Siler Video Conference Procedures

(For the complete downloadable instructions, click here.)

1. Scheduling the Video Conference Room and Equipment

REQUIRED STEPS (two weeks in advance of video conference call):

1) Call (476-8526 or 1-800-280-1618) or email DOH Help desk (DOH-Help Desk – Main) and request the most current “Videoconference Request Form”.  

NOTE: Sites change often so it’s always best to request the most current form.

2) Complete the form thoroughly – SEE Sample Completed Form.

• Form will show all sites – mark all those that will be included in conference
• We have 4 rooms in Siler with video conferencing equipment.  You MUST enter the correct conference room number for your conference in the Presenter’s Site section to assure that the correct video unit is connected. 
• NOTE: currently only 3 conference room video units are set up.
  • Room 200
  • Room 231
  • DOC
• PRIOR to submitting form
• Contact each site (regional offices, etc.) to confirm that their conference room with video conference unit (VC unit) are available for date and time you are scheduling and provide the conference title, your name, etc. to reserve it for your conference. 
• NOTE: Reserve the room for 45 minutes ahead of scheduled time as equipment will be turned on 30 minutes ahead of meeting time.

3) Submit the completed form to the “DOH-Help Desk – Main” email

NOTE: If the Video Conference is cancelled, notify the DOH Helpdesk.

Laptop Presentations

Laptop Presentations can be delivered through video conferencing

If a laptop is used, it MUST be connected BEFORE the video conference unit is powered on.

• ALL presentations at one site MUST be on one laptop
• To show presentation, click “Presentation” on remote. Click again to change back to main video

2. Setting up BHEM Tandberg Video Conference Unit before the Conference

The video conferencing unit (VC unit) MUST be set up and connected. Check all your internet and electrical connections and turn the TV and VC unit on 30 minutes prior to your call. 

• NOTE: the server automatically dials each VC unit, so if unit is not powered on when server calls the unit, connection will not be made.

• When VC unit is powered on correctly, a green light will display on front of VC unit.

NOTE: If you are not seeing yourself on video, click “self-view” or check that the videounit is set for main video. If still not working, check all unit connections.

TIPS

DOH Video Conference Administrator Contact Information:

Nick Martinez, DOH Video Conference Administrator

NicholasE.Martinez@state.nm.us

Office: 827-2485

Cell: 505-231-9165