Service Summary
Web Conferencing
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Microsoft (MS) Teams
Zoom
Class Collaborate
Web Conferencing Rooms
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Web Conferencing Rooms
- Many of the Web Conferencing spaces have a camera and microphone built into the room and are connected via the built-in PC. Some rooms may have a small, mobile, device like the Meeting Owl.
- These spaces are reserved through University Events, The Registrar, or individual departments. The rooms are compatible with any computer-based web conferencing tool.
Legacy Videoconference Rooms
- Legacy rooms require Enterprise Collaboration to bridge the connection between the scheduled Zoom session and the room system.
Collaboration & IM
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Microsoft (MS) Teams
Calling
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Each department has an assigned Telecom Coordinator who handles the administration and requesting of telephone services for all members of the department.
Avaya Phone System
Microsoft (MS) Teams Calling
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- With a Calling Plan: MS Teams Calling Plans were originally made available as part of a pilot project testing a softphone solution. Calling plans are now available for all faculty and staff. Calling plans add several features for users including the ability to place external calls via the MS Teams application, using your office phone number. NOTE: This is an interim offering until a new telephone solution is selected.
- Without a Calling Plan: MS Teams can be used for internal calls and voicemail by any Mason MS Teams user. This is different from a standard “phone call” in that you are not calling a number but rather an “identity.” From the Calls or Chat section, you can place an audio call to another Mason MS Teams user. If they are unavailable, you can leave a voicemail or send a chat message.
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Getting This Service
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Please allow 3-5 business days for initial processing for requests submitted through TeamDynamix, 25Live, or Pinnacle.
Web Conferencing & Collaboration Tool Requests
Calling Requests
Availability
Enterprise Collaboration business hours are Monday through Friday from 8:30 a.m. to 5 p.m.
Training
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Microsoft (MS) Teams
- Visit the MS Teams site for tutorials, training videos, and guides to help you prepare to collaborate with other MS Teams users.
- Additional MS Teams training is available via LinkedIn Learning. The Microsoft Teams Essential Training provides a popular overview.
Zoom
- Visit Zoom’s Help Center for information and instructions or to register for or review recordings of live training sessions.
- Visit LinkedIn Learning for Zoom online courses and training.
Calling
- Enterprise Collaboration provides documentation on using MS Teams Calling with a calling plan or without a calling plan, the Avaya telephones, and Call Pilot voice mail upon request.
- A system tutorial is provided when a Call Pilot voice mailbox is set up.
Policy
All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing. Your Mason Licensed Collaboration accounts are NOT to be used for personal events.
For interviews, candidates and the committee members must be informed if the interview will be recorded. Written permission from candidates must be obtained prior to recording. HR procedures for recording and retaining web conferencing interviews are available within University Policy Number 2224: Recruitment and Hiring of University Employees. It is not the responsibility of ITS to be compliant with record retention.
All* web conferencing tools provided by Mason allow for recording sessions. University employees are advised that if recordings include student information (e.g., student images, full names, or grades), this information must be removed before the video may be shared outside the university. Videos may be shared internally with the university for academic reasons, as long as sensitive information (e.g., student grades) is removed. This is a requirement of FERPA, the federal Family Educational Rights and Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99), which protects the privacy of student educational records.
* Because Zoom Secure is HIPPA compliant, these accounts are prohibited from recording
George Mason University provides access to telephones to all faculty and staff, including wage and contract employees. The University telephone system is available to conduct university business. University Policy Number 2204: Telephone Use applies to all university faculty and staff, including wage employees and contract employees, who have access to the university telephone system and/or have been issued a university cellular telephone.
Additional Information
Collaboration Collective
The Collaboration Collective is a team for Mason's collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest pertaining to the following ITS-supported collaboration tools: Microsoft Teams, Zoom, and Class Collaborate (formerly Blackboard Collaborate Ultra). This is not intended to replace submitting an issue via the ITS Support Center. The Collaboration Collective is moderated by members of the Mason community and members of ITS.
Submit an ITS support request if:
- It is something that requires an urgent/timely ITS response
- You are requesting information or troubleshooting assistance
Post in one of the channels if:
- You would like to share a use case or feature you’ve found helpful
- You would like to test out a new feature with your peers
- You would like to know how your peers are using the tools
To become a member of the Collaboration Collective, log in to MS Teams, click Join or create a Team, and then search for Collaboration Collective or use Join a team with a code (code: pifyqb4).