Video conferencing services

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Video conferencing services

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The University's video conferencing services allow people to communicate and collaborate from different locations, such as different campuses or organisations, or when traveling or at home.

Video conferencing rooms on each campus enable multi-campus teaching and interactive meeting experiences with internal and external participants. Staff also have their own virtual video meeting room, called a "coSpace", to meet with current and prospective students, colleagues in other institutions and other external individuals and organisations.

Join a USC video conferencing meeting

When you receive an email invitation to join a USC video conference meeting you are being asked to join a staff member's virtual video meeting room or "coSpace".

Ways to join a USC coSpace
Via meeting invitation
  1. Click on the web link provided in the meeting invitation (eg cospace.usc.edu.au/invited.secret=123456789 ). It is recommended that you use the latest Google Chrome or Mozilla Firefox web browser to do this. If you use Internet Explorer or Safari you will be prompted to take an additional step and install a file.
  2. When your browser opens enter your name. This is the name you want to appear in the participant list in the meeting.
  3. Click “Join call”. Add Passcode (included in the invitation) if prompted. Your browser may prompt you to allow access to your camera and mic. Click “Allow” or “Yes”

See also Acano quick reference join via browser guide (PDF)

Via web browser
  1. Go to USC coSpace — use a Google Chrome, Mozilla Firefox or Opera web browser to do this as other browsers, including Internet Explorer, may prompt you to install a file.
  2. Enter the Call ID provided in the meeting invitation (eg 123456789) - note the Call ID must be a number.
  3. Enter the Passcode, where one is provided.
  4. Click “Continue”.
  5. Enter your name. This is the name you want to appear in the participant list in the meeting.
  6. Click “Join Call”. Your browser may prompt you to allow access to your camera and mic. Click “Allow” or “Yes”

See also Connecting to an Acano coSpace via a web browser (WebRTC) video guide

Note: If you use an Android smart device download the Chrome browser and join via the link provided in the meeting invitation or refer to the “Via Web Browser” instructions.

Via telephone
  1. Dial the telephone number provided in the meeting invitation for an audio only conference.
  2. When prompted enter the Call ID (eg 123456789) followed by the # key
  3. If promoted, add passcode provided in meeting invitation, followed by the # key.

Watch the Connecting to an Acano coSpace via smartphone audio video 

Via iOS device
  1. Click on the link provided in the meeting invitation. You will be promoted to download the Acano App from the iTunes store (if you have not already done so). After installing, refresh the web page with the link and you will be taken to the “Join call” page.
  2. When your browser opens enter your name. This is the name you want to appear in the participant list in the meeting.
  3. Click “Join call”. If promoted, add passcode provided in meeting invitation. You may be prompted by your device to allow access to your camera and mic. Click “Allow” or “Yes”. Note iPhone v1.7 or later is needed for video calls.
Via a traditional video conferencing system/room

  1. In your video conferencing system/application’s dial screen menu enter the SIP Dial ID (eg testing123@cospace.usc.edu.au) or the H323 Dial ID (eg 203.57.184.31) provided in the meeting invitation.
  2. If prompted, enter the PIN Code.
  3. Contact the technical assistance service in your organisation for troubleshooting assistance for the video conferencing system/video conferencing room you will be using for the video/audio conference.

Watch the Connecting to an Acano coSpace via Video Endpoint video 

Staff resources

Resources on video conferencing for USC staff are available in MyUSC > Video Conferencing (staff login required).

Before joining a coSpace meeting
  • Check your video settings and the video self-view on the device that you will be using. Tip: it is best to have your full face, from forehead to shoulders, in the self-view picture.
  • Check your audio settings for the microphone and speakers on the device that you will be using. Tip: Use a good quality headset with an integrated microphone, or at least a noise (echo) cancelling microphone, to eliminate potential echoing and audio feedback (that screeching sound) in the virtual meeting.
Tips for making the most of your virtual meeting

Read through these good practice tips for ideas on how to optimise your virtual meeting experience.

Meeting preparation
  • Arrive well before your virtual (video or audio) meeting starts. If you have not joined a coSpace before may need 5 minutes to connect. Once in the call spend 5 minutes testing the videoconferencing system and the video and/or audio configurations and resolve any issues before the meeting start time.
  • Make sure the physical space you are in has adequate lighting, typically what would be used for standard office work.
  • Minimise distractions such as glare, uneven lighting, background movement (eg people walking by, traffic), background noises (eg others talking, dogs barking) and potential interruptions (eg phones ringing, new email chime).
  • If you will be asked to share content during the meeting, make sure your presentation is ready to show. Test using the "share screen" function in the coSpace before the meeting starts.
  • Ensure you have the video meeting organiser's contact details close at hand in case you need to contact him/her to let them know you are having trouble connecting to the call or that you are having technical issues, such as a poor internet connection, during the call.
  • Read the Tips for making the most of your virtual meeting, and the General audio/video troubleshooting information below.
Communicate effectively
  • Do an audio check as soon as you connect to the virtual meeting to ensure that the other participants can hear you.
  • Talk directly into the microphone. Speak in a normal voice, you shouldn't have to shout. Avoid turning your head from side to side while talking or your voice will fade in and out at the other sites. If wearing a headset, avoid having mouthpiece too close to your mouth as this will send heavy breathing sounds to the others.
  • When you start talking avoid asking "can you hear me?" or anything like that. Assume that everything is working fine. You will be interrupted if something is wrong.
  • Be natural on camera, but limit excess movement to avoid looking jerky on screen. If you walk around while speaking, remain in a small area and walk slowly.
  • Keep in mind that as long as you have your video on the others will see everything you do during the call, and everything that happens around you shown in the video self-view picture.
Videoconferencing etiquette
  • When not talking, turn mute on (via your headset or the coSpace interface). Muting microphones keeps background noises to a minimum; a 'must' during virtual meetings.
  • Look directly at the camera as often as possible. This will give the other participants the impression that you are looking directly at them.
  • Video conferencing generally involves a slight delay or latency in signals being sent and received. So if you interrupt a speaker to add something, or ask a question they may not hear you instantly resulting in a disjointed break in the meeting. In a larger meeting, the best idea when needing to interrupt a speaker is to raise your hand or to use the chat channel to indicate you'd like to speak.
  • Direct your questions to a specific site, and preferably a specific individual. Expect a few extra seconds of delay in getting an answer because of the technology and distance involved (at minimum, un-muting the microphone).
  • When your microphone is on, be careful with side conversations and do not rustle papers or make tapping sounds near the microphone. All sounds made will be heard by the other sites and will be distracting.
  • When video conferencing with many sites, start your comment by saying your name and location (for example, "This is Susie at USC"). Doing so helps the video conference system switch to your site and also helps other sites identify who is speaking before the video monitor catches up to show the person currently speaking.
In the coSpace meeting
Understanding the Acano coSpace interface

The following information provides an overview of the interface during a coSpace video meeting.

coSpace interface in conference call

Acano interface explained
  1. Self-view window. Use it to check on the video that your camera is transmitting.
  2. Closes the self-view window.
  3. Turns the camera on and off.If the button is blue, then your device is not transmitting video.
  4. Mutes and unmutes your microphone. If the button is blue, then you are muted.
  5. Enables or disables full screen view.
  6. Select the Share screen button to share your desk top or a specific application with call participants.
  7. Select the Participants button to: 
    - See all participants in the meeting or call
    - Add participants to a call in progress
  8. Select the Chat button to view the chat panel and contribute to the chat.
  9. Select the Audio and video options button to transfer video or audio to other devices.
  10.  Select the Settings and info button to change audio or video settings.
  11.  Select the More options button to:
    - Change your screen layout
    - Use numeric keypad 
    - View the participants in the call
    - View dial - in information for the coSpace (video address, phone number, call id, web address)
  12. If you want to see other views without leaving the meeting, use the Back button. A Return to Call button in the top 
    right corner will take you back to the meeting view.
  13. Leave the coSpace meeting by selecting the Leave button.

For more information on using a CoSpace and technical support documentation visit Acano support.

General audio/video troubleshooting
Other participants (locations) cannot hear me. What should I check?
  1. Check each device that has audio adjustments:
    • Un-mute and adjust the volume level of the microphone in the equipment you are using (eg computer, telephone, mobile device, headset, video conferencing room control panel)
    • If additional microphones are plugged in (eg headset, desktop microphone, webcam) check the Settings/Control Panel area of the equipment you are using to make sure the right audio device is selected.
  2. Check the Microphone settings in the video/audio conferencing bridge (eg Acano, Lync or Collaborate) you are using. If you cannot unmute yourself, the video host has muted your audio. Select the Help function within the application for instructions on checking audio settings if needed.
  3. Disconnect from the video/audio conference call and reconnect
  4. Make sure the other participants/locations have not muted their speakers (send a chat message or contact the host/organiser) 
  5. Reboot (restart) your computer/mobile device/video conferencing equipment.
  6. Ask the meeting host (endpoint location) to contact their video conferencing support team for assistance or contact your local technical support service.
I cannot hear the other participants (locations). What should I check?
  1. Check each device that has audio adjustments:
    • Un-mute and adjust the volume level of the speakers in equipment you are using (eg computer, telephone, mobile device, video conferencing room control panel/AV equipment)
    • If additional speakers (audio playback) are plugged in (eg headset, desktop speakers, webcam) check the Settings/Control Panel area of the equipment you are using to make sure the right audio device is selected.
  2. Check the Speakers settings in the video/audio conferencing bridge (eg Acano, Lync or Collaborate) you are using. Select the Help function within the application for instructions on checking audio settings if needed.
  3. Disconnect from the video/audio conference call and reconnect
  4. Make sure the other participants/locations have not muted their microphone speakers (send a chat message or contact the host/organiser)
  5. Reboot (restart) your computer/mobile device/video conferencing equipment
  6. Ask the meeting host (endpoint location) to contact their video conferencing support team for assistance or contact your local technical support service.
Why does the audio in my video conference cut in and out?

 In most cases, variance in audio performance are related to either the internet connection or the video conference system and may be resolved by:

  • Turning off your video feed, 
  • Disconnecting the video conference call and reconnecting, or
  • Rebooting the computer/mobile device and reconnecting

    If still having trouble trouble contact your local technical support service.

Other participants (locations) cannot see me. What should I check?
  1. Adjust the camera so that your image is in the video frame on the screen
  2. Check the camera controls and video settings of each device that has camera adjustments.
  3. If additional video devices are plugged in (eg webcam) check the Settings/Control Panel area of the equipment you are using to make sure the right video device is selected.
  4. Check and adjust the Camera settings in the video/audio conferencing bridge (eg Acano, Lync or Collaborate) you are using. Select the Help function within the application for instructions on checking video settings if needed.
  5. Disconnect from the video/audio conference call and reconnect
  6. Make sure the other participants/locations do not have network or video conference system issues preventing them from receiving a video feed (send a chat message or contact the host/organiser)
  7. Reboot (restart) your computer/mobile device/video conferencing equipment.
  8. Ask the meeting host (endpoint location) to contact their video conferencing support team for assistance or contact your local technical support service.
I cannot see the other participants (locations). What should I check?
    1. Check each device that has audio adjustments:
      • Un-mute and adjust the volume level of the speakers in equipment you are using (eg computer, telephone, mobile device, video conferencing room control panel/AV equipment)
      • If additional speakers (audio playback) are plugged in (eg headset, desktop speakers, webcam) check the Settings/Control Panel area of the equipment you are using to make sure the right audio device is selected.
    2. Check the Speakers settings in the video/audio conferencing bridge (eg Acano, Lync or Collaborate) you are using. Select the Help function within the application for instructions on checking audio settings if needed.
    3. Disconnect from the video/audio conference call and reconnect
    4. Make sure the other participants/locations are not having internet or video conferencing preventing them from sending a video feed (send a chat message or contact the host/organiser) 
    5. Reboot (restart) your computer/mobile device/video conferencing equipment
    6. Ask the meeting host (endpoint location) to contact their video conferencing support team for assistance or contact your local technical support service.
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