Service Summary

Videoconference services are available upon request for a variety of administrative and academic events (meetings, classes, town halls, dissertations, and interviews, etc.) that enable faculty, staff, and students to meet face-to-face with people around the world.

The Enterprise Collaboration team assists in connecting videoconference events using physical spaces equipped with standards-based videoconferencing systems and webconferencing tools. Enterprise Collaboration manages rooms on the Arlington, Fairfax, Science andTechnology campuses and Mason locations that are integrated with Cisco Webex Meetings and Webex Teams. Please note these rooms do not work with Skype.

Enterprise Collaboration will help you reserve a space appropriate for your event and assist you with using webconferencing tools. If your department is interested in outfitting a space for videoconferencing, advising is available to help your department make hardware-related purchases and installation.

Key Features

  • Videoconference scheduling
  • Connections
  • Advising & Installation
  • Training

Getting This Service

Please allow 3 business days for processing requests.

General space requests: Requests for videoconference space may be submitted via 25 Live. Click the Request Space button above.

Class requests: If you would like your class to be placed in a videoconference classroom for the semester, submit a request to your department scheduling coordinator who will work with the Registrar to submit the request prior to the deadline for the upcoming semester. In your request, indicate that you need a VCC space. If you wish to conference between more than one Mason campus indicate that in your request. You may note your room preference but that does not guarantee the space.

Webconferencing tool requests: visit the Webex Meetings service page to request a host account.

Availability

Enterprise Collaboration business hours are Monday through Thursday from 8:30 a.m. to 10 p.m. and Friday from 8:30 a.m. to 5 p.m. Videoconference rooms are available outside of business hours if your event is self-sufficient and does not require assistance.

Maintenance windows are Sundays from 7 to 11 a.m. but may be extended to 2 p.m., if needed. If maintenance is required outside of these hours, it will be announced on the Alerts & Bulletins page.

Training

Training on how to use equipment in videoconference rooms is available upon request. Email cvt@gmu.edu to request a training.

Policy

All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing.

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 the retention of Webex interviews are available within University Policy Number 2224: Recruitment and Hiring of University Employees. It is not the responsibility of ITS, Enterprise Collaboration, or the Webex administrators to be compliant with record retention.

Webex allows 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 of 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.