Helping External Partners ​

External Partners will need to complete the form on the Event Scheduling page on LibCal or email libpr@ou.edu.

1. Go to guides.ou.edu/events
2. Scroll down to Scheduling External Events form.
3. The partner will need to include answers to the following:
   1. Contact information
      1. Name?Name of Organization or Department
      2. Email
      3. Phone
   2. Event Details
      1. Date of your event
      2. Start and end time of your event
      3. Please describe the purpose of your event
      4. Is your event open to the public
      5. Approximately how many people will attend the event
   3. Event Setup
      1. Select your preferred room setup configuration
      2. Does your event need technology assistance from University Libraries?
      3. Is your event providing food?
      4. Does your event have accommodation needs?
4. Hit submit

Setting Up LL118

1. Set up for events thirty minutes before the event is scheduled to begin (even if they begin after the end of your shift).
   1. For example, if an event is scheduled to begin at 4:00 pm, you should set up the event at 3:30 pm.
   2. EVENTS SHOULD BE READY 15 MINUTES BEFORE THEY'RE SET TO START
2. All the specific information you need should be in the event's notes section on the room's calendar.
   1. This includes the layout of the room, how many chairs are needed, how many tables are needed, what technology is needed, etc.

Common  Event Set Up Layouts

• Theater/Presentation/Lecture Seating: Rows of chairs with no tables
• Conference Seating: Long, central table with chairs 
• Classroom Seating: Rows of tables with chairs 
• Open Study: Clusters of tables and chairs, placed near outlets
• U-Shaped Seating

For Zoom instructions see Lower Level 2 box, Zoom Video Conferencing tab.

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:

Setting Up the Learning Lab Classroom

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.

Common Event Setup Layout

• Theater/Presentation/Lecture Seating: Rows of chairs with no tables
• Conference Seating: Long, central table with chairs, seats up to 24.
• Classroom Seating: Rows of tables with chairs, seats up to 24. 
• Open Study: Clusters of tables and chairs, placed near outlets, seats up to 24.
• U-Shaped Seating

Learning Lab Classroom Setup: Classroom Style

Classroom style set up. Option A has room in the back to roll in 2 tables and 4 chairs from the HCLC Community Room if a class has more than 24 students.   

Learning Lab Classroom Setup: Open Study Style

Pod style set up. This will be the default set up for the Learning Lab Classroom. If you don't specify a set up option on the Learning Lab Classroom calendar, then the Outreach students will leave the classroom set up as Option B.   

Additional Information

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

• 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 laptop cart and then lock the cart.
2. Turn off projector.
3. Push in all chairs and make sure all tables are clean.
   1. If classroom was set up for Option A, rearrange the table and chairs to Option B.
4. 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.

Setting Up 339

1. Set up for events thirty minutes before the event is scheduled to begin (even if they begin after the end of your shift).
   1. For example, if an event is scheduled to begin at 4:00 pm, you should set up the event at 3:30 pm.
   2. EVENTS SHOULD BE READY 15 MINUTES BEFORE THEY'RE SET TO START
2. All the specific information you need should be in the event's notes section on the room's calendar.
   1. This includes the layout of the room, how many chairs are needed, how many tables are needed, what technology is needed, etc.

Common Setup Layouts

• Lecture-style: Rows of chairs with no tables, seats up to 60. 
• Conference-style: Long, central table with chairs, seats 20 at the table. Up to 20 more seats can be added out to the side (seating up to 40 total).
• Classroom-style: Rows of tables with chairs, seats up to 24.
• Open Study: Clusters of tables and chairs, placed near outlets on the pillars or walls, 
• U-Shaped Seating

339 Technology

• Room 339 has an A/V projector and TVs that are used for presentations.
  • Users of the room have a choice of using a MacbookPro (provided), or users can display their content on the AppleTV or connect their own technology via HDMI.
• Contact Courtney or Library IT @ (405) 325 - 3181 for technology support for this 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"

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")

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.

Room Reservation Kiosk Setup

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

1. If the computer is powered off, the computer should automatically log in under the Circ. login if you press enter/OK.

2. Open Google Chrome, which should open to the default address of  https://libraries.ou.edu/user/

3. Select ‘Cancel CAS login’.

4. You will be presented with a login screen:  Username: gradres depending upon which kiosk you are setting up. 

5. When you are successfully logged in you will see the name of the user that you have logged in as. 

6. Next launch the Kiosk Pro app from the toolbar. 

7. Select the ‘User Account | University of Oklahoma Libraries’  tab and enter the same information in the Username and Password field that you entered into Chrome.

8. Finally press the ‘Study Room Availability | University of Oklahoma Libraries’ tab to display the room map.

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).

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.

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.