Purpose: This policy outlines the guidelines and expectations for conducting desktop video conferences within the University of Galway.

Scope: This policy applies to all University staff members and contractors who engage in desktop video conferences as part of their work responsibilities.

1. Software and Platform Usage:

• Staff members should use approved desktop video conferencing platforms as designated by the University ISS department. Currently approved platforms are Zoom and Microsoft Teams.
• Ensure that the software is kept up to date with the latest security patches.

2. Scheduling and Notification:

• Schedule video conferences in advance whenever possible to allow participants to plan accordingly.
• Provide clear and detailed meeting invitations, including date, time, agenda, and video conference link.

3. Technical Requirements:

• Conduct regular tests of equipment, including cameras, microphones, and speakers, to ensure optimal performance.
• Maintain a reliable and high-speed internet connection during video conferences.

4. Environment and Attire:

• Choose a quiet, well-lit, and professional-looking environment for video conferences.
• Dress appropriately for a professional setting.

5. Security and Privacy:

• Do not share video conference links on public forums.
• Enable password protection for video conferences, especially for sensitive discussions.
• Avoid discussing confidential information in public spaces.

6. Meeting Conduct:

• Mute microphones when not speaking to minimize background noise.
• Use video when appropriate to enhance engagement and communication.
• Be mindful of background and surroundings to maintain professionalism.

7. Recording of Meetings:

• Obtain consent from participants before recording any video conferences.
• Store recorded meetings securely and only share them with authorised people.

8. Participation and Engagement:

• Encourage active participation by all attendees.
• Use collaboration tools and features provided by the video conferencing platform, such as chat or reactions.

9. Meeting Time Management:

• Start and end video conferences on time to respect participants' schedules.
• Stick to the agenda to ensure efficient use of time.

10. Troubleshooting and Support: - University staff members experiencing technical issues during a video conference should contact the University support team for assistance.

See link to learn more about resources and guidelines for troubleshooting common technical problems: Guidelines for troubleshooting common Desktop Video Conferencing technical problems

12. Compliance: - All University staff members should adhere to this policy to ensure consistency and security in desktop video conferences.