Olson Hall - Basic Setup and Use Guide

Introduction

The format for putting each room into operation follows a “Lights, Camera, Action(s)” which generally includes the following: 

  1. "Lights”: This step includes turning on the lights and making any adjustments necessary to optimize the lighting in the room. 
  2. “Camera”: This step includes putting into operation & testing ALL components used for the session: computers, cameras / projectors, microphones, and applications. 
  3. “Action(s)": This step includes configuring & testing all settings for computers and applications to ensure successful operation.
  4.  If you get stuck at any point, please call IT Education Services at extension 5969. For emergency requests affecting life, health, or safety, please call the NEOMED Police Department at 330-325-5911.

Room Specific Notes

 

  • Use cases: Olson Hall is used frequently for lectures, seminars, panels, and lunchtime sessions.
  • Video capabilities: Olson Hall contains a room PC & Smart Board, 1 projector and 1 display screen & Document Camera. Three (3) cameras (one facing the Instructor and two facing the audience) are available for web conferencing/lecture recording.
  • Audio capabilities:  Meshel Hall currently contains 3 rechargeable handheld microphones and 4 rechargeable bodypack microphones (3 for wear with a lavalier, one specifically for the Catchbox (tossable microphone.)
  • For display/audio purposes, you can utilize the room PC (Lectern PC input) or a laptop that can connect via HDMI (Laptop input.) 
  • When referring to the front of the room, this is the wall closest to the lectern where the instructor/presenter stands and the projector screen.
  • When referring to the back of the room, this is the wall closest to the upper level entrance.

Room Seating Chart

  • This seating chart was created by the IT Dept and is for general reference. It is not intended for advanced planning considerations.

Preparing the Room

"Lights"

As you enter the front of the room (lower level doorway), look to your immediate right to see the light switch. Press the top button to turn on the lights.

"Camera"

  1. Touch Panel - Use the Touch Panel to adjust various technologies within the classroom such as: projectors, TVs / screens, source input, room audio settings. To activate the Touch Panel, simply touch the screen. 

   picture of tools screen with projector power and lighting controls

 

  1. Once the control screen is displayed, press Tools to access the Lighting Presets. You can then select the lighting needed for your session/event (third picture above.)
  2. Login to the Lectern PC with the lecture username and associated password. 
  3. To turn on the microphone(s), simply remove them from the cradle. All the microphones in this room are rechargeable. The microphones, charging station, and catchboxes are normally located on the lectern behind the touchpanel. Headset/clip-on lavaliers for the microphones can be found in the microphone drawer at the lectern. The Catchbox sits in the space directly below same drawer.

                 

  1. Retrieve the microphone(s) you need. The microphones are on the lectern (to the left of the SMART annotationscreen). Review the microphone(s) battery levels to determine if they need charged and a new microphone needs to be used (refer to number of lights on the microphone charging station). There are two types of microphones that can be used:
    • Handheld microphones: 
      • Once the AV system has been started (by touching the touchpanel), when you retrieve a microphone from the charging station, the microphone will blink red and green and then emit a solid green light. This denotes the microphone has connected to the system and is unmuted.
      • Push the button in the center of the microphone to mute/unmute the microphone.
    • Bodypack microphones:
      • Once the AV system has been started (by touching the touchpanel), when you retrieve a microphone from the charging station, the microphone will blink red and green and then emit a solid green light. This denotes the microphone has connected to the system and is unmuted.
      • Push the button in the center of the microphone to mute/unmute the microphone. 
      • Clip-on lavaliers are found in the Microphones drawer to the left of the lectern. They connect to the bodypack microphone with the black button/silver end of the lavalier facing the front of the bodypack. 
    • Catchbox microphone: To set up the Catchbox microphone (check the label on the microphone pack):
      • Remove the top mic cover.
      • Pull out the foam mic pack (the foam pack is secured inside the Catchbox via magnet.)
      • The foam element takes one AA battery and has a green light that indicates the element is operational. If the AA battery is dead, the light will be red and the battery will need to be replaced.
      • Place the catchbox bodypack microphone (labeled as such on the front of the microphone) inside the foam element and attach the green wire in the same manner you would connect a lavalier headset to a bodypack.
      • Ensure that the catchbox bodypack microphone has a green light on the top of it (if red, press the circular button labeled "push" on the microphone pack).
      • Finally, close the foam pack, place it back inside the Catchbox, and replace the cover.
      • The microphone will be on and unmuted. If you need to mute the catchbox, please use the Wireless Mics button on the Touchpanel to mute or adjust volume. 

  2. Speak into the microphone(s) to ensure they work. Various microphone volumes can be adjusted from the Touch Panel. To access this menu, click the Wireless Mics button at the bottom-left of the Touch Panel.

             picture of main touchpanel screen with wireless mics highlighted with red boxpicture of volume levels of microphones

  1. If you are playing any videos through the PC, please test the sound levels by clicking the Sound icon and adjusting the volume level, as appropriate. If you do not hear the PC audio in the room, please select a different sound input, found right above the volume slider and re-test the volume slider.

windows volume slider and taskbar icons

"Action"

  1. Video Source Selection: Use the Touch Panel to select the appropriate video inputs you would like to display on the front projector (Projector Source and on the confidence monitor (Cart Source). Please note these sources can be different from one another.

  

  1. For the front projector (labeled Projector Source on the Touchpanel), you can select from the following options: 

    • PC Screen 1: The usual input for the projector is the lectern's PC Screen 1. This will display the left computer monitor in the room and through Zoom/Echo, as well as the room computer's audio. NOTE - The 2nd lectern monitor can only be displayed on the Cart - it cannot be displayed via the projector. 

    • Laptop: A laptop that accepts a HDMI input can be displayed in the room using the HDMI cable found on the lectern (right of the Smart board (pcitured above.) Video/audio will be displayed in the room; however, Echo recordings scheduled in this room will not record the Laptop video/audio. (Echo recordings must be done using the PC Screen 1 input)

    • Document Camera: To display a paper document, place the item on the Document Camera and select it as the input source. You will need to hold the power button on the Document Camera to turn on the Camera (takes approximately 30 seconds to enable)

  2. For the rear projector (labeled Cart Source on the Touchpanel), you can select from the following options: 

    • Follow Projector: This default input for the rear projector so that when you change the front projector's Source, the confidence monitor will display the same source. 

    • PC Screen 1: This will display the left computer monitor at the lectern, independent of what you have selected for the front projector (Projector Source). 

    • PC Screen 2: This will display the right-most computer monitor at the lectern, independent of what you have selected for the front projector (Projector Source). 

    • Laptop: A laptop that accepts a HDMI input can be displayed in the room using the HDMI cable found on the lectern. 

  1. Camera Configuration: The active camera used for lecture recordings and/or Zoom is selected and configured by selecting the Camera button on the Touchpanel. Depending on the event, select Instructor Camera or Audience Camera, as appropriate. From there, you can move the camera or zoom in/out as needed.

             picture of camera controls. arrows up down side to side, zoom in and out and option for instructor and audience camera selection

  1. If applicable, load PowerPoint slides onto Lectern PC.

  • If using a flash drive, a USB hub can be found near the PC monitor to connect (pictured above). Please copy the presentation from the flash drive to the desktop to mitigate the flash drive from failing mid-presentation.
  • If the presentation is stored on OneDrive/email, please log into the appropriate account utilizing the Lectern PC's web browser and download the presentation to the desktop. 
  • This PC is wiped nightly and files left on the desktop will be removed.

  1. Ensure that the USB PowerPoint slide advancer is connected and turned on (pictured above).  Check that the slides can be advanced using the clicker (if not, use the mouse to click on the PowerPoint and try again.)  

Using Zoom

  1. Launch Zoom and sign in to the appropriate meeting account (calendar accounts, departmental account, by individual, etc.) 

  2. Start or join the appropriate Zoom meeting/webinar.

  3. Within the meeting/webinar, open the Zoom Audio settings and select the appropriate microphone and speaker options. Once selected, select Test Speaker & Microphone and ensure both selected options are working (i.e., you can hear yourself and the computer chime within the room.) 

  1. Ensure you are unmuted and your video is on (if needed) by clicking the Audio and Video icons until they do not appear with a red line through each.

  1. If you plan to share a PowerPoint presentation over Zoom, click the green Share icon and select the associated Presentation. If not shared, Zoom participants as well as the Zoom recording (if applicable) will not see the presentation.

  2. If recording the Zoom session, select Record then Record to Cloud.

  3. Click on PowerPoint presentation with the mouse before you begin, otherwise, you will not be able to advance the slides with the USB clicker (if using.) 

  4. Time permitting, you can test your audio with those remotely joining on Zoom.

Troubleshooting

Basic Principles

  • Login: Ensure you are using the correct login credentials on the PC. 

  • Check the system settings: Are the settings correct for the audio, video, etc? 

  • Check power/connections: Ensure all items are properly connected and powered. 

  • Check the batteries for battery powered items. *Most handheld and body pack microphones use AA batteries. Extra disposable batteries are usually located in the lectern drawers. Rechargeable batteries & charger are usually plugged in near the lectern. Exceptions are: F118 (9V batteries in lectern) & Meshel (rechargeable batteries in back room. 

  • Close it and reopen it: When dealing with pesky websites, close the tab, or even better the browser, then log back in. 

  • Room or microphone audio not working: On the Touch Panel, touch Exit System and then confirm. Wait several minutes and then restart the Touch Panel to start the room again. 

  • If you have tried these steps and are unsuccessful, call IT Education Services at 330-325-5969. 

Room Technology

  • Troubleshooting the Cameras: Use the Touch Panel to adjust the camera(s) view. If you are unable to adjust the cameras, call IT.  

  • Troubleshooting the Microphones: Check the batteries & volume. Use the Touch Panel to adjust the volume of Instructor Audio found on the Lectern PC input selection.

  • Troubleshooting Zoom: Ensure you are logged into the correct account using the correct credentials. Check the Audio and Video settings. Ensure the proper audio and video options are selected. 

  • If you have tried these steps and are unsuccessful, call IT Education Services at 330-325-5969.

Print Article