ITD has integrated a new video conference recording solution from Vbrick into the Renovo/GTL video conference scheduler. If you have requested to have the ITD Service Desk schedule the video conference on your behalf, they will add one of the available Vbrick recording devices into your video conference.

If your education entity or state agency schedules video conferences on their own through the Renovo/GTL web interface, you'll notice that there are generic Vbrick recording devices to choose from inside the Renovo/GTL video conference scheduler. The generic recorders are typically named after the entity and what bridge will be hosting the call. A Vbrick recording device that is not "in use" can be selected from the ROOMS page when scheduling a video conference. Search on Vbrick. The two video bridge choices available are Pexip and RMX. However, it’s important to note that the Polycom RMX bridges will be phased out of operation in the near future, so all new events should be targeted towards the Pexip bridge.

If you are scheduling video conferences for an education entity (i.e. K12 or Higher Ed campus) and need a specific access folder (Vbrick TEAM) created for a particular class, you can create that Vbrick Team inside of the Renovo/GTL interface.

When scheduling an event in the Renovo/GTL web interface, you will first need to select a recording room as depicted above and add that recording device to your event.  Next, towards the bottom of the Bridge Setup page, you will notice three areas that need to be addressed in the Controlled Recorder section

  1. Check the first box if you need a new Vbrick Team created for this event that will be separate from all other Teams.
  2. Enter the e-mail address of the person you want assigned as the Team Admin for the new Vbrick Team (e.g. class instructor or event coordinator).
  • If you do not enter a Team Admin e-mail address, the person assigned as the main contact for that recording device will be assigned as the Team Admin (e.g. K12 Video Consortium Director, Higher Ed IVN Coordinator, or State Agency IT Staff member.  A Recording Template is setup by ITD for this purpose)
  • If there is no main contact person assigned in the Recording Template, then the Reservation Requestor will become the Team Admin.
  • If the Reservation Requestor’s e-mail address does not exist inside Vbrick, the Renovo Scheduler will become the default Team Admin.
  1. Check the last box if you want participants to be able to request access into the new Team.  Typically, the Team Admin will be notified via e-mail that a potential participant is requesting access through Self-Registration (Requesting access to Vbrick Teams).

Once the video event has been validated inside the Renovo/GTL web interface, the corresponding Team will be created inside the Vbrick web portal.

In the example below, we’re using the Great Western Network (GWN) as the requesting education entity:

  • Renovo Reservation Title = GWN Calculus 101 Fall 2019
  • Renovo Reservation Number = 73711 (This number is generated after the class has been scheduled and validated)
  • Vbrick TEAM created = GWN Calculus 101 Fall 2019-73711

A recording link will appear and be active in the e-mail notification that gets generated at validation time as shown below:

The Recording Link can also be retrieved again later by searching on the Reservation Number and loading it into the Summary page.

View the information on the Video Conference Viewing - Vbrick page and follow the instructions to use
the Recording Link to view the recorded video conference event.

Vbrick Options:

When scheduling the video event, on the General Information page where you type in the Title of your
video conference, you’ll notice that there are now three additional free-space categories available if you
would like to further categorize your video recordings.

Those categories are strictly optional and can be named anything you prefer as they are free-space
options. For example, an educator scheduling a class called Spanish II – Mrs. Smith, may want category
1 to just be called simply Spanish that would include all Spanish classes – I, II, & III. The second category
could just be Spanish II classes. And, ultimately, the third category could be the instructor’s last name.

A second example could be that a State Agency may want to put the word ‘Interview’ in category 1 to categorize all the interviews it has conducted in the last 45 days.

Again, these categories are strictly optional and are essentially metadata tags that can be searched on when trying to view the recorded video files inside Vbrick.

To view a recorded video conference event, follow the instructions on the Video Conference Viewing -
Vbrick
 page. The video file will reside on the Vbrick web portal for 45 calendar days after the conclusion of the video event.