Leavey Library Video Conferencing
Video Conferencing Instructions
Initial Setup
- The Polycom remote control should be checked out from the Circulation Desk.
- Make certain the Polycom VSX 5000 conference unit (camera) is switched on.
The power button on the Polycom VSX 5000 is located at the rear left of the unit. Once the Polycom is on and working, it may be kept powered on. It will go to sleep when idle. The mechanical shutter must be open (on the front of the camera unit).
- Turn on the Olevia LCD monitor display (if necessary).
The display may be turned on with the button at the lower right of the screen. Be sure to check the small on/off switch located at the rear right of the display. The front panel blue LED is lit when the monitor is OFF. The LCD monitor input should be set to “S-Video 1”.
- Adjust the video camera to include all participants in the video call.
Use the Polycom remote control. Press “Near” to select the in-room camera control. Press the “Arrow Keys” on the remote to move the camera up or down. Press the “Zoom” button to zoom in and out.
Placing a Video Call (Manual)
- Enter the IP address or endpoint’s host name
Use the on-screen dialing field to enter the IP address or endpoint’s host name. You may need to delete the previous address using the “delete” button. Then press “Call” on the remote control.
Placing a Video Call (Directory)
- Press the “Directory” button on the remote control.
Using the “Arrow Keys” on the remote control, find the entry to call and press “Call” on the remote control.
Answering a Video Call
- The system is set to automatically answer incoming calls.
When the Polycom VSX 5000 automatically answers a video call, the overhead microphone will be muted. For the remote location to hear the in-room participants, you must un-mute the overhead microphone by pressing the “mute” button on the remote control. When a video call is received, you will hear a ringing sound and may also see an on-screen message that includes the number of the person calling.
During a Video Call
- Check and adjust the picture from the in-room camera as well as the picture from the remote camera.
You adjust both cameras with the remote control. Press the “Near” or “Far” buttons on the remote control to select either your camera (near) or the camera at the remote site (far). Press the “Arrow Keys” on the remote control to move the camera up, down, left or right. Press the “Zoom Keys” on the remote control to zoom in or out. Do not be surprised if your in-room camera is also adjusted by the remote site.
- Position the PIP (Picture In Picture) on the screen
Press the “PIP” button repeatedly on the remote control. The Picture In Picture window will be turned on and off as well as moved to each corner of the screen.
- Adjust the video call audio level if necessary
The volume is adjusted via the “Volume” buttons on the lower right of the LCD monitor.
Ending a Video Call
- Press the “Hang Up” button on the Polycom VSX 5000 remote control.
This will disconnect the video call.
- Close the Polycom VSX 5000 camera shutter
Close the camera shutter on the front of the Polycom VSX 5000 (push lever to the left).
- Turn off the Olevia LCD monitor display.
The display is turned off with the button at the lower right of the screen. The blue LED is lit when the monitor is OFF.
- Return the remote control to the Circulation desk on the first floor.
Be certain that the remote control is returned by the person who originally checked it out.
FAQs
Leavey Library’s Rooms
Leavey’s Video Conferencing Rooms are located in the Lower Information Commons. Alternate rooms are in other Libraries.
| Lower Commons | IP (H.323) | Contact |
|---|---|---|
| LVL 3B | 128.125.139.148 | Administration Lobby (740-0049) |
| LVL 3V | 128.125.139.151 | Administration Lobby (740-0049) |
| Alternate Rooms | ||
| SSL 204 | 128.125.8.99 | Tony Pham (740-8507) |
| VKC B40E | 128.125.63.172 | Mary Clark (740-5386) |
| WAH B4L | 128.125.31.83 | Tony Gonzalez (740-1956) |
General Policy and Initial Setup
- Who should be contacted at Leavey Library to arrange a video conference?
John Bonham, Raul Franco, Christopher Hines or Doug Lichvar.
- Who can use the video conference equipment?
Faculty, staff and students may reserve 3B or 3V for video conference use up to three times each semester.
- Who has priority for using 3B and 3V?
Students will continue to have priority for these rooms unless a prior reservation has made for use of the video conference equipment.
- What happens if a faculty walks in without a reservation and asks to use either 3B or 3V with one or both rooms already in use as a CWR by students?
The video conference equipment is located in two Leavey CWRs. If either 3B or 3V is available, ask the faculty to use that room. If both 3B and 3V are in use, attempt to relocate the students in one of these rooms to another CWR. If that is not possible, check availability of an alternate video conference room (see above list).
- Who is responsible for setup of the Leavey video conference rooms before a video call?
The initial setup and operation is done by Leavey staff or student workers. If time allows before the video call, demonstrate the equipment and remote control for the user.
- Who is responsible for operation of the Leavey video conference equipment during the video call?
Ask the user if he/she would like to operate the conference or have you remain in the room.
Video Conference Equipment Use
- What equipment is used for a video call?
The video conferencing equipment consists of the Polycom VSX 5000 unit (on top of the LCD monitor), the Olevia LCD monitor and the ceiling mounted microphone. The Polycom and ceiling microphone are controlled with the Polycom remote control.
- What equipment needs to be switched on before a video conference?
The Polycom VSX 5000 should already be switched on. If not, the power button is located at the rear left of the unit. This unit should be kept switched on as it will go into a sleep mode between uses. The Olevia LCD display should be switched on with the button at the lower right of the screen and the input set to “S-Video 1”. Be sure to check the small on/off switch located at the right rear of the display. The front panel blue LED is lit when the LCD display is OFF.
- Why do I not see myself on the LCD monitor display?
Make certain the mechanical shutter at the front of the Polycom VSX 5000 is OPEN (push lever on top of camera to the right). You might also need to press “Home” on the remote control.
- How do you answer a video call?
The system is set to automatically answer incoming calls. Upon answering, the overhead microphone will be muted. For the remote location to hear you, you must un-mute the overhead microphone by pressing the “mute” button on the remote control. When a video call is received, you will hear a ringing sound and may also see an on-screen message that includes the number of the person calling.
- How do I manually answer a video call?
Press the “Call” button on the remote control.
- How do I manually place a video call?
In the on-screen dialing field, enter the IP address or endpoint’s host name. You may need to delete the previous address with the “delete” button. Then press “Call” on the remote control.
- How do I place a video call from the Directory?
Press the “Directory” button on the remote control. Using the “Arrow Keys” on the remote control, find the entry to call and press “Call” on the remote control.
- How do I control what I see during a video call?
You adjust the camera with the remote control. Press the “Near” or “Far” buttons on the remote control to select either your camera (near) or the camera at the remote site (far). Press the “Arrow Keys” on the remote control to move the camera up, down, left or right. Press the “Zoom Keys” on the remote control to zoom in or out.
- How do I control the PIP (Picture In Picture)?
Press the “PIP” button repeatedly on the remote control. The window will be turned on and off as well as moved to each corner of the screen.
- Why does the PIP (Picture In Picture) turn off by itself?
The PIP is turned off when the Polycom remote control is set on the table.
- How do I adjust the video call audio level?
The volume is adjusted via the “Volume” buttons on the lower right of the LCD monitor.
- What happens at the end of the video call?
Press the “Hang Up” button on the remote control and switch off the LCD monitor (lower right corner). CLOSE the mechanical shutter at the front of the Polycom VSX 5000 camera by moving the lever to the left. Return the remote control to the Circulation desk on the first floor.