Connect

Video Conferencing Etiquette

Many of us are used to video conferencing with friends and family, so what we say and how we do it is a little different than what we would do in a professional setting. As you begin meeting with students and colleagues remotely, please consider the following items:

  1. Use Headphones - There aren’t many things that are more distracting than an echo during a conference call. To avoid this issue, consider using a pair of headphones to avoid the feedback loop that can be created when the speaker is too close to the microphone.

  2. People CAN See You - Remember that we are still professionals even though we are working from home. What you wear and what people see often leads them to make assumptions about your dedication to the job. You can definitely work from bed, but consider moving to the couch if you are going to be on a video chat. If moving to a better location is not viable, consider turning off the camera.

  3. Avoid Background Distractions - We all have things that are going on around us at home as we work (dogs, children, spouses,etc.), but please take into consideration how your barking dog can impact the meeting that is taking place. If you need to, turn off the camera.

  4. Be On Time and Prepared - Just like a meeting that you would have face to face, please be considerate of everyone’s time and the purpose of the meeting so that the work that needs to be done can get done.

  5. Motion=Motion Sickness - If you are video conferencing on your phone while you are walking around, this can be very distracting to those who are having a conversation with you. If you need to be moving around, please turn off your camera for the sake of those who have to watch.

Essentially, think of these video conferences as face to face meetings that you would have in a professional setting and approach your preparation accordingly.

Google Meet How-To Videos

Until September 30, 2020, Google is allowing us to use all of the premium features of Google Meet including Livestreaming and Recording. At this point, we have restricted students to only be able to join a video conference or livestream that you have created. They cannot start their own.

For full compliance with all state and federal laws, including HIPPA, FERPA, CIPA, and COPPA, follow these guidelines:

  • Conduct meetings, virtual or real, only during school hours

  • Use only Gcloud (TISD email domain) accounts - NO PERSONAL ACCOUNTS!

  • Do not conduct any 1-to-1 conferences with students. Ensure that a parent is present or that there are multiple class members in the conference.

  • Record all of your LiveStreams

  • Use Screencastify to record your video conferences

To learn how to use Google Meet for a PHONE CONFERENCE, CLICK HERE.

To learn how to use Google Meet for a VIDEO CONFERENCE, CLICK HERE.

To learn how to use Google Meet for a LIVESTREAM CONFERENCE, CLICK HERE.

Securing Google Meet Sessions

Note: This is a fluid scenario that is changing. Please check back to this document frequently for updates.

Situation: Google Meet sessions created in Google Calendar have a specific invite code to enter as a URL, or web address. This invite remains open indefinitely and does not require the organizer to be virtually present for others to join, leave, or rejoin. In essence, this allows students to re-enter any session at a later time without the organizer (teacher) being present.

Solution: Google has a partial update. If the organizer creates a session on the Meet webpage or app using a nickname, the session will be limited to the live session only by nickname.

  • A student cannot enter the nicknamed session until the organizer starts it

  • Once the last person exits the session, it becomes closed and cannot be reopened by the nickname

  • A student cannot re-join a session once the session has ended and the last person has exited the session by nickname.

Create an Instant Session in Chrome

    1. In the address bar, type in meet.google.com

    2. Enter a nickname to the session (see below for naming convention)

    3. Ask the invitees to go to meet.google.com or start the Meet App and enter this nickname to start the session.

    4. Remain in the session until the last person leaves.

    5. Note: you can send this nickname out in advance.

Create an Instant Session Using the Shortcut in Chrome

    1. In the address bar, type in g.co/meet/nickname, where nickname is the session name using the naming convention below.

    2. Ask the invitees to go to meet.google.com or start the Meet App and enter this nickname to start the session.

    3. Remain in the session until the last person leaves.

    4. Note: you can send this nickname out in advance.

Create an Instant Session Using the Meet App

    1. Start the Meet App on your Mobile Device

    2. Click on the Meeting Code button and enter the nickname using the naming convention below

    3. Ask the invitees to go to meet.google.com or start the Meet App and enter this nickname to start the session.

    4. Remain in the session until the last person leaves.

    5. Note: you can send this nickname out in advance.

NickName Convention

If multiple people in our domain use the same nickname, they will all join the same session. For example, if I nickname my session “Chemistry” and the other chemistry teachers do the same, all students and teachers will enter the same session.

Instead, give your session a unique name like “wilsonchemistry326” for Mr. Wilson’s Chemistry office hours on March 26.

Hints:

  • Use a different nickname for every session

  • Google will delete all spaces, make capital letters lower case, and does not allow punctuation or special characters in the nickname

Craig $ Wilson - Won’t work

craig.wilson - Won’t work

Craig Wilson Chemistry March 26 - Becomes craigwilsonchemistrymarch26

Wilson Chemistry 326 - Becomes wilsonchemistry326


Using Google Meet to Make a Phone Conference

You can make a phone call using Google Meet if you do not have service or would prefer not using a personal cell or home phone. Follow these directions.

You can see the video if you CLICK HERE.

  1. Open a blank tab in Google Chrome and enter meet.google.com

  2. On the screen, click, Join or start a meeting

3. Leave the next screen blank when it asks for a name. It’s not necessary. Click on Continue.

4. The next screen will activate your camera and microphone. If asked, please allow Google Meet to control both. If you don’t have a camera, don’t worry about it since this is a voice call.

5. Click on Join Now to start the call.

6. The next screen will pop up and ask to Add Others. Click on Add People at the bottom.

7. Switch to the Call tab at the top and enter the phone number in 10-digit format (area code - phone number). Press the green call button on the bottom of the pop up to start the call.

Please remember that the caller will be receiving your call from a New York area code and that it changes with every call - it will never be the same twice.

8. While you are on the call, your screen will look like this with the “phone receiver” pulsing.

9. When your call is complete, simply press the red hangup button.

10. End your Meet session by closing the tab.

Microsoft Teams - Coming Soon!

Schoology Conferencing - Coming Soon!

SeeSaw Conferencing - Coming Soon!

GoGuardian Conferencing - Coming Soon!

Connecting With Families

Family Access

  • How to Use Family Access for parents

  • Teachers receive alerts in Skyward when student or parent uses Family/Student Access to send a message. Click on exclamation point inside yellow circle to view.

Teachers may use Skyward Message Center to communicate with students and their parents.

Parent Help Line

A Parent Help Line has been set up as well for support for students and teachers at home. They can visit Parents.TISD.org for more information