• Videoconferencing at CCAC

    Because CCAC is made up of multiple campuses and centers, it's beneficial for members of the college community to be able to meet online. To provide the platform for inter-campus conferencing, ITS uses Microsoft's Skype for Business, formerly known as Lync. For information on getting access to Skype for Business, please talk to your supervisor.

    Procedures for Web Conferencing using Skype for Business

    Videoconferencing allows CCAC faculty, staff, and administrators to participate in interviews, meetings, and discussions from wherever they are in the CCAC constellation of centers and campuses, thereby furthering the one-college ideal. Each campus and center has rooms equipped for videoconferencing and designed to be self-service. If training, technical support, testing or setting up a meeting is needed, please contact the ITS ServiceDesk at least 3 business days prior to the scheduled videoconference.

    If you are scheduling a meeting with multiple participants, or if you or other participants don't have Skype for Business installed on your PC, you can reserve a conference room at your campus or at other locations. It is the responsibility of the meeting organizer to reserve the conference rooms through Astra. Please be sure to reserve rooms for each meeting location. Each facility is equipped with:

    • Data projector or television
    • Laptop or desktop
    • Skype for Business
    • Logitech Conference Speaker Phone with remote control
    • Logitech Conference Camera
    • Keyboard and mouse
    • Quick reference guide

    An overview of the videoconferencing rooms is located below:

    Campus Location 

     

    Location

     

    Seats

     

    Hours of Operation
    Monday-Saturday

     

    Allegheny 

     

    J205

     

    27

     

    7AM - 9PM

     

    Allegheny

     

    S170

     

    12

     

    7AM - 9PM

     

    Allegheny 

     

    K302

     

    16

     

    7AM - 9PM

     

    Allegheny

     

    K520

     

    30

     

    7AM - 9PM

     

    Allegheny

     

    M618

     

     6

     

    7AM - 9PM

     

    Boyce

     

    N439

     

    12

     

    7AM - 9PM

     

    Boyce 

     

    N480

     

    14

     

    7AM - 9PM

     

    Boyce

     

    W413

     

    20

     

    7AM - 9PM

     

    BHC

     

    B108

     

    24

     

    7AM - 9PM

     

    North

     

    N3028

     

    12

     

    7AM - 9PM

     

    North

     

    N3024

     

    25

     

    7AM - 9PM

     

    North

     

    N3002

     

    100

     

    7AM - 9PM

     

    South

     

    A408

     

    30

     

    7AM - 9PM

     

    South

     

    B454

     

    10

     

    7AM - 9PM

     

    South

     

    B649

     

    10

     

    7AM - 9PM

     

    South

     

    L581

     

    20

     

    7AM - 9PM

     

    Washington County

     

    W103

     

    32

     

    7AM - 9PM

     

    West Hills Center

     

    N1005

     

    12

     

    7AM - 9PM

     

    West Hills Center

     

    S1308

     

    48

     

    7AM - 9PM

     

    Homewood-Brushton Center

     

    H106B

     

    10

     

    7AM - 9PM

     

    Office of College Services

     

    CO236 (2A)

     

    20

     

    8:30AM - 4:30PM

     

    Office of College Services

     

    CO108 (10)

     

    10

     

    8:30AM - 4:30PM

     

    Office of College Services

     

    CO513A

     

    12

     

    8:30AM - 4:30PM

     

    Office of College Services

     

    CO513B

     

    12

     

    8:30AM - 4:30PM

     

    Office of College Services

     

    CO516

     

    20

     

    8:30AM - 4:30PM

     


    Follow these Steps to Schedule and Setup the Videoconference Meeting

    The following steps and information are necessary to host and schedule a Skype for Business Meeting using one or more of the rooms listed above.

    Skype for Business Facilitator Information

    Videoconference meetings require a facilitator in each room who will log in and setup the meeting for the group. The facilitator can be anyone from the campus who can log into the system and can help with the Skype for Business process. It can be one of the attendees or someone who is sponsoring the event at that campus. It is highly recommended to get a commitment from a facilitator from each location prior to reserving rooms.

    1. Identify the following for the Skype for Business Meeting

    1. How many locations will be involved?
    2. Did you contact and gain a commitment from a facilitator at each campus?
    3. Have you forwarded to them any information they may need to facilitate the videoconference meeting?
    4. Will presentations need to be shared during the meeting?
    5. Which room at each campus will be used?
    6. Who will be attending at each campus?
    7. Have you made the entire request in advance of the scheduled meeting?


    2. Identify and Reserve a Videoconference Room

    1. Review the list of locations documented above.
    2. The meeting facilitator should reserve the room for all participants at EACH campus location.
    3. Reserve the room(s) through the AD Astra: Reserving a Skype for Business Videoconference Room.pdf 


    3. Inform Meeting Attendees (Meeting Facilitators)

    1. Email the meeting attendees to give them the following information regarding the meeting:
      1. Date    
      2. Time
      3. Location


    4. Setup a Calendar Invitation for the Videoconference Rooms

    1. Open your Outlook Calendar.
    2. Double click the date for the Skype for Business meeting.
    3. Click on the Skype Meeting icon located on the Event Ribbon.
    4. In the To line, enter the videoconference room accounts that are reserved for the videoconference meeting.
    5. Enter a Subject.
    6. Choose the Start time and End time for the meeting.
    7. Enter additional information in the body of the email.
    8. Click Send.
    9. The Skype for Business meeting and invitation are set up on the Outlook calendar.


    5. Attend the Videoconference Meeting

    1. Report to the videoconference meeting room reserved at your campus.
      (If you are unsure of the room, you should ask your meeting facilitator.)
    2. Log into the machine using the specific account posted in the room.
    3. Open the Outlook Calendar and double click the Skype Meeting Appointment.
    4. Click Join Skype Meeting.
    5. Please access the instructions in Skype for Business - Attending Meeting - Fall 2018.pdf
    6. Please see the Skype for Business - Videoconference Functions - Fall 2018.pdf for tips on using Skype.

    6. Meeting Facilitators Information

    1. Report to the Videoconference Meeting room reserved at your campus.
    2. Log into the machine using the specific account.
    3. Open the Outlook Calendar and double click the Skype Meeting Appointment.
    4. Click Join Skype Meeting.
    5. Please review instructions in Skype - Starting a Videoconference - Fall 2018.
    6. Please see the Skype for Business - Videoconference Functions - Fall 2018.pdf for tips on using Skype.

     Training Requests & Instructional Materials

    • Quick guides are available in each conference room location.
    • Consult the Skype for Business Basics and Best Practices.pdf guide  for meeting facilitators and meeting participants to ensure a successful videoconference meeting.
    • Need additional training? Contact the ITS ServiceDesk by phone: 412.237.8700 or by email.


    If you would like to conduct a test prior to your meeting date, or if you would like instructional training, please request at least three business days in advance.