Training Room - 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

  • IMPORTANT NOTE: This document ONLY contains instructions for using the Training Room independently. Using the Training Room as an overflow / combined mode with Great Hall is covered in the "Great Hall - Basic Setup and Use Guide".
  • Use cases: The (Regula) Training Room is a smaller classroom that can be used independently, or as an extension / overflow room for the Great Hall.
  • Audio capabilities: Training Room contains 1 handheld microphone and 1 bodypack/lavalier microphone for the presenter; both can be used simultaneously. Student tables each have one central round table microphones that is touch operated.
  • Video capabilities: Training Room contains 1 camera used to broadcast video for Zoom or EchoVideo. Each student station has two computers and two monitors. Generally, they are used to receive the instructor input and simultaneously display student work associated with the student table PC.
  • For display/audio purposes, you can utilize the room PC (Lectern PC input), a laptop that can connect via HDMI (Laptop input.), or a Document Camera.
  • As the room is set up in circular fashion with the instructor station in the middle, any orientation to the room will be to the entry side (wall with entrance doors) or window side (wall with the outside window).

 

Preparing the Room

"Lights"

 To adjust the lighting in this room, use the light switch located by either entry side entrance door.

"Camera"

  1. Touch Panel: Press the Touch Panel (located behind the SMART symposium PC display) to start up the room technology (turning on the TVs, enabling the audio system.) The panel will then display the room controls.

  1. Log into the Lectern PC with the lecture username and associated password. 
  2. Turn on the microphone(s). Microphones are located in the top lectern drawer (right below the SMART symposium PC display - pictured below.) There are three types of microphones in this room:
  • Handheld microphone: This microphone should be found on the lectern or within the microphone drawer. On the handheld microphone, hold the button to  power on/off and press slightly to mute/unmute the microphone. 
  • Bodypack/lavalier microphone: There is a bodypack/lavalier microphone within the microphone drawer (labeled on the lectern) that can be used. On the bodypack, the button can be pushed on/off to power or mute/unmute the microphone. 
  • Student tables each have a circular microphone that is always on. Simply tap the microphone ring to mute/unmute. Only one student microphone can be in use at a given time.

  

  1. Speak into the microphone(s) to ensure they work. Review the microphone(s) battery levels to determine if they need replaced (less than half charge). Spare batteries are found in the microphone drawer.

  2. 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.

"Action"

  1. Use the Touch Panel to touch the appropriate video input you would like to display:

    • Lectern PC: The usual input is Lectern PC (the room computer.) This will display the left computer monitor in the room and through Zoom/Echo, as well as the room computer's audio. 

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

    • Document Camera: Place a document on the document camera and select it as your input source.

    • Student stations: The Training Room allows you to control whether individual student stations should be displayed or not . Use the Touch Panel to select Tools, then the student station number to turn the display on or off.

  

  1. The active camera used for lecture recordings or Zoom can be controlled using the arrow and zoom buttons on the Lectern PC input page (pictured below.)

  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.  

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. 

  • CCheck 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.

Was this helpful?
0 reviews
Print Article