only).

CECE Unit IVC Meeting Spaces

Each team in CECE has an IVC Meeting Space configured that can be accessed from any connected mobile device or computer. Use these spaces to hold meetings with your unit with remote team members or guests. Remote participants just need the respective link, and our IVC meeting rooms have these spaces listed in their call directories.

Administration

CECE Admin: https://join.avc.uen.net/invited.sf?secret=C.qZdY4TN0DLfMZvd3l8Sg&id=783309004

Academic Programs

CECE AP: https://join.avc.uen.net/invited.sf?secret=2R3iFGw9XSSRCGoVplUBCQ&id=205143550

English Language Institute

CECE ELI: https://join.avc.uen.net/invited.sf?secret=5U_Jm4ebP9ggh6iprN8C7Q&id=352602919

Finance

CECE Finance: https://join.avc.uen.net/invited.sf?secret=aGOUmVTtN04jqCK8ktfXMg&id=843892323

GoLearn

CECE GoLearn: https://join.avc.uen.net/invited.sf?secret=9eBX2f03JhmDmeOewHhyMg&id=294216441

Human Resources

CECE HR: https://join.avc.uen.net/invited.sf?secret=w7gThAto.dVgBLVQE.ZA5w&id=904889164

Information Systems and Technology

CECE IST: https://join.avc.uen.net/invited.sf?secret=J5fASF8bqZRaBrL4bF_z.g&id=652139259

Jodi

CECE Jodi: https://join.avc.uen.net/invited.sf?secret=t0vhnchwWLUdTcct5pFGCw&id=904725465

Lifelong Learning

CECE Life: https://join.avc.uen.net/invited.sf?secret=aexBPIs0EEuvJNdafHr5YA&id=174346646

Marketing

CECE Marketing: https://join.avc.uen.net/invited.sf?secret=gooCGYYNc0_OqYVPj8IsLg&id=886279098

Nate

CECE Nate: https://join.avc.uen.net/invited.sf?secret=AQKdEe.s1CJl4jA3ubO5hQ&id=040676171

Operations

CECE Operations: https://join.avc.uen.net/invited.sf?secret=FxzPkPWW5RQ4r2UVeE4QfQ&id=051506995

Osher Institute

CECE Osher: https://join.avc.uen.net/invited.sf?secret=txl83oQy5juYssgHxmb4_Q&id=422375392

Test Preparation

CECE Prep: https://join.avc.uen.net/invited.sf?secret=hEySNJlYTDpLlUTKh1JDpg&id=392095500

Paths

CECE Paths: https://join.avc.uen.net/invited.sf?secret=HWpDU4io4XvAhawjCpYxFQ&id=237945220

Professional Development

CECE Proed: https://join.avc.uen.net/invited.sf?secret=cvXjkDHjbACnBnaT2RUiEQ&id=440991243

Registration & Information

CECE RI: https://join.avc.uen.net/invited.sf?secret=VXAh.3HbIAhKK6lvBIbFQQ&id=000383122

Sandy Site

CECE Sandy: https://join.avc.uen.net/invited.sf?secret=HbXZX9yIdmWVABhtVbUoyg&id=882957001

Youth

CECE Youth: https://join.avc.uen.net/invited.sf?secret=tDcbZzpWyZpcAsqveEXV3g&id=265747747


Join the IVC room to the meeting space.
  • Turn on the TV and ensure the input for IVC is selected. ("HDMI 2" in 219 and 252.)
  • Using the IVC touch screen, select and call the corresponding meeting space from "Favorites" or "Contacts".
  • Enter any codes that may be requested by the system for secure access. These are included with the list of pre-configured meeting spaces.
  • The system will announce you are connected to the meeting.


TV Required?

Even if you want an audio-only conference, the room's TV, projector, or AV system will be necessary to hear the remote participants.


Computer Presentation In An IVC Meeting
To share a presentation from a computer in an IVC equipped room:
  • Connect an HDMI cable to the port in the tabletop labeled “Video Conference Presentation” and the computer.
  • Our IVC classroom (232) and lab (156) have aditional inputs for VGA and audio.
  • Use the IVC touch screen “Sharing” or “Presentation” controls to start/stop presenting.


Need an adapter?

  • CECE supplied staff and checkout laptops should all have HDMI output, or include an HDMI adapter.
  • If presenting with a computer the does not have HDMI output, a variety of adapters are available from our Student Services and Information desk.
  • Call the Network team at 801-581-3200 or come grab us if you have trouble connecting a computer for presentation.


Email the participants with the following information:

  • The meeting's scheduled time.
  • Meeting link and details for the appropriate meeting space listed above.
  • The following participant requirements:

Requirements For Remote Participant

Remote participants must have the following:

  • A current version of any popular browser. (We've seen problems with Safari on occasion.)
  • Either a built in or USB connected camera and microphone.
  • A reliable, fast, internet connection. Wired is recommended. Audio and video quality will suffer with poor internet connectivity.
  • The following instructions:
    • Open the provided meeting link in your web browser.
    • If prompted, grant your browser access to your camera and microphone.
    • Video and audio functions should be verified in the browser. 
    • When prompted, select "join meeting with this computer" or similar.
    • Note the mute and  button

Recommendations

A little attention to the environment from which a remote participant joins can have a great impact on the quality of the meeting experience for all. You may want to pass these recommendations along with meeting invites for large meetings, or more formal meetings such as job interviews:

  • Ensure lighting is sufficient to see the participant's face. Avoid back-lit situations that silhouette the participant. 
  • Minimize ambient noise. Noise such as extraneous conversations, or ventilation systems are often amplified to the other meeting participants.
  • If a quite environment is not available, use a headset with a earphones and a microphone.
  • Use a microphone with a mute or push-to-talk feature to minimize background noise. Alternatively, use the computer's mute feature when you are not addressing the meeting.
  • Eliminates distracting movement or activities from the background, such as pets, or busy public areas.

Advance Invitations

Be sure remote participants receive an invitation with connection details with sufficient time to verify connections. For most meeting spaces, they can test their connection independently, at their leisure. 


Test In Advance

For very important meetings, arrange a test session with remote participants to confirm they have no problems.