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Introduction

When teaching or participating in a synchronous online class using videoconferencing, it is necessary to keep in mind some guidelines to ensure its success and avoid negative experiences or legal problems. The Institutional Effectiveness, Strategic Planning, and Distance Education office of the Inter-American Adventist Theological Seminary (IATS) has developed this handbook of Etiquette and Safety Guidelines for Successful Videoconferencing that may be useful to faculty and students. Although this handbook is not intended to be an exhaustive study on the subject, it offers basic recommendations to be taken into account to succeed in the task. We urge all teachers and administrators to carefully read this short document and put it into practice to offer a quality class that exemplifies the high standards of our institution to the glory of our Heavenly Father. If you have any questions or concerns, please feel free to contact the IATS Institutional Effectiveness, Strategic Planning, and Distance Education office. We will be happy to assist you in any way possible.

Why do we need to think about security aspects of videoconferencing?

With the advent of COVID-19, many aspects of education had to adjust to the new reality and along with these adjustments came new challenges. The use of videoconferencing to deliver classes has become a safe alternative to face-to-face course offerings for which we are all grateful. We safeguard the health of our students while continuing to offer the quality education for which we are known.

Despite all this, the question of safety also came up. The security of our students is a high priority for our institution. Asking participants to turn on their cameras from their homes opening their most intimate space (the home) to the public is a great responsibility that we must respect. Accrediting institutions or government agencies require evidence that students are taking classes and therefore request that cameras be turned on. This can be challenging in some circumstances. Consequently, we have identified ways to verify this requirement without having the cameras on at all times. With this in mind, we have developed this “Standard for Successful Videoconferencing Handbook” to minimize any risks that may arise and to ensure a safe and reliable environment for our students. Because IATS offers courses in different countries, it is necessary to emphasize that these guidelines are simply the minimum to be followed. Each country and culture has other laws and regulations governing student privacy and security practices that must be followed at all times. This handbook becomes an additional element for such purposes in different countries.

Rules to be taken into account when teaching via videoconferencing

As a teacher, it is your responsibility to be prepared to deliver your designated classes clearly and understandably. For this reason, the following tips are offered to provide effective and safe videoconferencing for our students. For your convenience, they will be divided into before, during, and after videoconferencing sections.

Before the Videoconference:
  1. Pray
    • It is always important to dedicate our workday to our Creator and Heavenly Father. This should be a constant habit in our lives. Pray for your students, connection stability, and God’s wisdom during the class.
  2. Choose the best place for your videoconference
    • Find a place where you have a stable internet connection, away from distractions. It is best to connect your computer directly to the router if possible, instead of relying on Wi-Fi.
  3. Be prepared for contingencies
    • If there is a signal failure or any other unforeseen event that interrupts the videoconference, have a backup plan to switch to audio-only communication through phone calls or alternative platforms.
  4. Test your equipment in advance
    • Log in to the videoconferencing platform early to test your microphone, camera, and internet connection. Ensure that everything is working correctly before the class starts.
  5. Position your camera and consider audio quality
    • Make sure your camera is positioned well and provides a clear view of you. Test the audio quality and adjust microphone settings for optimal sound during the class.
  6. Dress appropriately
    • Wear clothing that is appropriate for a professional setting and does not interfere with the camera or cause distractions for students.
During the Videoconference:
  1. Establish rules at the beginning of each class
    • Set expectations for student behavior during the videoconference, including guidelines for microphone and camera usage.
  2. Inform participants about recording
    • If you plan to record the videoconference for educational purposes, inform the participants at the beginning. Prohibit students from recording the screen themselves.
  3. Encourage proper microphone usage
    • Advise students to use headphones to avoid audio feedback and encourage them to mute their microphones when not speaking to minimize background noise.
  4. Use facial expressions to communicate
    • Encourage students to use facial expressions to express understanding or ask questions instead of having everyone speaking at the same time. This helps avoid audio conflicts and promotes a more organized discussion.
  5. Utilize chat function for questions
    • Encourage students to use the chat function to ask questions during the videoconference. Address unanswered questions or clarifications when appropriate, such as during pauses or designated Q&A times.
  6. Use gallery view for better visibility
    • Set the screen to gallery view, if available, to see participants’ cameras and facial expressions. This helps create a sense of connection and engagement.
  7. Maintain professionalism
    • Ensure that participants are dressed appropriately and maintain professional behavior throughout the videoconference. Treat the virtual classroom as a real classroom environment.
  8. Use breakout rooms for private discussions
    • If you need to have private discussions or address sensitive topics, utilize breakout rooms or private chat functions to maintain confidentiality and privacy.

After the Videoconference:

  1. End the videoconference properly
    • Thank participants for their attendance and active participation. Provide any follow-up instructions or materials as necessary.
  2. Securely store recorded sessions
    • If you have recorded the videoconference, securely store the recordings in a location with restricted access to protect the privacy and confidentiality of the participants.
  3. Follow up on unanswered questions
    • Review the chat logs and address any unanswered questions or follow-up topics through email or the learning management system.
  4. Reflect on the videoconference
    • Take a moment to reflect on the videoconference and identify areas for improvement. Consider feedback from students and make adjustments for future classes.

Remember, these guidelines are meant to enhance the videoconferencing experience for everyone involved and to ensure a safe and respectful learning environment. Adapting to this new mode of teaching requires flexibility and understanding, but with practice and adherence to these guidelines, you can create successful and engaging videoconferences.

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