F-118 Timken Seminar 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.

If you get stuck at any point, please call IT Education Services at extension 5969.

Room Specific Notes

• F-118 is used frequently for lectures, seminars, panels, and lunchtime sessions.
• F-118 contains one (1) handheld microphone and one (1) bodypack/lavalier microphone; both can be used simultaneously. Additionally, audience microphones are active (unless muted on the Touch Panel) which will pick up audience responses on Zoom/Echo/etc. 
• 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 nearest the double entry doors and the lectern; this wall has a display panel and audience camera.
• When referring to the rear of the room, this is the wall furthest from the entry doors; this wall has two separate doors, a display panel and instructor camera.

Preparing the Room

"Lights"

 To adjust the lighting in this room, use the light panel located on the left wall when you immediately enter the front doors of F-118. Each light switch is labeled for the respective lights you can turn on or off by pressing the corresponding On/Off button.

• Can Front/Right: Pressing the On/Off button will enable/disable the can lights in the front and right portion of the ceiling.
• Can Left/Center: Pressing the On/Off button will enable/disable the can lights in the left and center (recessed) portion of the ceiling.
• Accent Center: Pressing the On/Off button will enable/disable the recessed lights in the center portion of the ceiling.
• Chandelier:  Pressing the On/Off button will enable/disable the two chandelier lights.

"Camera"

1. Press the Touch Panel to start up the room technology (turning on the TVs, enabling the audio system.

2. If you will not be having audience participation (i.e. speaking), tap Mute under the Audience Mics setting.

2. Log into the Lectern PC with the lecture username and associated password. 
3. Turn on the microphone(s).

• Handheld microphone: This microphone should be found on the stand located on the lectern. On the handheld microphone, the toggle can be slid on/off to turn the microphone on/off. 
• 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 toggle can be slid on/off to turn the microphone on/off.

3. 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.

4. 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 Source you would like to display: Lecture PC or Laptop.

   • 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.)

2. The active camera used for lecture recordings and/or Zoom is selected on the Lectern PC page. Depending on the event, select Instructor Camera or Audience Camera, as appropriate. Using the right preview panel, you can view other camera views without affecting the active camera source. 

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

• If using a flash drive, a USB input can be found under the left PC monitor to connect. 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.

4. Ensure that the USB PowerPoint slide advancer is connected and turned on. 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.) 

4. 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.

5. 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.

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

7. 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.) 

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

Troubleshooting

Basic Principles

• For emergency requests affecting life, health, or safety, please call the NEOMED Police Department at 330-325-5911.

• Ensure you are using the right 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.  

• 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 1-2 minutes and then touch 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.