Room Reservation Kiosk Setup

To setup the LL2 KIOSK for reserving rooms in the Graduate or Faculty area of LL2:

1.Login under "Circ"

2. Open Google Chrome and go to https://libraries.ou.edu/user/

3. Select "Cancel CAS login"

4. On this login screen, enter the username based on your location:

• Grad Side: gradres
• Faculty Side: facres

5. Password: S00n3rs!

6. Launch the Kiosk Pro App at te bottom right of the screen. 

7. Select  "User Account | University of Oklahoma Libraries" (username: circ, password: circ)

8. Select "Study Room Availability | University of Oklahoma Libraries" 

7 Day Rooms

For the rooms that can be checked out multiple days we will need to run the "Loaned Faculty Room Keys" report from Alma and verify that the user has also made a reservation for the room via the room checkout system.

Alma Report

1. Log in to Alma.
2. Hover over the "Analytics" tab.
3. Select "Design Analytics".
4. Hover over "Favorites".
5. Select "Loaned Faculty Room Keys".
6. Compare the dates and patron for which those rooms are reserved in the room reservation system on libraries.ou.edu.
7. Ensure that the same person has the room reserved and the key checked out.
8. Reserve the room for them as "Admin" if that has not already been done.

Room Reservation

1. Find the desired room on the room reservation website. 
2. Click "Reserve Room", and select the first block of time on the first day of the reservation period. 
3. Under type of reservation, select "Admin".
4. When assigning times, reserve the room for the amount of time equivalent to the length of the entire day. 
5. Put in your information, and then select "on behalf of someone" and input the patron's information. 
6. Select "Save Reservation". You should receive a confirmation email for the reservation.
7. If the room is being reserved for 7 days, you must repeat this process 7 times. It may be easier on both you and the patron (in the case that the patron is present while you are creating their reservation) to have the patron leave their name and OU email address. 

The rooms on LL2 have setups that can vary from room to room. See the attached map to see the differences. 

There is new signage for events in the LL2 Scholars Lounge. 

The LibEvents calendar should indicate when this acrylic is needed. 

LL2 Keurig

LET Team members should fill the water so that there is hot water ready for people that want to have coffee.

Please alert Eric to any trouble/maintenance that is needed.

Cleaning Instructions

See the link below for instructions on how to properly clean a Keurig.

Keurig Support

For Keurig questions, see Keurig support.

Data Analytics, Visualization, & Informatics Syndicate (DAVIS)

DAVIS is located on the graduate (south) side of the LL2 area.  It is managed by Mark Laufersweiler.

Checking out Bookshelves

Bookshelves located in graduate student and faculty reading rooms are available for storage of research materials on a first-come, first-served basis. Bookshelves may be checked out to graduate students and faculty members for 60 days, with the option for one renewal. All library materials stored on the bookshelves must be checked out to the individual. Library items not checked out to an individual will be returned to the library collection. Personal items left on unassigned bookshelves will be taken to the Lost & Found located at the circulation desk on the main floor.

University Libraries is not responsible for items stolen or missing from the bookshelves.

Checkout Procedure

To checkout a shelf: Find a shelf that is empty and is tagged “Available.”  Take the “Available” card to the circulation desk on the main floor of Bizzell and use your OUID to check out the shelf.  Circulation personnel will keep the available tag, and your shelf will be labeled reserved. It is then yours to use to store research materials for 60 days. At the end of 60 days, you will receive an email notice from the library to either renew your use for another 60 days or remove items from the shelf so it can be used by others. If you do not renew, items should be removed from the shelf within 5 business days.  Items left for more than 5 days on an unassigned shelf will be returned to the library collection and/or taken to Lost & Found.

ID Auditing

• Get the ID unit from the Soonercard office by emailing Chris Gillette
• What you will need for an audit.
  • Scanner equipment from Soonercard office
  • Ethernet cable for equipment
  • Mobile podium
  • Sticker dots with the semester and year written on them (Example: F19)
• Setup the unit for scanning on the cart in LL2
  • see directions (in progress)
• When you have confirmed an authorized user, place a sticker on their ID. They can show you this sticker in place of swiping their ID again.
• If you encounter Unauthorized users, log them onto the spreadsheet in the event that a card needs to be disabled.
  •  Authorized users without a valid ID they need to go to circulation to get a loaner card for the day.
  • When an authorized user is caught letting others in:
    • 1st Encounter : Verbal warning & logged into spreadsheet : Unauthorized users need to leave
      • Dialog example for a Verbal Warning: The Zarrow Center is intended for graduate student and faculty use only. To make sure we preserve the space for those users, we will need undergraduates users to leave. Nonobservance of this policy can results in loss of lower level 2 access and fines. However, there are study spaces available on Lower Level One, the third and fourth floor.
    • 2nd Encounter: ID is turned off & all users need to leave.  Unauthorized users are ticketed/fined from security.
• If you encounter a belligerent or uncooperative user, contact your supervisor or security immediately. 

Skype Setup

To use the video conferencing hardware in the LL2 conference rooms:

1. Plug in HDMI and USB cables to your device.
2. Open Skype.
3. Click "Preferences" or "Settings".
4. Click on the "Audio/Video" or "Audio & Video".
5. Change "Video" to [ROOM#]-USB-BRIDGE.
6. Change "Speakers" to [ROOM#]-USB-BRIDGE Sound Card.
7. Change "Microphone" to the device's internal microphone.
   • The room microphones do not work.

The AV box should look like this:

Use the controls on the Crestron panel on the wall to move the room camera. The camera in the faculty conference room cannot see the chairs closest to the TV.

Method 1: Hosting a Meeting via the Crestron Panel

Use for:

• Face to face conferencing
• Calls that don't require screen sharing or recording

Procedure:

*Needs work 11/14

Method 2: Hosting a Meeting via a Personal/Library Laptop

Use for:

• Calls that require screen sharing and/or recording

Procedure:

1. Connect the host computer to the presentation screen of choice. 
2. Open a web browser and visit: https://zoom.us/signin/
3. Sign in with the username and password provided in the calendar/by Eric. 
4. From the left column on the main page, select "My Meetings", then the tab for "Upcoming Meetings". 
5. The scheduled meeting should come up as an option. Select "Start" to begin the meeting. 

• If the meeting host needs to use the screen sharing option, it should be present in green at the bottom toolbar of the video conferencing screen that appears once you have begun the meeting. 
• If the patron needs to record the meeting, the meeting options can be altered to record the meeting as soon as it begins (see left column "My Meeting Settings")

Using Lockers

Lockers are to be used for only one day.  

If you discover a locker that contains items from the night before, place a sticker inside the door to provide a warning.  Make a note in the locker/room spreadsheet so the rover for tomorrow can check the locker status and empty/clean out if necessary.

User Lock Instruction Video

Manager Lock Instruction Video

Public Lost and Found Policy

Timesheet weeks are now faculty shelf audit weeks. Weeks we don't do timesheets will be for graduate shelf audit. 

Link to shelf audit spreadsheet

Auditing Shelves

Each week, LET will audit the books on each shelf of either Faculty Research Room or the Graduate Research Room, alternating which room on a weekly basis. When we do this, we are searching for books that are not checked out to the patron, allowing us to find missing books from the stacks.

1. Take the laptop & cart to the shelf you are searching.
2. Log in to Alma at https://libraries.ou.edu/alma with the username Let1 and password Findthings!
3. Enter the shelf number as "shelf ###" into the search bar. Once the shelf comes up in the results, select "Items" in the top right corner of the box.
4. Next, select "Loan" under "Process type".
5. Select the name of the patron who has checked out the shelf. This will bring up a searchable list of items this patron has checked out. 
6. In the search bar under the patron's profile you will be able to enter the barcodes of the books on the shelf by scanning them and pressing enter. The loan information for the book will appear if it is checked out. Check to ensure the due date has not passed. If the book is not checked out to the patron, no result will appear. 
7. Place a notice on shelves that contain materials not checked out to patron. If a note already exists for this shelf, remove materials listed in the excel spreadsheet for this patron and return them to the Discharge Cart in Circulation.
8.  On the attached form, write the patron’s name, today’s date, the title of the item removed, the item’s call number, and the item’s barcode.
9. Refer any questions from library users about renewing shelves or switching shelves to the Dean’s office. Refer any questions about shelf searches to the Library Service Center Coordinator.
10. Do your best to leave shelves the way you found them. You may need to sort through stacks of books to see if any need to be removed, but try as best as you can to put things back where you found them. Do not open drawers, boxes, or bags.

*NOTE: Do not remove personal books or ILL/Interlibrary Loan books - only remove books that belong to us. 

Clearing Shelves, Rooms, & Lockers

If we need to remove someone's belongings from an overdue room, shelf, or locker, we want to make sure they can find their things again. There are clear plastic tubs in the LL2 closet that you will use to store these belongings. The procedure is as follows:

1. Take an empty tub, clean label, tape, and a pen to the room/shelf/locker you're cleaning out. 
2. Place the patron's belongings in the empty bucket, seal it, and attach the clean label with tape. 
3. On the label, make note of:
   • The date
   • Where you removed the items from
   • Where you delivered them to (should be Bizzell Security for the lost and found)
   • The date the items are to be held until
   • Your name and signature
4. After you've filled this out, take the tub up to the security desk and make sure the security guard receiving it also leaves their name and signature on the label. 

If we run out of labels, print extra from the PDF below.

Connecting & Troubleshooting the Prysm

Connect via HDMI

1. Plug in the HDMI cable.
2. Drag and drop your wall input (1, 2, 3 or 4) to the matching Anacore Input 1, 2, or 3.

Note: If you need sound to be enabled select your wall input  'live source 1' as the source.

Connect via VGA & Audio Cable

1. Plug the Crestron (HDMI, VGA) cable into the corresponding slot on your device and then plug the audio cord into the headphone jack as well.
2. Standing at the Crestron wall panel, take the wall input you are plugged into (1,2,3 or 4) and drag that icon to the “Anacore Input 1, 2, or 3 slots on the touchpad. This touchpad is located directly to the left of the Prysm wall itself.
3. Now go to the touch menu and select the live source number that matches the “Anacore Input #” you just selected.

Note: If you need sound to be enabled select your wall input  'live source 1' as the source.

Connect via Airplay Method

1. From your iOS device or mac computer locate the airplay button on the command bar to the left of the date/time area. It looks just like the icon on the Prysm that says Air Play next to it.
2. Choose your wi-fi network you would like to use as OUWIFI.
3. Then choose this HCLC Community TV option.

Note: If you need sound to be enabled ensure that the AppleTV is selected as 'live source 1'

Connect via Interactive 

For Windows 8.1 or later.

1. Plug in the USB & HDMI cables that are tethered together into the computer’s input ports.
2. Now go to the touch menu and select the interactive live source option.
3. Once you get the window open it will be a continuation of your own laptop’s screen. On your own device, choose "mirror your device" or leave it as an extended desktop under your system’s display settings.

Connect via Interactive 

For Windows 8.1 or later.

1. Plug in the USB & HDMI cables that are tethered together into the computer’s input ports.
2. Now go to the touch menu and select the interactive live source option.
3. Once you get the window open it will be a continuation of your own laptop’s screen. On your own device, choose "mirror your device" or leave it as an extended desktop under your system’s display settings.

Troubleshooting & Restarting

To restart the Prysm you will need to have the keyboard and mouse that reside in the podium.

On the keyboard press  CTRL+ALT+DEL to bring up blue the task manager screen. 

In the lower right corner of the screen tap or click (using the mouse) on the power button and select ‘Restart’

.

Wait for the PC to boot into windows where it will pause for a moment.  Do not press anything as it will automatically load to the Prysm login screen. 

Select the ‘Workspace’ button to login, or if needed press ‘Add Project’ and add a Workspace.

The prysm should always have a variety of content on the screen including a book, something scientific (periodic chart) and an on screen whiteboard.

Live Source Inputs

This is a basic guide to changing functions from the Crestron Panel. The Crestron panel controls what you would like to be displayed on the Prysm, Bookmark TV, or Nanolumens, as well as changing channels, controllin volume, accessing the internet, etc.

You may be asked to set up a conference in this room with the tables in a chevron formation with the podium at the center as shown in the images below. 

This conference set up includes microphones at all rows of tables, as well as cables connecting the video for the room. These cables are at the top of the LL118 closet, and connect to the wall to the left of the prism. 

If you're using multiple microphones and cords, cable management is important. See images above where cables are taped down to prevent tripping. 

Here is an image of what the microphone settings should look like on the Crestron panel:

Microphones

To use the handheld or wireless microphone:

1. Hold on the mute button for a couple of seconds to turn on.
2. Click "Device Control".
3. Increase or decrease the "Wireless Mic Level" as necessary.
4. Hold on the mute button for a couple of seconds to turn off.

You can press the power button briefly to mute the microphone (light will turn orange).

Gateway Classes

Gateway classes hold sessions in the library in order to familiarize new OU students with the library's resources. The sessions will happen within the first half of each semester. They happen in quick succession as student will arrive 15 prior to the start of each session, so we need to refresh the space as quickly as possible. 

Initial Setup

• Turn on the Crestron panel and TVs
• Retrieve both the laptop cart and Gateway cart from the LL123 closet
• On tables 4, 5, 6, and 7 add the following:
  • Designate a whiteboard for each table, but do not block a TV
  • 2 Markers
  • 1 Eraser
  • 1 brown Gateway folder
  • 5 laptops with mouses plugged in at each table
  • Each laptop should have the library website brought up and displayed with Firefox 
  • 1 call number location card on each laptop keyboard
  • Setup the instructor laptop at the podium

The Refresh

• Wipe down all whiteboards
• Make sure pens and markers are still there
• Close Firefox and reopen the browser
• Replace cards as needed

Setting Up for Events

1. Go visit the event calendar to see how many laptops are needed, as well as any requests that the instructor has.
2. Clear the classroom of any students not in the class. Set up at least thirty minutes early; students and professors typically arrive early.
3. Push in all chairs and clean tables and whiteboards.
4. Get needed laptops out of the closet, open and unlock them.
   • Username: hclc
   • Password: 123
5. Help the instructor attach any device that is being used to teach and provide assistance in the classroom until they are ready to begin.

Additional Information

**Connections in the Classroom include: HDMI, VGA, Ethernet, and Mini DisplayPort.**

• They are at the instructor podium, as well as at each table.
• For all Gateway classes, and some other various classes, the laptops will need a Library Call Locations card (color will vary).
• If there are no directions listed in the event:  place out 20 computers as seen below (pens are no longer required at each computer)
• If there are additional needs (tables for catering, help with video conferencing, etc.) attend to them. 

A Sample Computer Setup Should Look Like This: 

This includes the computer logged in, Firefox loaded and displaying the libraries.ou.edu website.

Between Classes:

1. Push in chairs.
2. Make sure all computers are starting with the libraries.ou.edu page and have no other applications open.
3. Make sure all computers have a call card and worksheet next to them.

After All Classes Have Ended:

1. Put away all laptops back in the closet on charge.
2. Push in all chairs and make sure all tables are clean.
3. Write Open Study times on the whiteboards by the door and open doors.

*** If we run out of the pens or call cards, contact Courtney.

How to Turn On/Off TV

Under the Setup button, to the right there is a POWER ON and POWER OFF button. The TVs on the panel will turn green or red when turned on/off.

How to Select TVs to Display

When the TVs are on, simply click on the TVs and they will no longer be blue. These TVs will not display any content. There is also a

Select All or Select None at the top right corner of the panel.

How to Choose a Device Source

Under the Setup button on the right, click the "Choose a Source" tab and the panel will connect to the device that you have attached, including any of the tables in the room.

Video Conferencing Software

Zoom connection information:  (this information is already saved in the Crestron panel for LL123 & LL121E)

If you have a conference call in a different location that needs support here is the info to use.

Meeting ID:  536-052-6655

https://zoom.us/j/5360526655

Host key:  758629

The email associated with this account is libcloud@ou.edu.

Zoom

Meetings hosted by the room:

1. Turn on the TV
2. Select "Control"
3. Select "Video Conference"
4. Select "Continue"
5. Select "Zoom"
6. Select "Go"
7. Others will join the meeting through a link shared ahead of time.

If you want to present with a PowerPoint:

1. Hook up the presenting computer.
2. Select "Exit"
3. Go to "Advanced"
4. Select "Setup"
5. Choose the instructor device as the source.
6. Open the PowerPoint. 
7. Joint the conference call with the presenting computer, but mute the camera and microphone. 
8. Share the presentation. 

Connecting to other meetings from the room panel:

1. Select "Video Conferencing"
2. Press the Zoom button
3. Go to "Manual Setup"
4. Enter the meeting ID. 
5. Go to the website given on the screen (http://zoom.us/meeting/rooms)
6. Enter the meeting ID and password given on the screen.
7. Select "Connect"

Learning Lab Classroom

Located in the back of the classroom and used for Library Instruction and Open Study.

Use Policy

• The Library Instruction Program receives priory use of the space.

• The space may be used by other groups or instructors when not in conflict with Library Instruction.

• When not in use, the space is designated for Open Study.

For more information on the classroom

Laptop Cart

• Uses the small silver key with the red marking.
• There are 25 Mac Laptops inside the card which run both Windows and iOS.
• If the event needs more than 25 computer, pull from LL123.

Projector- Using ClickShare

How to install ClickShare

• Plug the USB Dongle in to the laptop.
• Open File Explre
• Click on ClickShare
• Click on ClickShare_for_Windows or ClickShare_for_MacOSX
• When installed hte dongle will show a solid white ring.
• Click the silver button on the dongle which should change from the white ring to red. 

The laptop should now be displayed on the projector. 

Zoom

Meetings hosted by the room:

1. Turn on the TV
2. Select "Control"
3. Select "Video Conference"
4. Select "Continue"
5. Select "Zoom"
6. Select "Go"
7. Others will join the meeting through a link shared ahead of time.

If you want to present with a PowerPoint:

1. Hook up the presenting computer.
2. Select "Exit"
3. Go to "Advanced"
4. Select "Setup"
5. Choose the instructor device as the source.
6. Open the PowerPoint. 
7. Joint the conference call with the presenting computer, but mute the camera and microphone. 
8. Share the presentation. 

Connecting to other meetings from the room panel:

1. Select "Video Conferencing"
2. Press the Zoom button
3. Go to "Manual Setup"
4. Enter the meeting ID. 
5. Go to the website given on the screen (http://zoom.us/meeting/rooms)
6. Enter the meeting ID and password given on the screen.
7. Select "Connect"

Using the Polycom

1.     Press Power on (On the upper left of the Crestron controller).
2.     Select "Conference Mode".
3.     Enter the IP address of the meeting you want to join with the keypad.
4.     Press Connect.

Using the Speaker Phone

The conference room offers a speaker phone. The phone number is (405) 325 - 3538

Calling 1-800 numbers are encouraged as long distance calls are restricted and will need a departmental LD code (not provided by the DSL)

Faculty and Graduate

If you need assistance using the studio, you can follow the provided steps on this PowerPoint, you can use the pamphlet already located in the studio, or you can ask Sarah or Tara if available. To download the PowerPoint, click the blue hyperlink.

Zoom

Meetings hosted by the room:

1. Turn on the TV
2. Select "Control"
3. Select "Video Conference"
4. Select "Continue"
5. Select "Zoom"
6. Select "Go"
7. Others will join the meeting through a link shared ahead of time.

If you want to present with a PowerPoint:

1. Hook up the presenting computer.
2. Select "Exit"
3. Go to "Advanced"
4. Select "Setup"
5. Choose the instructor device as the source.
6. Open the PowerPoint. 
7. Joint the conference call with the presenting computer, but mute the camera and microphone. 
8. Share the presentation. 

Connecting to other meetings from the room panel:

1. Select "Video Conferencing"
2. Press the Zoom button
3. Go to "Manual Setup"
4. Enter the meeting ID. 
5. Go to the website given on the screen (http://zoom.us/meeting/rooms)
6. Enter the meeting ID and password given on the screen.
7. Select "Connect"

Using the Polycom

1.     Press Power on (On the upper left of the Crestron controller).
2.     Select "Conference Mode".
3.     Enter the IP address of the meeting you want to join with the keypad.
4.     Press Connect.

Using the Speaker Phone

The conference room offers a speaker phone. The phone number is (405) 325 - 3538

Calling 1-800 numbers are encouraged as long distance calls are restricted and will need a departmental LD code (not provided by the DSL)