Distance Advising with Video Conferencing

Thank you to Sarah Padelford for writing out the process for Video Conferencing! I have used the process and found it quite useful but it is a little tricky to do the first couple of times. Please let either Sarah or me know if you have any questions, or comments about the process.

Advisor Process

Important: Use Google CHROME web browser and log-in to Maricopa employee email account. 

  1. Create appointment for advisor: 
    • Open google calendar and click on the appropriate appointment slot for advisor. 
    • Click “Edit Event”
    • Title appointment “Student Name-Online Video Conference” 
    • Under “Add Conferencing” add “Hangouts meet”
  • Add student to meeting by adding MCCD Email Account to the “add guests” and sending:

  • Add the following information to the Description Area:
    • MCCD Student Email: 
    • Student ID:
    • Major/Degree:
    • Transfer Inst.:
    • Career Goal:
    • Phone Number:
    • Reason for Visit:
    • Scheduled By/Date:
    • Reminder Call Notes:
    • Other Notes:
  • Add any attachments needed to the email invite. Attachments must be uploaded here. When you share the invite with student it will ask you give students the ability to view, comment, or edit the attachments. Select appropriate access. 

  • Save appointment

  1. Prepping and Launching Video Conference
    • Prep all necessary paper work ahead of time and attach documents in calendar invite
    • Access appointment from calendar 
    • Click on Join Hangouts Meet from calendar invite
  • Accept student’s request to join meeting 

Student Process:

Smartphone Computer/laptop
Download         “Hangouts Meet” from app storeLog-in to MCCD Student EmailGoogle.maricopa.edu Use Google Chrome ONLY
You will receive an invitation in your email. You can join the meeting by clicking on the link next to Joining info 
Open with           “Hangouts Meet” 

This link will take you to the video conference room. Next, click JOIN Hangouts Meet will be activated to connect you to your online meeting. Your Academic Advisor will confirm your arrival. (This could take a few minutes.)
Video and Microphone:If not working, tap video screen and activateTo access attachments click 
Log-in to MCCD Student EmailGoogle.maricopa.edu Use Google Chrome ONLY
You will receive an invitation in your email. You can join the meeting by clicking on the link next to Joining info
This link will take you to the video conference room. Next, click JOIN MEETING 
When prompted, ALLOW meet.google.com to use your webcam and microphone

To access attachments look at the lower left screen and click on your name, there will be a screen that pops up—-click view details

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