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HYMS Videoconferencing

HYMS has Video Conferencing Units installed across all of its University (Hull and York) and NHS hospital sites (Grimsby, Scunthorpe, Hull Castle Hill, Hull Royal Infirmary, York and Scarborough). A bridge allows one to one calls or multi-way conference calls; PCs, Macs and mobile devices can connect using the Clearsea client.

General Info

  • HYMS uses LifeSize as its primary Video Conferencing Solution. The LifeSize Icon 600 units are used at the University and in the NHS education centres.
  • We operate a Room Booking system that is part of the Calendars system within Microsoft Exchange - Users with HYMS accounts can access this directly otherwise the room will have to be booked with one of the local administrators.
  • Video conference calls can be direct (one to one) or can be multi-way by connecting to the HYMS Virtual Rooms.
  • We use the Clearsea client allowing the user to call from anywhere on their Desktop PC, Mac or Smartphone / Tablet.

Please note that any video conference between HYMS and an external party (including University of Hull/University of York) must be via one of HYMS’ virtual rooms. Please contact HYMS reception on 0870 1245 500 to book a virtual room

Room Booking

Please note that any video conference between HYMS and an external party (including University of Hull/University of York) must be via one of HYMS’ virtual rooms. Please contact HYMS reception on 0870 1245 500 to book a virtual room

To book rooms on the Hull & York University sites

  • HYMS staff and associates can use Outlook Calendars to see the room availability and to book the rooms
  • Non HYMS staff should contact Hull or York reception on 0870 1245 500 to book rooms

To book rooms at the Hospital sites - contact the local administrators

To book a room to Video Conference to/from Hull University

Contact Hull University Room Bookings on 01482 466777 or roombookings@hull.ac.uk to book the University room, then contact HYMS reception on 0870 1245 500 to book the Virtual Room (room 1015) and the physical room.

Note: Virtual room 1015 must be used for this purpose as security settings do not allow other rooms to connect.

To book a Virtual meeting room (and an associated physical room)

Use the contacts above or contact HYMS reception on 0870 1245 500


Making a Call

Please note that any video conference between HYMS and an external party (including University of Hull/University of York) must be via one of HYMS’ virtual rooms. Please contact HYMS reception on 0870 1245 500 to book a virtual room

  • All rooms are able to both make & accept calls to rooms in the directory (external parties see below).
  • We recommend you make a test call at least several days before any important meetings, in order to make sure your meeting runs smoothly.
  • Book the room(s) before you make any calls

One to One meetings

  • Internal (HYMS to HYMS) - select the room you wish to connect to from the directory - all rooms should have some laminated help-sheets if not download the Lifesize Help Guide
  • External to HYMS - Contact the person who is administering the Video Conference call whereupon they will give you the required information to connect to the correct virtual room.
  • Connecting to/from Hull University you will need to arrange to meet in Virtual Room 1015.

Note that these units are not auto-answer and require a participant to answer the call.

Multi-way conference

  • You will need to arrange to meet in a HYMS Virtual Meeting room.
  • On the directory list scroll down to the Virtual Rooms and select the one you've arranged to meet in.
  • Some rooms have a pin code - enter this if prompted (would have been given to you when you booked the room)
  • Connecting to/from Hull University you will need to arrange to meet in Virtual Room 1015.
  • Layouts are set for the number of participants but can be altered from the Lifesize menu.

Remember each participant must end their call to leave the room otherwise the call will still be active.


Clearsea

Lifesize Clearsea is a software solution for desktop and mobile video collaboration. It can be downloaded for use on PC, Mac, iOS and Android devices. It is fully H.323 and SIP compliant allowing full integration in to the HYMS VC systems.

Download the software from http://clearsea.hyms.ac.uk or www.lifesize.com

View the Clearsea help guides below for assistance.