LIVE Lectures (Video Conferencing) Policy

This Policy provides guidelines on how to keep yourself and your students safe, along with tips for attending LIVE lectures (video conferencing) less daunting.

General Rules

When setting up for a video conference, consider the following:

• Internet Connection:

  • Ensure it is fast enough for video or consider using audio only. A minimum of 3 Mbps upload and download speed is typically required for video conferencing. Wi-Fi may introduce extra lag, so aim for the best connection possible.

  • Check if the connection is shared and if others might use a large amount of bandwidth.

  • Ensure the connection is reliable, particularly for Wi-Fi connections.

• Location

  • Be mindful of what can be seen behind you with the camera on.

  • Check if the light is too bright, in your face, or over your shoulder, as these can make it hard for others to see you clearly.

  • Assess the sound quality, checking for background noise or echo.

• Others

  • Confirm the nature of the video conference. If it is confidential, ask all attendees to ensure confidentiality.

  • Inform other people in your location about the video conference to avoid interruptions from kids, pets, etc.

Best Practices

The following suggestions help ensure effective and secure video conferencing on the TRAIVIS platform:

• Headsets: Recommended to limit the exposure of the conversation taking place. Others at your location cannot hear what is being said, and having a mic closer to your mouth reduces background noise.

• Screen Sharing: Share only the application window you need to show. If sharing multiple applications, ensure your desktop is appropriate, as others will see it.

• Framing: Sit centre frame and be aware of your movements, as the camera cannot follow you if you move out of its field of view.

Control Features for Instructors

To ensure the control of the session, instructors have the following capabilities:

• Kick a Student Out: Instructors can remove a student from the session if necessary.

• Block a Student: Instructors can block a student from re-joining the session.

• Force Mute Microphones: Instructors can force mute a student’s microphone to maintain order during the session.

Recording Video Conferences TRAIVIS uses a third-party API for conference calling. We do not record the meetings. Instead, we capture the user IP to record their attendance for the lecture and may use cookies for the same purpose. The instructor must be present for the lecture to capture the student's attendance. If the instructor is not in the lecture, the student's attendance will not be captured. Due to potential inaccuracies, the instructor has the authority and ability to edit the student's attendance. All users and video call attendees are not allow recording the sessions.

Safeguarding Requirements When in a 1:1 video conference with any student, especially young or vulnerable students, a third party should be present. If this is not possible, the instructor should take detailed notes to provide evidence in case of any allegations, misconstrued comments, or incidental disclosures.

TRAIVIS reserves the rights to suspend or terminate the user account in case of breaching this policy.

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This policy ensures that video conferencing on TRAIVIS is conducted safely and effectively while maintaining the necessary privacy and security standards.