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Using the W3C teleconferencing system

From: Shadi Abou-Zahra <shadi@w3.org>
Date: Tue, 24 Apr 2012 22:23:04 +0200
Message-ID: <4F970BA8.9050503@w3.org>
To: Eval TF <public-wai-evaltf@w3.org>
Dear Eval TF,

This may be useful reminder to some of you, and new to some of our new 
fellow colleagues in Eval TF:

# Introduction

At W3C we use a combination of a phone bridge along with a chat server 
for the teleconference meetings. The phone bridge is called Zakim. It 
has many functions including muting your own phone line and getting on a 
virtual speaker queue. These functions can be operated through your 
keypad (using numerical combinations) or through the chat interface.

# Dialing into the teleconference meeting

The phone number for Zakim is: +1.617.761.6200
The conference code for Eval TF is: 3825 (spells EVAL on most keypads)

You can call this phone number (in the United States) using any phone, 
including Skype and similar services. There are no additional tolls to 
the standard cost of the call charged by your provider.

You can also use freely available SIP (Voice over IP) clients to make 
free calls to Zakim. The SIP ID for such calls is zakim@voip.w3.org. 
Full documentation for using Zakim-SIP is provided here:
  - <http://www.w3.org/2006/tools/wiki/Zakim-SIP>

# Using chat to support the meeting

We use chat to support teleconference meetings. We each take turns in 
scribing minutes for the teleconference meetings directly into the chat. 
Participants can follow these minutes in addition to the audio, and can 
share links and text blurbs during the meeting too. The chat log is 
automatically converted into HTML and provided for archiving. This 
rotating scribe list and previous minutes are available here:
  - <http://www.w3.org/WAI/ER/2011/eval/minutes>

You can access the chat using a web-based interface available at:
  - <http://irc.w3.org/>

You need to provide a nickname and a channel (aka chat room). It is 
usually best to use your real name or something else that helps other 
participants to identify you as your nickname. The channel is "#eval".

The chat server uses the Inter-Relay Chat (IRC) protocol. IRC is an open 
protocol with many free available clients, some of which may be more 
usable (or accessible) for you. See the IRC Help Archive and the W3C 
wiki page on IRC
  - <http://www.irchelp.org/>
  - <http://www.w3.org/wiki/InternetRelayChat>

# Using Zakim commands through the chat

As mentioned, Zakim commands like muting and getting on queue can be 
operated through the chat. It is usually best to join the chat first 
then dial into Zakim (the teleconference bridge).

When you join the phone call you will hear a beep, and Zakim will 
announce the phone line that just joined the call in the chat.

The message from Zakim in the chat will read something like:
     "+43.1.263aabb", or
     (or your name if your phone line has caller ID enabled)

It is best to join chat channel before you dial into Zakim so that you 
can see the phone line assigned to your call. Then use the following 
command to associate your IRC nickname with your phone line:
     "Zakim, ??P13 is me", or
     "Zakim, aabb is me"

Please mute whenever you are not speaking to avoid noise on the call:
     "Zakim, mute me"
     (and "Zakim, unmute me" to unmute your line at any time)

If you want to speak then please virtually raise your hand and the chair 
will call on you at the appropriate time:
     (and "q-" to get off the speaker queue again at any time)

You can also add some text to help remind you what you wanted to say:
     "q+ to respond to the question", or
     "q+ to share previous experiences", etc

When the chair calls on you to speak then use this command which will 
remove you from the speaker queue and unmute you at the same time:
     "ack me"

Don't forget to mute yourself again once you are done speaking!

These are probably the most essential commands for a start. You can 
learn more about Zakim, its commands, and its IRC interface here:
  - <http://www.w3.org/2002/01/UsingZakim>
  - <http://www.w3.org/2001/12/zakim-irc-bot>


Shadi Abou-Zahra - http://www.w3.org/People/shadi/
Activity Lead, W3C/WAI International Program Office
Evaluation and Repair Tools Working Group (ERT WG)
Research and Development Working Group (RDWG)
Received on Tuesday, 24 April 2012 20:23:33 UTC

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