Videoconference Scheduling Form

Videoconference Planning Checklist

Graham County Consortium Mini-Grant, adapted from the Eloy Partnership

Instructions: Use this checklist to help plan and conduct your videoconference
Pre-videoconference Preparation (2-3 months in advance)
Find videoconference resources or content providers
Decide on type of videoconference: / Professional development
Unit or lesson enhancement
Knowledgeable expert
Collaboration Other – please list
Complete lesson plan (see Mini-Grant lesson plan template) and submit to Graham County Consortium at Graham County School Superintendent’s office.
Obtain lesson plan approval (see Mini-Grant lesson plan rubric)
Schedule student orientation session via videoconference with Technology Integration Specialists (if desired)
Complete teacher pre-survey
Scheduling (minimum of 1 month in advance)
Schedule videoconference (provide alternative dates and times if necessary)
Discuss videoconference scope and sequence with provider or collaborator if necessary
Schedule ISDN translation service if necessary
Schedule connectivity test
Complete Videoconference Scheduling Formand e-mail to Graham/Greenlee Technology Integration Specialists
Submit purchase order requisition if fees apply and submit purchase order requisition for ISDN translation service if necessary to Donna McGaughey at Graham County Superintendent’s Office.
Student Preparation (two to three weeks before)
Obtain parent permission forms required by your district (can use sample provided in packet)
Conduct student orientation session OR Discuss appropriate student expectations
Gather necessary materials or obtain videoconference provider kits (if any)
Schedule assistance for equipment (if necessary)
Conduct lessons leading up to videoconference
Have students prepare discussion questions (if necessary)
Day before Videoconference
Conduct student surveys (optional)
Conduct final check of materials and equipment
Prepare materials for back-up plan in case of emergencies or technical difficulties
Day of Videoconference
Early dial up
Come early – be seated and ready before videoconference start time
Pass out materials before videoconference begins
Seat students without parent permission slips out of camera view range
Take pictures and record videoconference (video only if approved by content provider)
After Videoconference (same or following day)
Conduct student post surveys (optional)
Complete teacher post survey
Complete teacher reflection
Send class thank you note to provider or collaborator
Send surveys and reflection to Graham/Greenlee Technology Integration Specialists at Graham County School Superintendent’s Office.