Video conferencing services

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Video conferencing services

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The University's video conferencing services allow people from different locations to communicate and collaborate. Whether you are at one of USC's many campuses or from an external organisation, when traveling or at home, video conference technology allows you to communicate, collaborate and share.

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 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 virtual video meeting room.

Ways to join a USC video conference
Via meeting invitation
  1. You can click on the URL link that is in the description section of the calendar invitation or calendar reminder.
  2. You can copy the URL link and paste it into your browser's address bar.
  3. Or you can start the meeting from your Zoom client directly.
Via web browser
  1. Open any browser (Chrome, Safari, IE/Edge, Firefox)
  2. Go to join.zoom.us.
  3. Enter your meeting ID provided by the host/organiser (e.g. 123456789).
  4. Click on Join.

Note: If you use an Apple or Android tablet/phone download the Zoom app for your respective device.

Via telephone
  1. Dial the telephone number provided in the meeting invitation for an audio only conference (+61280152088).
  2. When prompted enter the Meeting ID (e.g. 123456789) followed by the # key
  3. Enter your unique participant ID provided in your meeting invitation, followed by the # key.
Via iOS device
  1. Download and install the Zoom App from the iTunes store (if you have not already done so).
  2. Click Join a Meeting in the app.
  3. Enter your Meeting ID (provided in your 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 (e.g. testing123@aarnet.edu.au) or the H323 Dial ID (e.g. (YourMeetingID)@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.

Staff resources

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

Before joining a video conference 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 audio issues or feedback (that screeching sound) in the 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 video conference meeting is scheduled to start.
  • Make sure the physical space you are in has adequate lighting, a well lit office space should be sufficient.
  • If you haven't joined a video conference meeting before allow yourself between 5-10 minutes to connect.
  • Spend some time testing the video and/or audio configurations, and resolve any issues before the meeting start time.
  • Minimise potential distractions such as glare, uneven lighting, background movement (eg people walking past), background noises (eg others talking) and potential interruptions (eg phones ringing).
  • If you are going to share content during the meeting, make sure your presentation/materials are ready. Test the "Share" function before the meeting starts.
  • 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.
  • 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 meeting and ensure that the other participants can hear you.
  • Speak in a normal voice directly into your microphone - you shouldn't have to shout. Avoid turning your head from side to side while talking, as your voice may fade in/out.
  • If wearing a headset, avoid having mouthpiece too close to your mouth, as this will send heavy breathing sounds to the other attendees.
  • When starting to talk avoid asking "Can you hear me?" Assume everything is working fine - someone will let you know if something is wrong.
  • Be natural on camera, but limit excess movement. If you walk around while speaking, remain in a small area and walk slowly.
  • Remember, if you have your video enabled the other attendees will see everything you do during the call, and everything that happens around you will be seen in the meeting.
Videoconferencing etiquette
  • When not speaking, mute your microphone (via your headset or the video conference interface). This keeps background noises to a minimum; a 'must' during virtual meetings.
  • Look directly at the camera as often as possible. This gives other participants the impression that you are looking directly at them.
  • Video conferencing sometimes involves a slight delay, or latency, in signals being sent and received. 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:
    1. Use the "Raise your hand" feature
    2. Use the chat channel to indicate you'd like to speak.
    3. Use the Q&A function, to get the presenters attention
  • Direct your questions to a specific site, and preferably a specific person. Expect a few extra seconds of delay in getting an answer, because of the technology and distance involved (at minimum,give the other person time to un-mute their microphone).
  • Avoid "side conversations" when your microphone is on, and try not to rustle papers or make tapping sounds near the microphone. These can be heard by the other attendees, and will be distracting.
  • When video conferencing with multiple sites, start by saying your name and location (for example, "This is Eddie at USC"). This helps other sites identify who is speaking before the video catches up to show the person currently talking.
In the video conference meeting
Understanding the Zoom interface

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

Zoom interface in conference call

Zoom interface explained
  1. Mute/Unmute microphone button. Use it to Mute/Unmute your microphone while in a call/meeting. The ^ button next to this one lets you access additional audio settings
  2. Stop Video button. Click this to stop sending images from your webcam in the call/meeting. The ^ button next to this one lets you access additional video settings
  3. Invite people to your call or meeting using this button
  4. Use the Manage Participants button (as the meeting host) to mute/unmute and manage your attendees
  5. Select the Share screen button to share your desktop or a specific application with attendees.
  6. Select the Chat button to view the chat panel and contribute to the chat.
  7. Click the Record button to record your meeting (either locally to your PC or to cloud storage). The ^ button next to this one lets you access additional recording options
  8. Click the Breakout Rooms button to create multiple, seperate video conference sub-meetings, that you can manage as the host of the over all meeting.
  9. Click on the End Meeting button to end the meeting for all particpants.

For more information on using Zoom and technical support documentation visit Zoom support.

General audio/video troubleshooting
Other participants (locations) cannot hear me. What should I check?
  1. Check each connected device's audio adjustments:
    • Un-mute and adjust the volume level of the microphone you are using (e.g. computer, telephone, mobile device, headset, video conferencing room control panel)
    • If additional microphones are plugged in (e.g. headset, desktop microphone, webcam) check the Settings/Control Panel area of the equipment you're using to make sure the right audio device is selected.
  2. Check the Microphone settings in the video/audio software (e.g. Zoom, Skype for Business or Collaborate) you are using. Select the Help function within the application for instructions on checking audio settings, if needed.
  3. If you can't unmute yourself, the video host may have muted your audio.
  4. Make sure the other participants/locations have not muted their speakers (send a chat message or contact the host/organiser) 
  5. Disconnect from the video/audio conference call and reconnect
  6. Reboot (restart) your computer/mobile device/video conferencing equipment.
  7. 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 connected device's audio adjustments:
    • Un-mute and adjust the volume level of the speakers you are using (e.g. computer, telephone, mobile device, video conferencing room control panel, or A/V equipment)
    • If additional speakers are plugged in (e.g. headset, desktop speakers, webcam) check the Settings/Control Panel area of the equipment you're using to make sure the right audio device is selected.
  2. Check the Speakers settings in the video/audio conferencing bridge (e.g. Zoom, Skype for Business or Collaborate) you are using. Select the Help function within the application for instructions on checking audio settings if needed.
  3. Make sure the other participants/locations have not muted their microphones (send a chat message or contact the host/organiser)
  4. Try playing an audio file from a different source to check your speakers are working
  5. Disconnect from the video/audio conference call and reconnect
  6. Reboot (restart) your computer/mobile device/video conferencing equipment
  7. 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?

 Often variance in audio performance is related to either the internet connection or the video conference system, and may be resolved by:

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

If you're still having trouble trouble contact your local technical support service.

Other participants (locations) cannot see me. What should I check?
  1. Adjust your camera so your image is in the frame on the Preview or Picture-in-Picture screen
  2. Check the camera controls and video settings for each device that has camera adjustments.
  3. If additional video devices are connected (e.g. 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 software you are using (e.g. Zoom, Skype for Business or Collaborate) you are using. Select the Help function in the application for instructions on checking camera settings.
  5. Make sure the other participants/locations don't have network or video conference system issues preventing them from receiving a video feed (send a chat message or contact the host/organiser)
  6. Disconnect from the video/audio conference call and reconnect
  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. Ensure you are actively connected to the meeting and can hear the other participants
    2. Ensure you have the video conference software’s window Maximised on your display. If you have multiple monitors/displays connected, ensure that the video conference software’s window is not open on another screen, or hidden behind another currently running programs window.
    3. Ensure the video conference software is still running (check the taskbar to see if the program’s icon is still there)
    4. If your display is completely blank - turn off and back on the display equipment you’re using (e.g. computer monitor, projector, mobile device, video conferencing room control panel/AV equipment).
    5. Are other participants/locations having internet or video conferencing issues preventing them from sending a video feed? (Send a chat message or contact the host/organiser)
    6. Disconnect from the video/audio conference call and reconnect
    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.
If you don’t currently have Zoom installed on your PC, phone or tablet select the link below for your respective device.
  1. Download the Zoom app for iPad and iPhone:https://itunes.apple.com/us/app/id546505307
  2. Download the Zoom app for Android devices: https://play.google.com/store/apps/details?id=us.zoom.videomeetings
  3. Download the Zoom client for a non-USC PC:https://zoom.us/client/latest/ZoomInstaller.exe
  4. For additional help & support you can visit Zoom’s Help Center: https://support.zoom.us/hc/en-us
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