Handbook for the use of Media Services Equipment in Central Classrooms and Lecture Theatres Gavin Warnock 1
Media Services is responsible for all Learning & Teaching resources in centrally bookable rooms. When Media Services was first established in 2004 only one lecture theatre out of over 190 came close to the agreed standard. A strategy was agreed and funding provided via a HEFCE grant to upgrade a number of centrally bookable rooms. So far 79% of all rooms on the Southwark campus have; data projector, VHS/DVD playback, amplifier, stereo audio, PC on the network and input sockets for laptops and RGB devices. Media Services approach to staff training is evolving. Currently all staff can make requests for one to one training via the Building Services (BSD) helpdesk, which can be contacted on 6800, or email bsdhelpdesk@lsbu.ac.uk. The BSD helpdesk is where all users must first contact in order to arrange booking of media equipment or services. The BSD helpdesk operates a digital helpdesk which tracks job requests and enables evidence gathering on the effectiveness of Media Services. The majority of teaching rooms have an internal only telephone, all staff are reminded that the security emergency number is 2222. Media Services also operates a comprehensive website, at the moment this is only available on the intranet at; http://www.lsbu.ac.uk/mediaservices/ The website includes details on all centrally bookable rooms and has downloadable instructions on how to use the media equipment. All users are advised that portable AV equipment such as OHP s often get moved from room to room by inconsiderate users, if you require an OHP to be present in the room you must contact the BSD helpdesk. Media Services is continually trying to improve the services it can offer, and is currently involved in several improvement projects amongst these are a teaching quality enhancement fund initiative, Video streaming to Blackboard, Digital signage and the Media Services training centre. Media Services always wants to the hear your comments and suggestions, these can be emailed directly to gavin.warnock@lsbu.ac.uk Gavin Warnock Media Services Team Leader Gavin Warnock 2
Media Services Service Level Agreement Media Services core activity is the provision of AV equipment in centrally bookable teaching and learning accommodation. Media Services endeavors to ensure that all equipment and support systems are functional and provide a rapid response service for reported defects and problems. Media Services offers learning and teaching support services to all staff in various forms. Media Services operates between 9.00am and 5pm, however limited support is available outside of these times, for more details please contact the Building Services Helpdesk on extension 6800 or email bsdhelpdesk@lsbu.ac.uk. Bookings for Media Services equipment and Media Services staff support must be made via the Building Services Helpdesk on 6800 or email bsdhelpdesk@lsbu.ac.uk the minimum time to guarantee your request is 48 hours. Users of Media Services should expect that the equipment in the central teaching rooms should be in good order and be immediately available for use. Should problems occur then the Helpdesk must be contacted as soon as possible. The majority of centrally bookable rooms have internal telephones. Media Services staff do carry out regular checks of the facilities under Media Services remit, this however does not guarantee that the facilities in these rooms will always be fit for use. In these instances Media Services expects that staff will inform the Building Services Helpdesk as soon as possible. Media Services staff will respond when in receipt of a request from the Building Services Helpdesk. The nature of the problem will determine the speed of response to the Building Services Helpdesk request. In general the following three categories can be applied; 1. Learning & Teaching is being immediately prevented by faulty equipment (within twenty minutes) 2. Learning & Teaching can take place but equipment needs to be repaired or replaced (within two days) 3. Learning & Teaching is taking place but the equipment is not fit for purpose (within one week) For example; Responses to requests from the Building Services Helpdesk can take various forms. In category 1, a Media Technician needs to attend to the problem as soon as possible. In category 2, equipment needs to be removed, repairs initiated and replacement equipment if needed must be ordered. In category 3, specific requests about the facilities in rooms and the need to improve the facilities need to be sent directly to the Media Services Team Leader on extension 7738 or email gavin.warnock@lsbu.ac.uk. The Media Services Team Leader will make an assessment and respond within one week. Gavin Warnock 3
The range of services that Media Services offer include the following; Audio Visual support to all central teaching rooms, the majority of central teaching rooms have, whiteboard, overhead projector and video playback facilities. Currently 75% of central teaching rooms are fitted with data projection, VHS/DVD playback, PC on the network and in some larger rooms a document camera. More details of what equipment is in specific central rooms can be found at; http://www.lsbu.ac.uk/mediaservices/ Media Services provides audiovisual loans, advice, support and training. This includes the loaning of data projectors, laptops; slide projectors, digital video cameras, digital stills cameras and audio cassette players. No charge is made for the loan of equipment for core activities but loss of or damage to loaned equipment will be charged to Faculties and Departments. It is the responsibility of the recipient of the loaned equipment to return the equipment in good condition and at the due time. If the equipment is lost or damaged or fails to be returned then Media Services will approach the Head of Department or Pro-Dean for recompense. Where this service is provided for an income-generating event, this service will be charged as part of the top slice. Equipment is loaned to staff and students for the purposes of University business. The operation of equipment will be demonstrated on request. It is best to indicate this at the time of booking. The students AV loans service requires the permission of their tutors but currently the priority is for staff bookings. Certain items of equipment are in high demand and during busy times and there may be limits placed on loan periods. Restrictions on the loan period apply to the most popular items such as portable data projection, laptops and digital cameras. Telephone support is available for user and operator advice. Media Services can on request provide recording services to staff. This for example can include the filming and photographing of an important lecture, event or conference. Other services also include tape duplication, transfers from VHS, mini DV to DVD/CD, digital video editing, large format printing and a limited off-air recording service. Where the service is provided for an income-generating event, the service will be charged as part of the top slice. Media Services will also (where appropriate) collaborate with Faculties and Departments who require technical support for their own lecture rooms and classrooms. Currently this service can only offer support in certain areas, please contact the BSD helpdesk on extn 6800 or email on bsdhelpdesk@lsbu.ac.uk for further details. Media Services provides an audiovisual consultancy and systems design service. This service provides access to the wealth of experience amongst the AV team in finding appropriate AV solutions for learning and teaching. The AV consultancy is freely available to all areas of the University. This service includes staff training, and liaison with other university central departments such as Building Services and Security. Any Department wishing to purchase Audio Visual equipment in the first instance must make reference to the Media Services Manager to ensure that the equipment being purchased is fit for purpose and demonstrates value for money and is within the current framework agreement for the purchasing of Audio Visual equipment. More information on Media Services is available on the building services website at; http://www.lsbu.ac.uk/mediaservices.htm Gavin Warnock Media Services Team Leader Gavin Warnock 4
Common Questions/Problems I need help who do I call? Call the BSD Helpdesk on 6800 I do not know how to use the equipment Either book a short training session with one of the Media Technicians via the BSD helpdesk, or book a place on the staff development course that deals with power point an equipment use. Downloaded instructions are also available on the media services website at; http://www.lsbu.ac.uk/mediaservices.htm How do I log in to the PC in the room? Use your LSBU login user names & password; this will also load your profile on to the PC in the room. Staff without a LSBU user name should login as; visitor and the password can be found through the staff gateway. Some functionality of the PC is lost when logging in as a visitor. Do you have cameras/microphones etc to record lectures? Yes we can supply mini DV cameras & tripods, advanced booking is recommended. Can you copy tapes & DVDs? Yes we can copy from VHS to Mini DV and to DVD. We cannot duplicate commercial material without copyright permission from the publisher. Do you do Video Conference? Yes we have a portable Video Conference unit, further details on request Can you provide streamed video? Yes we can either provide a live video stream or an archiving service for use with Blackboard Can you print large Images? Yes we can print up to A2 Can you support my external event? Yes we can provide a short introduction to the resources or all day support. Can you supply wireless microphones? Yes we can provide wireless mic s in most of the lecture theaters and elsewhere I would like to suggest some changes to the set ups in the rooms Please contact the Media Services Team Leader on 7738 of email; gavin.warnock@lsbu.ac.uk I want to complain, who do I call? In the first instance contact the helpdesk on 6800 or email; bsdhelpdesk@lsbu.ac.uk How do I arrange for a laptop & data projector and/or OHP to be in a room? Contact the BSD helpdesk on 6800 or email bsdhelpdesk@lsbu.ac.uk Please keep in mind that 48 hours notice is required. For bookings at peak times we may not be able to support every request I need to borrow a laptop/camera/data projector for an external event/presentation/research This is possible but responsibility for the equipment is entirely with the hirer. We do not have the resources for long-term loans but we can support loan periods that are for example linked Gavin Warnock 5
to a specific event that takes place over several days. If the event is overseas the hirer must take out insurance on the equipment. Instructions for using the AV equipment, Events Theatre To turn the data projector on, press the System On button on the lectern control panel. If you intend to use a computer (PC or laptop) press the Data button on the control panel. If you intend to use a video or DVD, press the DVD or VHS button on the control panel. Lectern Control Panel System On System Off Select Laptop Select DVD VHS/DVD Controls Volume up Mute Volume Down Select VHS The PC is located on the bottom lectern shelf. To turn it on press the central power button. To use a laptop computer, plug the laptop s VGA cable into the socket at the right side of the lectern. Then press the Laptop button on the control panel. The VCR/DVD Player is located on the middle lectern shelf. Control Panel PC Keyboard VCR/DVD Player PC Lectern with Control Panel, Keyboard, VCR/DVD and PC The cabinet next to the screen contains amplifiers only. These should not be adjusted. To turn the data projector off, press the System Off button on the control panel once. Gavin Warnock 6
Instructions for using the AV equipment, London Road, Keyworth Centre & Borough Road To turn the data projector on, press the Power button on the wall-mounted control box. If you intend to use a computer (PC or laptop) press the Computer button on the control box. If you intend to use a video or DVD, press the Video button on the wall-mounted control box. Then press the Video button on the control panel at the top of the AV cabinet. Turn on the VCR/DVD player and use as normal. Power Button Video Computer Volume up Wall-mounted Control Box Volume Down The cabinet below contains a control panel, an amplifier, a VCR/DVD player and a PC. To use the PC, ensure the dial on the control panel is turned to PC Press the central power button on the PC. To use a laptop computer, plug the laptop s VGA cable into the socket on the control panel. Then turn the control panel dial to Laptop. Socket for Laptop VGA Lead Switch to select PC or Laptop Inputs for external video source Select Video Amplifier VCR/DVD Player AV and PC Cabinet PC PC On/Of Switch Gavin Warnock 7
To turn the data projector off, press the power button on the wall-mounted control box twice. Instructions for using the AV equipment, Castle, Manor, Lodge & L17 To turn the data projector on, press the System On/Off button on the lectern control panel. If you intend to use the PC, press the PC button on the control panel. If you intend to use a video or DVD, press the DVD or VHS button on the control panel. To operate the slide projectors, press Slide 1 or Slide 2. Select Laptop Select PC On/Off Button Select VHS Slide 1 Slide 2 Lectern Control Panel Select DVD Volume Controls VHS/DVD & Slide projector controls The PC is located on the lower lectern shelf. To turn it on press the central power button. To use a laptop computer, plug the laptop s VGA cable into the socket to the right of the control panel. Then press the Laptop button on the control panel. The VCR/DVD Player is located on the lower lectern shelf. Control Panel Lectern with Control Panel, Keyboard, VCR/DVD and PC PC VCR/DVD Player To turn the data projector off, press the System On/Off button on the control panel. Gavin Warnock 8
Notes Gavin Warnock 9