InSORS/AccessGrid Instructions

inSORS/AccessGrid Video-Conferencing

What you will need first:

• The name of the meeting room, or the name of the person to connect to.
• The contact information of the person coordinating the conference.  
• The contact information of the technical person coordinating the conference, or if only 1 other site is participating, the contact information of the technical person of the other site.

Instructions:

1. Book HSH 154 through Patti Davis. Book the room to include at least a half hour before the actual meeting is to take place. 
2. Arrive at least 20 minutes prior to the meeting. This is to get the system turned on, make sure you're connected, and to do a sound check. 
3. Turn on the system:
   1. Touch the power button on each of the two screens at the front of the room.
   2. Gradually turn on all the power switches on the back of the video-conferencing system.
   3. Open the front of the video-conferencing system, and turn the power on on the computer.
   4. Take the keyboard, mouse, and at least one area mic from the cabinet. Place wherever desired. 
   5. Currently, there is a non-critical hardware issue with the system. Press F1 on the keyboard to boot the computer.
   6. Eventually the system will boot into Windows with Vizimeet running.
4. Join the meeting. The software called Vizimeet should have opened automatically. If you are joining a meeting, select the meeting room and click to join the meeting. If you are calling an individual, click their name in the list and select call.
5. Do a sound check. Only do this before the meeting has started. The normal etiquette for a sound check is:
   1. Say who you are and ask if people can hear you (e.g. "This is Duane Currie from Acadia University. Can you hear me?")
   2. Wait momentarily for responses. Normally, people will say yes, and may suggest you adjust your microphone volume.
   3. Resolve any issues:
      1. If you have to adjust microphone volume:
         1. ...
      2. If you have to adjust your own speaker volume:
         1. Turn up the volume on the speakers at the front.
      3. If no one replied (or someone mentioned not hearing you):
         1. Make sure your mic is on and not muted. Normally, the light should be green and perhaps blinking. If the light is not on at all, press the button and hold for a few seconds. If the light is red (i.e. muted), press it quickly once to un-mute. Try the sound test again.
         2. Check to make sure you're hearing sound. On the desktop, double-click the file called "SoundTest.mp4". This will play some music. If you are hearing nothing, make sure the speakers are plugged in, turned on, and the volume is not too low. Once you can hear the music, try the sound test again.
6. Participate in the meeting. Notes:
   1. Moving the camera. There should be windows showing what the cameras are sending. You can move the cameras by clicking and dragging inside those windows.
   2. Reducing feedback loops. These should be well prevented by the videoconferencing hardware. However, if you do find them occurring, you have two options: 1) turn the microphones away from the front of the room; and 2) turning down the volume on the speakers.
7. End the meeting. instructions...
8. Turn off the equipment:
   1. Go to Start->Shutdown->Shut Down to shut down the computer.
   2. Turn off the speakers.
   3. Put the keyboard, mouse, and microphones away.
   4. Turn off the screens at the front.
   5. Gradually turn off all the power switches on the back of the video-conferencing unit.