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Guidelines for Setting up a Video Conferencing Session
NOTE:Only interviews for Administrators and professors are covered by the college. Contact the Employment Manager at HR to see if funds are available for these interviews. All other positions must be paid for by the Department or Campus. The average cost for an interview at Kinkos is $225 at GK and $355 at Ybor or DM.
STEP 1: Contact the eCampus Multimedia Dept. 253-7768 to let them know about the intended Video Conference.
There are 3 locations available for IVC interviews, DSCS-141, GADM-814 and YPST-236 each room is available on a first come first serve basis and the DM & YB locations are used as classrooms also. Call the respective person below to find room availability and reserve the room. Also for DM & YB contact the Campus AV Tech because he/she will need to set up the room for you and be there during the conference if there are any problems.
Davis Island GADM-814, Helen Gutierrez- 7050
Dale Mabry DSCS-141, George Snyder - 7249
Ybor City YPST-236, Cecilia Pham - 7977
The room must be scheduled for an additional 30 minutes prior to the conference. This allows time for connecting to the remote site, familiarization with the videoconference equipment and a chance to get started early. See TIPS" in Other Helpful Information at the bottom of the page.
When you are sure of the dates and times that the room is available, contact the candidate to see his or her availability then go to step 2.
STEP 2: Contact Fedex-Kinkos in order to determine the closest location with Video Conferencing Equipment to the candidate.
http://fedex.kinkos.com/locations/index.php
STEP 3: While at the Kinkos website:
Click on the button in front of Videoconferencing in the advance search options, when the new screen comes up then type in the address of the applicant.
Determine the closest Kinkos with VideoConferencing Equipment.
Print the map.
STEP 4: Contact the eCampus Multimedia Department with all of the following information:
Candidates Name
Kinkos Location
Date and Time of the Interview
Campus location
STEP 5: The eCampus Multimedia Department will provide Fedex/Kinkos with the billing information as well as the Conference Call phone number.
Once the conference is scheduled with Fedex/Kinkos , the eCampus Multimedia Department will contact you with the confirmation number and the confirmed date and time.
STEP 6: You are responsible for contacting the candidate and Campus AV with them the date, time and location for the conference. If you forward them the Kinko's e-mail that should work for a notification.
YBOR Chuck Bowen 7736
Dale Mabry Milan Gumbarevic 7384
CANCELLATION POLICY: Kinkos requires a 24-hour notice of cancellation. Please contact us before this time so that we do not incur unnecessary charges.
OTHER HELPFUL INFORMATION:
TIPS for your conference:
Setting up the video conference interview requires a lot of coordination between the candidates, committee, Kinkos, and the college. Keep in mind that just because you want to do an interview at Kinkos at 2 pm doesn't mean that it is available at that time, so everyone has to be flexible around the room reservations and their availability.
Kinkos will connect up to the room 15 minutes prior to the requested conference time. This is time to solve any technical problems, if there are any. If there are no problems you can start your conference 10 to 15 minutes early if your committee and the interviewee are there.
NOTE: This also means that you can not set up interviews every hour, on the hour. There must be at least 15 minutes between each interview for the new connect up time to another location. You can have three interviews in a row but there must be 15 minute laps time from the end of one interview before the start of a new interview (example 1 PM, 2:15 PM and 3:30 PM).
On the first day of interviewing, your committee should be in the room 30 minutes early to become familiar with the way the equipment in the room works, how to activate the microphones and to choose a seat that will be viewable by the interviewee. It is smart to choose the same seat for all the interviews so that if you are late the next time you know exactly where to sit if the interview has started.
Kinkos Customer Service Number: 1-866-828-4563
eCampus Multimedia Department: 813-253-7768
eCampus Multimedia Fax: 813-259-6044
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