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Singapore-MIT Alliance
Distance Education Handbook
Table of Contents
CHAPTER 3: GUIDELINES FOR USING RESEARCH INTERACTION ROOMS ....................................................................................................................................... 18
Policies and Procedures ........................................................................................................... 18
MIT Room Location and Contact Information ......................................................................... 18
Scheduling a Videoconference at MIT ..................................................................................... 19
Singapore Room Information ................................................................................................... 20
SMA Research Interaction Room Equipment ......................................................................... 21
Rooms 8-408 and 37-402 ........................................................................................................... 21 Introduction to Room Equipment ............................................................................................. 21 Running a Videoconference ..................................................................................................... 23 Using Data Sharing Tools ........................................................................................................ 25 Troubleshooting Problems ....................................................................................................... 28
Room 66-319 .............................................................................................................................. 29 Introduction to Room Equipment ............................................................................................. 29 Running a Videoconference ..................................................................................................... 31 Document Sharing Using Your Laptop .................................................................................... 35 Troubleshooting Problems ....................................................................................................... 36
Chapter 3: Guidelines for Using Research Interaction RoomsPolicies and ProceduresResearch Interaction Rooms promote and enhance interaction at a distance on research projects between SMA faculty and students. Hence, we give priority to groups that have this objective.
Standing meetingsSMA fellows, associates and research groups may schedule standing weekly research interaction meetings with colleagues in Singapore for up to one semester. (Fall semester runs from September 1 to December 31, and spring semester runs from January 2 to May 31.)
To maximize use of the room, please confirm all standing meeting reservations on a monthly basis. If you cancel a meeting, inform the SMA office immediately so that other faculty or students are able to use the room.
You may schedule non-research video interaction meetings if the room is available, but we do not accept standing reservations for this use.
Contact namesWhen you reserve a room, you must supply the names of an MIT contact and a Singapore contact.
LogisticsFaculty and students are responsible for coordinating all logistics related to the meeting: identify and reserve the rooms in Singapore and MIT, and confirm the dates, times and locations with counterparts in Singapore.
Note: Daylight saving time starts in the United States on the last Sunday of October at 2 a.m. and ends on the first Sunday in April at 2 a.m.
HousekeepingAfter your videoconference, please leave the room in good order.
No food or beverages are permitted in any of the research interaction rooms.
MIT Room Location and Contact Information
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Important note: In 8-408, turn off the plasma monitors after the meeting.
In 37-402, turn off the monitor after the meeting.
In 66-319, turn off the system by shutting off the Creston touch panel.
Room Location Room Telephone
IP Address ISDN Reservation Contacts
8-408
(Building 8, 4th floor, room 408)
617-452-4181 18.115.0.217 617-452-4176617-452-4177617-452-4178
Karl [email protected]
Molly Ruggles617.253.0937 (office) 617.594.4698 (cell)[email protected]
Peter Hess617.253.6435 (office) 617.594.4697 (cell)[email protected]
37-402
(Building 37, 4th floor, room 402)
None 18.33.0.231 617-452-3632617-452-3633617-452-3634
Karl Ozaeta
Molly Ruggles
Peter Hess
Jean [email protected]
66-319
(Building 66, 3rd floor, room 319)
None 18.63.4.85 (codec)
18.63.4.84 (PC)
617-324-6113 Karl Ozaeta
Molly Ruggles
Peter Hess
Scheduling a Videoconference at MIT1. Check the online calendar for room availability during the SMA-reserved hours: 6
a.m. to 10 a.m. and 6 p.m. to 10 p.m.
Room 8-408: http://calendar.yahoo.com/mit8408
Room 37-402: http://calendar.yahoo.com/mit37402
Room 66-319: http://calendar.yahoo.com/mit66319
2. Confirm that your counterpart in Singapore has reserved a room for the videoconference.
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3. Contact the person who handles reservations for the room (in chart above) at least 72 hours in advance.
4. Make sure to get the following information from your faculty liaison:
Code for the combination lock on outside door (8-408, 37-402) or the key for 66-319
Your username and password for the Stellar™ course management system, if you plan to download documents
Note: Before the videoconference, check the equipment in the room. (See Introduction to Room Equipment in this chapter for detailed information.) If any of the equipment does not work as described, refer to Troubleshooting in this chapter. Please report any equipment issues promptly to the SMA Office.
Singapore Room Information
Location IP Address ISDN Voice
NUS SMA Conference RoomE4-05-G 137.132.166.209 011-65-6873-0572 (PRI);
011-65-6873-7543; 44
011-65-68720695
NUS CIT Smart Classroom 137.132.1.170 011-65-68732246 011-65-68744585
NUS SOC Videoconference Classroom 137.132.86.87 011-65-68734984 011-65-
67731929
NUS SOE Smart Classroom(Engineering Smart Classroom) 137.132.165.49 011-65-68736231 011-65-
68744307
NTU Smart Classroom 155.69.240.80 011-65-68614452 011-65-97190927
NTU Research Interaction Room (Athenaeum) 155.69.34.223 None None
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SMA Research Interaction Room Equipment
Equipment Room 8-408 Room 37-402 Room 66-319
VC system PictureTel 970 PictureTel 970 Tandberg 6000
Cameras Main camera
Document camera
Main camera Main camera
Presenter camera
Conference table document camera
Credenza document camera
Monitors 2 plasma monitors 2 regular monitors 2 plasma monitors
Creston control panel No No Yes
PC WIN 2000 is the basis for the system
WIN 2000 is the basis for the system
Yes
Embedded multipoint (up to 4 sites)
No No Yes
Whiteboard tablet Yes – Wacom Mouse and Tablet
No No
e-Beam Electronic Whiteboard
Yes No Yes
VCR No No Yes
DVD/CD player No No Yes
Ethernet drop Yes Yes Yes
Wireless Ethernet Yes No Yes
Rooms 8-408 and 37-402Introduction to Room EquipmentThese rooms use the PictureTel 970 system for videoconferencing, but each room has different peripheral equipment available. Equipment marked with an asterisk (*) is available in 8-408 but not 37-402.
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Note: Before using the PictureTel system for the first time, please schedule a training session with your faculty liaison, either Peter Hess or Molly Ruggles, so that you become familiar with the operation of the system.
Plasma Monitors *
The On/Off switch for each monitor is located on the lower right corner. Press it to turn on the monitor. There is a green light in the lower right corner of the screen when the monitor is on. In a few seconds, you see an image on the right screen. There is no image on the left screen until the session starts.
Note: The plasma monitors can suffer permanent damage if they are left on or inactive for extended periods of time. Please be sure you turn off the monitors at the end of your videoconference.
Computer
The PictureTel system has a Windows 2000 PC to manage communications and other aspects of your videoconference. Do not use the computer power switch to start up or shut down the system.
Remote Control Devices
The PictureTel system has the following devices:
PictureTel remote control
Document camera remote control *
Wireless keyboard
You can use either the keyboard (Remote A) or the larger of the remotes (Remote B), or a combination of the two, to control the camera(s) and manage the videoconference session. Use the smaller remote (Remote C) to turn on and adjust the view of the document camera.
Wacom Mouse and Tablet *
Use the Wacom mouse to control the tablet. (The mouse does not work if you use it on the tabletop.) The Wacom mouse functions similarly as a computer mouse. The Wacom tablet also has a special pen. Both the pen and the mouse work with the on-screen whiteboard application. The small yellow ready light at the top center of the tablet turns green when you use the mouse or the stylus.
Main Camera
The main camera is located above the plasma monitors. You can control the camera either with Remote B or through the on-screen menu.
Main camera controls:
Select the camera to use (main camera or document camera)
Adjust the camera range (close-up or wide-angle)
Automatically point the camera at the speaker using the auto point feature. Auto point usually responds after a slight delay.
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Pan or tilt the camera
Document Camera *
The document camera is located in the ceiling above the table. When you turn it on, it appears in the list on the left side of the PictureTel screen. If you do not see it in the list, use Remote C to turn it on. Keep it on for the entire videoconference. To activate the camera, double-click on the Document Camera icon. To switch back to people, press Ctrl+F and then click the Main Camera icon.
Document camera controls:
Use the buttons on the Remote C to zoom in and out on the document.
Adjust the document position by changing its placement on the tabletop.
Switch cameras by clicking the camera buttons in the People and Content menu on the left side of the screen.
For information regarding on-screen whiteboard and document sharing, see the Using Data Sharing Tools section in this chapter.
Running a Videoconference Before you begin, you may want to restart the computer. It is not required, but a freshly restarted PC is usually more stable.
To restart the research interaction room PC:
1. Close down the PictureTel software before restarting by clicking the in the top right corner.
2. Go to Start > Shut Down > Restart.
The Login dialog box appears populated with username and password.
3. After you login, the PictureTel software loads automatically. The process takes a few minutes.
To initiate a videoconference:
1. If you are using room 8-408, turn on the In Use light. The switch is on the wall near the door — second from the hallway. The In Use light alerts people outside the room that a videoconference is in session.
2. Turn on each monitor using the pushbutton switch in the lower right corner.
The PictureTel application should appear on the monitor. If it is not, check the toolbar at the bottom of the screen and maximize the application by clicking the icon in the toolbar.
3. If you need to download material from your Stellar class Website, use your Stellar Website username and password to log in. If you don't have a Stellar Website login ID and need one (your Athena ID won't work), contact a faculty liaison.
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4. Click the Make a Call button in upper left side of screen to place the call to your counterparts in Singapore.
5. Click the Directory button and choose the receiving site for the videoconference. Alternatively, you can type the receiving IP address in the box.
6. Click on Call Now button at the bottom of screen and wait while the system connects with the remote site.
If you have trouble in making the connection, refer to the Troubleshooting section at the end of this chapter.
7. Check the audio once you connect to the remote site. Speak in your normal tone of voice and confirm that both sides can hear each other. If the other side cannot hear you, confirm that the Mute feature is not set. (See Adjusting Audio During a Videoconference in this chapter for more information.)
Receiving a Videoconference
Follow the first three steps to initiate a videoconference. When the remote site makes the connection, perform the same check on audio to ensure that both sides can hear each other. You are able to share applications and documents and use the document camera (in 8-408), just as you would if you had initiated the call.
Adjusting Audio During a Videoconference
You can adjust the volume using the volume controls on Remote B, or by clicking the Volume button at the bottom of the PictureTel screen.
The mute setting prevents people at the remote site from hearing you. This feature may be useful if you wish to speak to colleagues in the room with you without being heard by the remote site. You can change the mute setting using the mute button on Remote B or by clicking the Mute button at the bottom of the PictureTel screen. In order to be audible to the remote site, confirm that the mute setting is not activated.
To end a videoconference:
1. Click the Hang Up button on the screen to end the call.
2. If you have shared documents, take them off the list using Add/Remove. (See Using Data Sharing Tools in this chapter.)
3. Delete any documents you have placed on the desktop or in My Briefcase.
4. Turn off the monitors. This is especially important in the case of the plasma monitors in 8-408, which can suffer damage if left on for an extended period.
5. Turn off the In Use light and other room lights.
6. Close the door and make sure it is locked.
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Using Data Sharing Tools There are different ways to share your documents on the PictureTel system, depending on whether you are connected with another PictureTel 970 system or with a non-PictureTel unit.
Data Sharing with another PictureTel 970 unit (Using the videoconferencing system PC)
You can share data using the room computer — either using the Add/Remove Documents button, Application Sharing, or the on-screen whiteboard.
To share data using Add/Remove Documents:
1. Make sure the documents are on the room computer.
2. Click Add/Remove Documents at the lower left of the PictureTel monitor.
3. Browse to locate the document.
4. Click Add Document to add it to the list.
Repeat this process to add other documents.
5. Double-click the document name in the list to display it on the monitor. Both sites can see it at the same time.
To share data using Application Sharing:
1. Launch the application and open document you want to share.
2. Click on the arrow in the top right corner of the monitor, and select Share This Application.
3. Once you have initiated application sharing, both sites can see it at the same time.
To share data using the on-screen whiteboard:
1. On the room PC, select Start > Whiteboard.
2. The Whiteboard displays on your monitor and on the monitor at the remote site. If the remote site has also initiated the whiteboard you can add to it, but cannot quit or remove it from view.
3. Use the mouse (or the graphics tablet and pen in room 8-408) to write on the whiteboard.
4. Click or tap on the color palette at the bottom of the screen to change colors.
5. To remove the whiteboard from view, either minimize it (using the box in top right corner) or quit if you no longer need the application.
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Note: If you need to share documents during your video call, please arrange for an orientation with your faculty liaison before the conference.
To remove an application or document from view, use the minimize button in the top right corner.
Data Sharing with a non-PictureTel Unit
To share documents, videoconferencing equipment at both ends must support document sharing. The PictureTel 970 system supports document sharing, thereby enabling both sides to share documents. If you're not sure whether the remote site has the necessary equipment, contact a faculty liaison to arrange a test.
You can use the following methods to share data when communicating with other brand videoconferencing systems: your laptop, NetMeeting, or the eBeam Electronic Whiteboard.
To share documents from your laptop:
Note: This method yields a lower-quality image on the far end.
You can use either a Mac or PC with a VGA video out connector, which is standard on both. We recommend that you contact a faculty liaison to arrange a test before your first use.
1. Set laptop screen resolution to either 1024x768 or 800x600.
2. Plug the VGA cable into VGA port on computer.
In 8-408, the cable is on the table.
In 37-402, the cable is in the cabinet below the monitor.
3. Send video to external VGA port. On a Mac, use the control panel. On a PC, use the key combination Fn-F8, which is on most PCs.
4. The word “Laptop” appears in the People and Content menu of the PictureTel 970. Select Laptop from the menu.
The laptop display should be mirrored on the right PictureTel monitor
If the Laptop option does not appear on the menu, repeat Step 3.
To share documents from a PC using NetMeeting:
Note: This method yields a high-quality image on the far end.
You can use either the system PC or your laptop if it has NetMeeting installed and configured. Contact your faculty liaison for assistance.
1. Initiate a videoconference.
2. Download lecture notes from your Stellar class Website. (Log in with your personal username and password.)
3. Start NetMeeting by double-clicking the icon.
4. Open the NetMeeting directory by one of the following methods:
Rev. 2.1 July 2003 26
Click the Address Book icon or select Call > Directory from the menu bar. In the Find Someone window, select the lectern PC in Singapore for sharing, and click the Call button.
Click the Call icon and type in the IP address of the receiving computer.
The calling and answering locations display in the NetMeeting window when the connection is made.
5. Click the Share Program icon or select Tools > Sharing from the menu bar.
6. In the pop-up window select Desktop, and click Share. (You must be in an active call to share.)
7. In the NetMeeting window, select Call > Do Not Disturb from the menu bar.
8. Close the NetMeeting Sharing Window.
9. Close the NetMeeting Directory window.
10. Keep the NetMeeting window open.
11. Open a PowerPoint presentation.
If when launching NetMeeting you see the message, “NetMeeting cannot be started now because another program is using conference features,” do the following:
1. Press Ctrl+Alt+Delete.
2. Click the Task Manager button.
3. Select the Process tab.
4. Select “conf.exe” from the list, and click the End Process button.
5. Close the Task Manager.
6. Launch NetMeeting again.If you still have problems, hang up your videoconference, re-do the first five steps, and initiate your videoconference again.
To share data using the eBeam Electronic Whiteboard (8-408 only)
1. On the room PC, click the eBeam mouse icon on the Desktop, or click Start > Programs > eBeam > eBeam Mouse.
For best results, calibrate both the eBeam and the shortcut strip before each use.
2. In the eBeam toolbar, click the Full Screen icon. The full screen eBeam window appears in the PictureTel whiteboard.
3. Write on the board using the specially encased eBeam markers.
Hold the markers perpendicular to the whiteboard.
Do not hold the maker by the end-cap because this causes it to loosen.
Use the eBeam eraser to erase just part of the board. To erase the whole board, see step 5.
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4. When a board is full, use the Shortcut Strip affixed to the whiteboard to clear the digital representation of the board. You can store the board on the computer, as follows:
Use an eBeam marker to click on the upper icon in the Shortcut Strip by pushing the marker tip hard against it.
Verify that the board has been cleared successfully by noting that the whiteboard on the computer screen is blank and that the indicator on the bottom of the eBeam window has advanced to the next board in the sequence.
Use any board eraser (not necessarily the eBeam eraser) to erase the full board and continue your work as before.
You can display an earlier board on the local screen and at the remote location at any time by clicking on its numbered icon at the bottom of the eBeam screen.
5. Save the file that contains the electronic boards you created in your lecture as follows:
Click on the full screen icon in the Tool Bar to exit from full screen mode. (You can also use the Escape key.)
Choose Save or Save As from the File menu and navigate to the following folder, if it exists. Otherwise, save the file on the desktop.
C:\Documents and Settings\My Documents\SMA
Give the file a name that includes the course number and the date in the form: SMA5401 10-1-01
6. Exit from the eBeam program.
Troubleshooting Problems
Issue Solution
Cannot see or hear people on the receiving end
Hang up call and make a new call.
Screen or system appears to be frozen
Wait approximately 30 seconds to see if it self-corrects.
After 30 seconds, hang up the call and make a new call.You lose audio for remote site, or both sites
Communicate with the other side in writing, either by writing a message on a piece of paper (hold it up to the main camera), or using the document camera.
Make sure that volume controls are at proper levels.
If these steps do not restore the audio, the originating site should hang up and initiate a new call.
Problems persist Restart the system and reconnect.
At any time, if you are unable to successfully make a new call, close all programs and restart the computer. Go to the Start Menu, select shutdown, and then choose Restart from the pop-up
Rev. 2.1 July 2003 28
menu.
If on the second try you encounter problems, restart the system and reconnect.
If the system is still locked, press the soft reboot button on the PictureTel PC.
If your attempts to resolve issues fail after you have restarted the system, call Molly Ruggles, Peter Hess, or send email to [email protected]. Please provide as much information as possible about any error messages or other symptoms that you have observed.
Note: This system does not have 24 hour dedicated support, but someone will respond to your call as soon as possible.
Room 66-319Note: Before using 66-319 for the first time, please schedule a training session with your faculty liaison so that you become familiar with operating the system.
Introduction to Room Equipment
Crestron Control Panel
Use the Crestron control panel on the conference table to control all components of the videoconferencing solution in Room 66-319. You can also move this panel to the credenza to make it easily accessible from the lecturer’s position. This room uses the Tandberg 6000 videoconferencing system to connect to remote sites.
Plasma Monitors
There are two monitors in the room: one facing the conferencing table and the other located in the back of the room facing the presenter’s position. The Crestron control panel automatically controls both monitors, so there is no need to switch them on and off as in the other two research interaction rooms. If you discover that a plasma monitor has been turned off, please switch it on using the button in the lower right corner under the screen.
Computer/Laptop
A Dell GX-150 Windows 2000 PC is located in the middle section of the credenza. To log in using the Crestron control panel, please use the username “sma” and password provided by your faculty liaison.
You can use the Crestron control panel as a monitor for the PC. The PC is always on, so you should not use the computer power switch to turn it on or off.
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If you want to use your own laptop for the presentation, there are two computer VGA connections in the room: one at the head of the conference table and the second in a well on top of the credenza.
Remote Control Devices
Room 66-319 has the following remote control devices, both of which you can use from either the conference table or the credenza to control the built-in PC in the credenza:
Wireless keyboard
Wireless mouse
Cameras
You can control the two cameras located above the plasma monitors through the on-screen menu on the Crestron control panel. You can also pre-program five preset buttons for the main camera, one wide-shot and four individual views, plus two other preset buttons for the presenter’s camera at the back of the room, one for the whiteboard and one wide-shot.
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Document Camera
There are two ceiling-mounted document cameras in the room, one at the head of the table and the other one above the credenza.
Running a Videoconference You can use room 66-319 in two different modes:
1. Local A/V mode for audio/visual presentations within the classroom
2. Distance Learning mode for meetings at a distance.
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Click the Distance Learning Session button to run a videoconference.
On the Distance Learning Mode screen, you can do the following:
Launch the calls
Change the way the far-end and new-end images are being displayed
Preview and send various sources to the far-end location
Use the Preview and Send buttons to control which images are sent to the remote side. For example, to preview the image on the PC, press the Preview button below the PC label. To send that image to the far-end, press the Send button.
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Use the Mute Mics button to mute all microphones in your room.
On the Volume panel, use the A/V sliders to control volume on the VCR, DVD, and Cable TV; the volume far-end slider controls the volume at the remote location.
The Display Windows button allows you to select the most appropriate display of the plasma monitors among the 3 available setups:
Large view of the far-end
Side-by-side views of the far-end and near-end
Large far-end view in the center of the monitor with 2 small views of the far-end and near-end on the left side.
Select the Codec Control button to connect and disconnect calls. See more information below.
If you need to download material from your Stellar Website, use your Stellar Website username and password to log in. If you don't have a Stellar Website login ID (your Athena ID won't work), contact your faculty liaison for assistance.
To initiate a videoconference:
1. Click the Codec Control button to see the following on-screen control panel:
Rev. 2.1 July 2003 33
If connecting via IP, type the IP address separated by asterisks (e.g., 18*115*0*217). If the address has been saved from a previous session, use the Directory button to access it.
If connecting by ISDN, dial 9 followed by the number you are calling.
The IP network is routinely used for videoconferences, with the ISDN network used only as back up. (Singapore would typically place a call to you in this situation. Click the Connect button to accept the incoming call.)
2. To originate a multipoint conference, click the Connect and Directory buttons each time to connect an additional site (The system is capable of bridging up to four locations, including yours, using all IP, all ISDN, or a combination of connections.)
3. If additional sites dial into your system, press Connect to accept the call. The quality of the multipoint conference is considerably higher when all sites use the IP network since IP has higher bandwidth for each site.
4. Check the audio once you connect to the remote site. Speak in your normal tone of voice and confirm that both sides can hear each other. If the other side cannot hear you, ensure that the Mute feature is not on.
5. Click the Move PiP (Picture in Picture) button to change your PiP image display to one of three different locations on the Plasma monitor. Each time you press the button, it moves the image to a new position. Press this button until the image to turn off the PiP.
6. Several microphones are active at all times, and they pick up voices from any location of the room. The lecturer may use a wireless lavaliere microphone located in the middle area of the credenza when lecturing from the corner of the room in the presenter area, if desired. Turn on the lavaliere before use. Make sure you press the credenza door to release it.
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To receive a videoconference:
1. Make sure the computer and the plasma screens are on.
2. When you see the incoming call, click the Codec Control button and then the Connect button.
3. Check the audio once you connect to the remote site. Speak in your normal tone of voice and confirm that both sides can hear each other. If the other side cannot hear you, ensure that the Mute feature is not on.
You are able to share applications and documents and use the document camera just as you would if you had initiated the call.
To end a videoconference:
1. Click the Codec Control button on the Crestron control panel.
2. Click Disconnect.
3. Delete any documents you have placed on the desktop or in My Briefcase.
4. Close the door and make sure it is locked.
Document Sharing Using Your Laptop1. Set the screen resolution on your laptop to either 1024x768 or 800x600.
2. Plug the laptop cable (either the head of the table or the credenza) into the VGA port of your laptop.
If you need Internet access, there is an Ethernet drop wired into the conference table.
Wireless Ethernet is also available; however you need to have registered with MIT Information Services in order to use it. You can find instructions for both DHCP and Wireless registration at http://web.mit.edu/is/help/dhcp/roam.html.
3. Send video to external VGA port. On a Mac, use the control panel. On a PC, use the key combination Fn-F8, which is available on most PCs.
4. Use the Preview Button on the Crestron control panel to preview your presentation on the laptop.
5. Press the Send button to send the laptop image to the remote site.
6. If the Laptop option does not appear on the menu, repeat the step.
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Troubleshooting Problems
Issue Solution
The plasma screens are black The monitors have been turned off manually. To turn them on, press the button under the lower right corner of the screen.
You lose audio for remote site, or both sites Communicate with the other site by writing a message and holding it up to the main camera or using the document camera.
Check that volume controls are set at proper levels.
Check that the Mute Mics button on the screen has not been pressed.
Check that the Mike Off setting in the Codec Control has not been pressed.
Check that the Crestron control panel is plugged into the proper 15-pin connector.
If these steps do not restore the audio, the originating site should hang up and re-initiate a call.
If your attempts to resolve issues fail after you have restarted the system, call Molly Ruggles or Peter Hess. Please provide as much information as possible about any error messages or other symptoms you have observed. Although this is a self-serve room that does not have a 24-hour dedicated support, your faculty liaison will respond to your call as soon as possible.
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