Olson Hall - Basic Setup and Use Guide

Body

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: Olson Hall contains 4 handheld microphones and 4 bodypack/lavalier microphone; both can be used simultaneously. IMPORTANT: Each microphone is labeled numerically because only one microphone of a given number can be used at a time (example: Handheld 1 and Bodypack/Lavalier 1 cannot be used simultaneously.) Additionally, audience microphones are active (unless muted) 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 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.

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. 

  1. Login to the Lectern PC with the lecture username and associated password. 
  2. Turn on the microphone(s). The microphones are normally on the lectern or in the lectern drawer labeled Microphones. There are two types of microphones in this room:
  • Handheld microphones: The microphones are normally on the stand located on the lectern (or in the drawer labeled Microphones). To mute and unmute this microphone, you must push and hold the small button on the bottom. 
  • Bodypack/lavalier microphones: There are bodypack/lavalier microphones within the microphone drawer (labeled on the lectern) that can be used. Open the bottom panel to reveal on/off button and turn the unit on. To mute or unmute the mic, use the slide button on top of the bodypack microphone.

  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: Lecture PC, Laptop, or Document Camera.

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

  3. 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. 

  • 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.

Details

Details

Article ID: 163550
Created
Fri 8/16/24 9:58 AM
Modified
Wed 10/16/24 4:14 PM