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2 male students sitting at a long table in front of imacs, smiling at the camera

Information Technology

Information Technology

Technology Guide for BL105.11

The technology in this room supports both local and video conference presentations.  With in-room video cameras and microphones it can also be used for delivering webinars or virtual meetings using Zoom.  Available equipment in the room as follows:

Accessibility: If you require assistance with any of the equipment in the room please contact the Information Technology Service Desk by phoning 705 748-1010 or emailing it@trentu.ca

 

Front view of room with  two 70 inch flat panel displays, speakers, video camera,  tabletop microphone, wireless microphone, wireless keyboard and mouse, table, chairs, lectern

 

Getting Started in the Room

  1. Locate the audio visual touch (control) panel on the lectern at the front left of the room.
  2. If the screen is dark, touch it anywhere to wake it up.

Lectern with audio visual control panel and available  audio visual equipment.

Getting Started with the Touch Panel

  1. To begin a Local Presentation, start here:
  2. This is the first screen you should see upon waking the panel. Touch again to bring up the main menu.

audio visual control panel start screen with Trent University logo

 

Doing a Local Presentation

  1. To begin, tap the Power On button for one or both displays  as desired.
  2. Then tap the desired media source you wish to display such as "Lectern PC", "Laptop" or "AirMedia" .
  3. Power on the Local PC in the podium rack if needed, and login with your Trent username and password.
    • Insert a USB memory stick  in lectern PC if presenting from that device.
    • Optionally,  present from a laptop by connecting to one of the adapter cables on the lectern either VGA or HDMI.
    • If you have a MacBook you will need a thunderbolt to HDMI or thunderbolt to VGA adapter.
    • If you wish to  include audio be sure to select "Left Display" for your presentation.  
    • Switch from one input source to another as desired for each display.
  4. AirMedia provides wireless screen sharing for both presenter and participants in the room from their personal laptops or mobile devices.  Open your browser and go to the URL  shown in the address bar of the AirMedia welcome page.  Then enter the access code shown on the bottom of the touch panel.  The Crestron AirMedia app is also available for Android and iOS.
  5. To adjust volume during a local presentation, simply press the up or down arrow in the Volume box on the right of every screen.
  6. When you’re done your presentation, please be sure to turn off the system by tapping "Shutdown" in the upper right. Instructions for this function are at the button of the page.

Screenshot of audio visual control panel showing  main menu controls

 

Doing a Video Conference Session

To begin using the room for video conferencing tap "Video Conference / Thesis Defence"  button in the centre. This will activate the in-room video cameras, turn on the communication system, both room display panels  and display the Camera Control menu shown on next page.  

Power on the Lectern PC in the podium rack if needed and login with your Trent username and password. Insert a USB memory stick  in local PC if presenting from that device. Optionally,  present from a laptop by connecting to one of the adapter cables on the lectern (VGA or HDMI).  

Note:  All video conference calls must be pre-arranged with I.T. at least three days in advance  by using the online request form in myTrent under Services > IT Services > Request a Video Conference Meeting
When you are finished your conference or class, please be sure to turn off the system by using the "Shutdown" button shown at the button of the page.

screenshot of audio visual control panel highlighting display power and video conference select

 

Video Conference – Camera and Input Control

This is the first page you will see when starting a Video Conference session. Here, you can control the cameras both in this room and  the far room and share your content to the other conference participants.

To change which camera is active, select the appropriate camera button on the left . For presentations being sent from  this room select Presenter Camera. For presentations being received from  the far room select Participant Camera.

After selecting the camera use the Movement and Zoom controls to adjust the  camera angle  and focus of the presenter/participants.

To share your content source (local PC, laptop, document camera, AirMedia) tap desired option under Content. Tap Stop Content to stop sending.

The Dialing Control tab is for dialing calls but,  typically in-room dialling is not necessary as all video conference calls must be pre-arranged with I.T.  three days in advance by using the request form in myTrent under Services > IT Services > Request a Video Conference Meeting.

The presenter must use the wireless microphone beltpack during a video conference for his/her voice to be transmitted to the far end. This device is available at the lectern.  Use the Polycom tabletop microphone for the participants at the table.
The "Mics On" button indicates the current status of room microphones. Tap "Mics On"  to mute all audio being sent to the far end site. Tap "Mics Off" to re-enable audio.

To navigate the on-screen Polycom menu, choose the Menu Control tab (this an advanced operation and typically not required).

Tap "Back to Sources" button at the top any time to return to the main menu.

screenshot of video conference camera controls and content select options

 

Video Conference – Dialing Control

The "Dialing Control" tab can be used for advanced dialing that requires an IP or address to be entered. For more help with advanced dialing, please call the help desk at extension 1010.

Note: typically video conference connections will be pre-arranged with I.T. so  in-room dialling will not be required .  Video conference calls can be scheduled  by using the online request form in myTrent under Services > IT Services > Request a Video Conference Meeting. Calls should be requested three days in advance.

Tap "Hang Up" to end the conference call.  On the subsequent  prompt select an individual call to end or choose "Hang Up All Calls"  and then "Close".

screenshot of  video conference dialing control

 

Video Conference – Menu Control

The control  pad in the centre allows you to navigate the on-screen Polycom menu. Note; This is  used for advanced operation and typically not required by the user.  

Tap "Hang Up" to end the conference call.  On the subsequent  prompt select an individual call to end or choose "Hang Up All Calls"  and then "Close"

Tap Home to return to the Polycom home screen.

Tap "Toggle Selfview PiP" to display a self view window on the in-room display. Tap a second time to remove.

screenshot of video conference menu control

 

Powering Off

When you are finished using the equipment in the room, logoff the local PC and  press the "Shutdown" button found in the top right corner of every screen. You are presented with the option to cancel in case you accidentally pressed the Shutdown button. To continue with ending your session, press the green “Yes” button. To return to the previous screen, press the red “No” button.

Remove USB memory sticks from the podium computer if one was used.

System shut down will disconnect all calls and turn off the room displays.

screenshot of  video conference shutdown prompt
 

 

Eligibility

  • Staff
  • Faculty

Service category

  • Teaching & Learning Tools

Last updated

Tuesday, May 17, 2016 - 16:12