providence: mba - JWU Wildcat email

Information Technology
VIDEO TELECONFERENCING INSTRUCTIONS
MBA Conference Room (Friedman Center, 2nd Floor)
Harborside Campus (Providence)
Video TeleConferencing (VTC) is an exciting way to conduct virtual meetings from
conference rooms across JWU’s four campuses. Utilizing video cameras, microphones and
other audiovisual equipment, VTC allows meeting participants to interact with each other on
screen, without losing body language or facial cues. Content such as PowerPoint
presentations and videos can be easily shared through the system as well. There is no cost
to use VTC.
How can I reserve a VTC space for my meeting?
Meeting room coordinators assist with room reservations and support. Reach out to your
desired space’s meeting room coordinator below to make a reservation. Ensure that they
are aware that you plan to make use of the VTC equipment and they will arrange for IT
support.
Providence Campus
 Harborside Campus – MBA Conference Room (Friedman Center, 2 nd Floor)
Nancy Bagley – 401-598-1994
 Downcity Campus – Pimentel Board Room (Yena Center, 3rd Floor)
Jackie Coffey – 401-598-1750
 Downcity Campus – Executive Board Room (One Weybossett Hill 6th Floor)
Kim Frenze – 401-598-1487
Charlotte Campus
 Executive Board Room (Academic Center, 5th Floor)
Brooke Riske – 980-598-1011
Loree Heimbach – 980-598-1020
Denver Campus
 Video TeleConference Room (Academic Center, 2nd Floor)
Caitland Stanbro – 303-256-9462
North Miami Campus
 Presidential Conference Room (Academic & Student Center, 5th Floor)
Nedelyn Ramos – 305-892-5366
How can I get trained in the use of VTC?
The following step-by-step instructions are posted in each VTC room and available at the IT
Service Desk website (http://it.jwu.edu) for self-help. If after reviewing you are not
comfortable, please contact the IT Service Desk for training (866-JWU-HELP; [email protected]).
You will then be contacted regarding available training dates. Please do not delay until the
last moment to receive training or set the room up for a meeting. If there is an issue with
the system, IT will need time to respond.
8 Abbott Park Place, Providence, RI 02903
866-JWU-HELP (866-598-4357) Fax 401-598-1511 http://helpdesk.jwu.edu
Providence, R.I. North Miami, Fla. Denver, Colo. Charlotte, N.C.
NOTE: The MBA Conference Room is locked, as is the podium housing the Cisco remote
control to run the VTC calls. Stop by the reception desk when you enter the Grad School
Department and obtain the MBA conference room and podium keys. Unlock the rear podium
door to access the computer equipment. There is a drawer in the bottom of the podium
which contains the Cisco remote. Retrieve the remote to use the VTC equipment from the
conference room table.
Starting the System
1. The touchpanel is located by the door as you enter the room. Tap anywhere on the
touch panel surface to wake it from standby. Touch the screen again to enter the user
interface.
2. Press
3. Retrieve the Cisco Remote Control from the podium.
Sharing a Presentation
The conference room features a computer equipped with internet access and the Microsoft
Office suite. JWU credentials are needed for access. In addition, there are two locations for
connecting a laptop or other mobile device, at the podium or at the table.
1. Plug in device or sign into room PC.
2. Press
to share the presentation. Pressing it a second time un-shares the
presentation and returns to camera viewing.
Note: If a mobile device is plugged in, the room PC cannot be seen. Unplugging the
mobile device will restore the PC connection.
8 Abbott Park Place, Providence, RI 02903
866-JWU-HELP (866-598-4357) Fax 401-598-1511 http://helpdesk.jwu.edu
Providence, R.I. North Miami, Fla. Denver, Colo. Charlotte, N.C.
Making a Call
There are two “JWU Meeting Rooms”. Typically, all participants of the meeting will call
into JWU Meeting Room 1. The second meeting room is only used when a concurrent but
separate meeting is needed.
To Establish the Call
1. Press the phonebook button (
) and select the applicable JWU Meeting Room.
2. Enter “1914#” using the remote.
Dialing outside lines: Outside lines can be dialed as well to start an audio only call, or add
an outside line into an existing videoconference.
1. Press home (
).
2. Dial using the number pad on the remote.
3. Press dial (
).
Notes: The phone number for calling into the Executive Board Room is 401-415-9960. A
phone participant can join a videoconference call in session simply by dialing this number
after the bridge call is established. The incoming call from the phone can then be merged
into the video conference session by selecting “Accept and Merge” from the options
provided.
Ending a Call/System Shut Down
1. Press the hang up (
progress.
) button on the remote to disconnect from a call in
2. Store the remote in the podium and lock the door.
3. Press the
button on the touchpanel in the AV cabinet to turn off
the av system.
4. Secure room
8 Abbott Park Place, Providence, RI 02903
866-JWU-HELP (866-598-4357) Fax 401-598-1511 http://helpdesk.jwu.edu
Providence, R.I. North Miami, Fla. Denver, Colo. Charlotte, N.C.
Below is a diagram of the Remote Control and instructions for using it.
8 Abbott Park Place, Providence, RI 02903
866-JWU-HELP (866-598-4357) Fax 401-598-1511 http://helpdesk.jwu.edu
Providence, R.I. North Miami, Fla. Denver, Colo. Charlotte, N.C.
Troubleshooting Guide
1) Issue: AV system is turned on with VTC being the source, but screen remains blank.
Cause: VTC system is still in standby.
Solution: Press any button on the VTC remote to wake it up.
2) Issue: PowerPoint presentation is too small.
Cause: View setting isn’t optimal.
Solution: Choose a new view setting by pressing the layout control button (
).
3) Issue: Audio sounds garbled/video is pixelated/system is “acting weird.”
Cause: Fluctuations in network performance may have compromised call quality.
Solution: Hang up the call and redial. The PIN is 1914#.
Note: This can be done almost instantly by
pressing
, followed by
twice.
4) Issue: No video can be seen from mobile device (plugged in at podium or table).
Cause: Adapter incompatibility or display setting incorrectly set.
Solution: Try attaching the adapter to the cable first, waiting a few seconds, then
plugging into mobile device. Check display settings of device.
5) Issue: System doesn’t respond to any button presses/hanging up and redialing
doesn’t correct an issue.
Cause: Undetermined.
Solution: Enter a ticket for IT by calling the IT Service Desk at 866-JWU-HELP
(866-598-4357) or emailing [email protected] with a description of the location and
problem.
6) Issue: A distracting echo can be heard when speaking.
Cause: Movement of microphones may have confused the echo cancellation feature.
Solution: Redialing will recalibrate the echo cancellation. If the issue persists, have
the remote site redial (especially when they do not experience an echo). If issue still
persists, enter a ticket for IT by calling the IT Service Desk at 866-JWU-HELP.
(866-598-4357) or emailing [email protected] with a description of the location and
problem.
8 Abbott Park Place, Providence, RI 02903
866-JWU-HELP (866-598-4357) Fax 401-598-1511 http://helpdesk.jwu.edu
Providence, R.I. North Miami, Fla. Denver, Colo. Charlotte, N.C.