Great 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:

"Lights”: This step includes turning on the lights and making any adjustments necessary to optimize the lighting in the room.
“Camera”: This step includes putting into operation & testing ALL components used for the session: computers, cameras / projectors, microphones, and applications.
“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. For emergency requests affecting life, health, or safety, please call the NEOMED Police Department at 330-325-5911.

Room Specific Notes

picture of great hall with screens up on student tables picture of two lectern stations

Use cases: Great Hall (sometimes referred to as Regula Hall) is a state of the art classroom with a significant technology integration. Unlike other classrooms, the technology in this room can be configured in various modes to support large and small group instruction as well as active learning (flipped classroom) modes.
Video capabilities: Great Hall contains a lectern PC, 32 student table computers, two computer monitors (both of which being a SMART annotation display), 6 projectors and 6 display screens, a Document Camera. 3 cameras (one facing the Instructor and two facing the audience) are available for web conferencing/lecture recording.
Audio capabilities: Great Hall contains 8 Audix branded microphones - 4 handheld microphones and 4 bodypack/lavalier microphones; both can be used simultaneously. Additionally, each Student Table has a circular Table Microphone. To unmute, tap the illuminated red ring on the microphone. To mute, tap the green ring. NOTE: Only one Student Table Microphone can be in use at a given time.
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, document camera, touch panel and two projector screens.
When referring to the back of the room, this is the wall closest to the entrance doors and two projector screens.

Preparing the Room

"Lights"

To adjust the lighting in this room, use one of the two light switches located next to either entrance door. Lighting presets can also be adjusted from the Tools button, found on the Touch Panel.

Pictures of light switches

"Camera"

To start up the room technology (turning on the TVs, enabling the audio system), touch the Touch Panel. The Touch Panel will then display the Room Mode. Once you select the Room Mode (see Step 2 below), the panel will display the room controls. You can then use the Lights and Tools buttons to access controls for the lights, cameras and microphones. The current Room Mode will be displayed in the upper right corner of the screen.

picture of technology table with Touch Panel and Document Camera picture of four room modes

Select the Room Mode:
1. Whole Group Instruction (Most Used):
  1. Instructor source from the lectern goes to all projectors & all student table displays. Another way to think of this is a one-way instructor-to-student instruction mode.
2. Small Group Instruction:
  1. Instructor source goes to all room wall screens. All student displays will show the individual student table PC source. Each table will operate independently of one another. The instructor can project the lectern PC to the room wall screens, but not to the individual student tables.

Active Learning Mode:
1. There will be a new Touch Panel source button added on the Room Control page titled Student Table Sources.

Instructors can choose an individual student table to display on the large room projected screens, to all the student tables, or both simultaneously. NOTE: The instructor source cannot be sent to the student tables, only to the large wall screens. If you want to send a student table to another display:

Tap the Student Table Sources input button. A list of the student display sources and buttons where they can be sent will be displayed.
Select the student table that you wish to display. The table selected will show in the preview pane on the right of the Touch Panel.
Two display options are shown: Send to Student Displays and Send to Projectors. Select one option or both, depending on your needs.
- As a note, you can select two different student table sources to be displayed on the student table displays and wall screens, respectively (for example, you can select Student Table 2 to all Student Table Displays and Student Table 27 to Projectors/Wall Screens.)
Once done with selecting student table sources, to return to the main Room Control page, press the Lectern PC button.

Active Learning Mode - Combined: This mode functions similar to the Active Learning Mode above, however, this mode pulls in the Training Room across the hall for combined classrooms (or overflow.) Audio and video can be projected into both rooms and sources from the Training Room can be displayed in the Great Hall (and vice versa). NOTE: The Touch Panel in the Training Room cannot be used for control purposes. All control for both rooms must be done from the Great Hall Touch Panel.
1. There will be two Touch Panel source buttons added on the Room Control page: Student Table Sources and Training Rm Sources (see pictures above).
2. With this mode, you have three display output options:
  1. Send to Student Displays (The Student Displays option includes the two left projector screens in the Training Room);
  2. Send to Projectors; and/or
  3. Send to Training Room Right Monitors.
3. If you need to adjust the overall volume in either room:
  1. Open the Advanced Tools (touch and hold the NEOMED logo in the upper left corner on the Touch Panel).
  2. Once in Advanced Tools, select Volume Controls.
  3. Choose either the Large Room (Great Hall) or Small Room (Training Room) tabs on the bottom of the page.
  4. Adjust the “Program” volume slider to control the overall volume of the room selected.
If you need to change room modes:
1. Select the red “Exit System” button.
2. Then, select the change room mode button.
3. Select the new mode.
4. NOTE: Switching can sometimes disrupt the AV system. If the new mode is not working properly, use the Exit System button to shut down the room, you must wait 5 minutes, then restart the room by touching the Touch Panel.

Log into the Lectern PC with the lecture username and associated password.

Turn on the microphone(s). Microphones are located in the top lectern drawer.

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.
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"

Use the Touch Panel to touch the appropriate video input you would like to display:
1. 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.
2. 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.)
3. Document Camera: Place a document on the document camera and select it as your input source.
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.
If you would like to drop/lower the Student Table Displays for your session, tap Tools and then tap Student TVs Down. Conversely, to raise the Student Displays, tap Student TVs Up. Also on this page, you can adjust your wireless microphone volume (the number listed on this page will correspond to the labeled physical microphones.) Additionally, if you are using the Active Learning modes, you can elect to send your Instructor/Lecture PC Source to Student Table Displays by tapping Instructor Source to Student Displays.

If applicable, load PowerPoint slides onto Lectern PC.
1. 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.
2. 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.
3. This PC is wiped nightly and files left on the desktop will be removed.
Ensure that the USB PowerPoint slide advancer is connected and turned on. Check that the slides can be advanced using the clicker.

Using Zoom

Launch Zoom and sign in to the appropriate meeting account (calendar accounts, departmental account, by individual, etc.)
Start or join the appropriate Zoom meeting/webinar.
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.)

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.

If recording the Zoom session, select Record then Record to Cloud.
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.)
Time permitting, you can test your audio with those remotely joining on Zoom.
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.

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.