ESDC meeting options

This page in in draft mode. Please use the open issue to discuss changes to this page

The information on this page was pull together from the Audio / Video Conference Matrix (PDF) documentation

Links that only work within the ESDC network or from behind the Government of Canada firewall are marked with Internal link

Background information

The IT Accessibility team have been approached a few times about the options they have to create accessible remote meetings. The ITAO prepared this document in the effort to help guide people with their options.

The following links are tools to help you make the best possible choices;

  1. Audio and Video Conference Matrix (PDF)
  2. Guide to Planning Inclusive meetings

Remote meeting options at ESDC

Telephone conference Internal link

  • Audio-only connection between two or more individuals using telephones.
  • Allows multiple participants to collaborate by telephone anytime, anywhere, with or without operator assistance.

Method

  • By using telephones

Features

  • Audio calls only
  • Easy to participate
  • Can be scheduled without operator assistance
  • Supports Dial-in / Dial-out

IT Accessibility Office comments

This option is good if you do not plan on having any visuals at the meeting and allow people to communicate freely during the meeting.

People with hearing loss may struggle with using video conference applications. You might want to consider the following accommodations;

Accessibility Solution for Deaf, deafened and hard of hearing people: CART (Communication Access RealTime Transfer) services can be offered to participants who are typically hard of hearing.

Important note to consider: Keep in mind that people who are culturally Deaf, will prefer to have sign language interpreters because their first language is likely LSQ or ASL. But don’t assume this. Ask them what their prefered accommodation would be.

  • CART from the Canadian Hearing Services - staff at CHS will be able to provide you with information on the logistics in providing CART for Video Conferences. Keep in mind there is a cost for this service.
  • Sign language interpreters from the Translation Bureau / PSPC - are of no cost when meetings are held within the GoC, between public civil servants.

Video-conference Internal link

  • Visual connectivity between two or more individuals who are physically not at the same location
  • To conduct meetings, training, or for other events.

Skype for business or Virtual Meeting Room (VMR)

Tools that facilitate visual communication with participants.

These tools allow you to make video connections by yourself, without operator assistance

Skype for Business
  • Audio and video calls
  • Content Sharing
  • Creating groups of contacts
  • Conversation with a group
IT Accessibility Office comments

Skype is good for small meetings with a small number of people. You can share your screen with others.

Virtual Meeting Room
  • Audio and video calls
  • Content Sharing
  • Supports a phone conference connection
  • Conversation with a group
  • External participants can join
Requirements
Max participants
  • 25 Connections/locations for VMR and Skype for Business (S4B)
  • 50 Connections/locations for a Group VMR
Cost
  • Currently free based on SSC agreement pants
How to Schedule and invite?
How to join?
IT Accessibility Office comments

People with hearing loss may struggle with using video conference applications. You might want to consider the following accommodations.

Accessibility Solution for Deaf, deafened and hard of hearing people: CART services can be offered to participants who are typically hard of hearing. Keep in mind that people who are culturally Deaf, will prefer to have sign language interpreters because their first language is likely LSQ or ASL. But don’t assume this. Ask them what their prefered accommodation would be.

  • CART from the Canadian Hearing Services - staff at CHS will be able to provide you with information on the logistics in providing CART for Video Conferences. Keep in mind there is a cost for this service.
  • Sign language interpreters from the Translation Bureau / PSPC - are of no cost when meetings are held within the GoC, between public civil servants.

Scheduled Video conference (VC) through the Video Conferencing services group

  • Enables connection among participants using various VC systems and/or via your computer.
Features
  • Audio and video calls
  • Content sharing
  • Scheduled thru the VC group
  • Audio can be by phone conference if arranged in advance
  • External participants can join
Requirements
  • Video conference (VC) boardroom or Exec Desktop VC unit
  • Computer for content sharing (Optional)
  • Telephone (Optional)
Max participants
  • 200 Connections/locations for Scheduled video conference
Cost
  • Currently free based on SSC agreement pants
How to Schedule and invite?
How to join?
IT Accessibility Office comments

TEXTTOBEREMOVED

WebEx Internal link + Audio teleconference

  • Visual connectivity between two or more individuals who are physically not at the same location
  • To conduct meetings, training, or for other events.
  • This is the preferred solution for calls with close to 200 participants
  • It also provides for connection with external clients.

Method

  • Visual presentation delivered via WebEx
  • Audio part delivered via the computer audio or telephone conference.

Features

  • Audio and video calls
  • Content Sharing
  • Conversation with a group
  • Voice can be by teleconference
  • Requirements
  • Camera
  • Headset
  • Computer Telephone (Optional)
  • WebEx account

Max participants

  • 25 or 200 depending on account type.

Cost

  • Currently free based on SSC agreement.
  • Extra cost for connections over 200

How to Schedule and invite?

  • Login to your WebEx account (https://pwgsc-nh.webex.com)
  • Select “Schedule a meeting”
  • Fill in details
  • Select participants
  • Email invite will be sent out.

How to join?

IT Accessibility Office comments

People with hearing loss may struggle with using video conference applications. You might want to consider the following accommodations.

Accessibility Solution for Deaf, deafened and hard of hearing people: CART services can be offered to participants who are typically hard of hearing. Keep in mind that people who are culturally Deaf, will prefer to have sign language interpreters because their first language is likely LSQ or ASL. But don’t assume this. Ask them what their prefered accommodation would be.

Webcasting

  • Provides a means to watch a web broadcast
  • Can be watched at various locations
  • Does not provide 2 way communication.

Method

  • Organized by Public Service Procurement Canada (PSPC).
  • Audio delivered via computer or phone

Features

  • One way communications for a large group of participants.
  • Content Sharing
  • Very easy to participate
  • Requires computer to watch from awebsite

Requirements

  • Headset
  • Computer
  • Telephone (Optional)

Max participants

  • Up to 2000

Cost

  • Approximately $3,000 - $5,000
  • Higher if 2 languages are needed.

How to Schedule and invite?

How to join?

  • Click the URL received in the invitation to join the Webcast
  • Audio by Computer or by telephone
  • Some setup required
  • Connection test is recommended.

IT Accessibility Office comments

TEXTTOBEREMOVED