Idaho State University

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ETS

• Information Technology Services Homepage (ITS)
• Instructional Technology Resource Center (ITRC)
• Video Classrooms / DL Network
  • Copyright Media Statement
  • Current Online Schedule
  • Faculty Guide
  • Video Encoding Service Level Agreement (SLA)
  • Rural Distance Learning Network
  • Distance Learning Network Rates
  • Video Profile Sheet
  • Satisfaction Survey
  • Contact Info
• Technical A/V Support (Rendezvous)
• Satellite Services
• Campus Cable
• Web Conferencing
• Employment Opportunities

Operational Procedures and Troubleshooting

Rural Sites Operator Guidelines

Time Sheets

• Remember that you are required to arrive at work 5 minutes before the scheduled start time of the class.
• Enter total of hours per day. Don't enter classes individually.
• Enter total time worked, not start time and end times.
• Round to the nearest quarter of an hour
• One hour and fifteen minutes would be 1.25 hours
• One hour and thirty minutes is 1.5 hours
• One hour and forty-five minutes would be 1.75 hours
• Example: If you work 10:45 a.m. to Noon (1.25 hours), and then 6:45 to 10:00 p.m. (3.25 hours) you would enter 4.5 hours on your timesheet for that day.

Canceled Class Policy for Operators

If you are scheduled to work a class that gets canceled, you will still be paid for that class because you will still come to work at the scheduled time and perform other tasks as necessary. This usually means cleaning a room, substituting for another operator, or operating a different class that has no operator.

Trouble-shooting with Other Locations

If there is any problem with another location, call a manager at ISU immediately and let them know what the problem is.

Speaking on the Telephone

Telephones in the classroom are for distance learning use only. When answering the telephone, state the site you are at and your name (i.e. Ashton, this is NAME). Always be nice when speaking on the telephone.

Distance Learning Operator Homework Policy*

*Homework refers to any activity other than operating the distance learning equipment.

Operators may only do homework with the approval of the supervisor on duty. If permission is given, the supervisor will evaluate the impact on the class and may revoke permission at any time. There are four rules, however, that must always be followed.

1. The operator must ask the supervisor on duty.
2. The operator CANNOT do homework at the location where the instructor or student presenters are present.
3. Operators CANNOT do any homework that requires them to leave the distance learning console. If you need to leave the operator station during a class, call your supervisor to cover for you before leaving.
4. Operators CANNOT begin homework until 5 minutes after class has started.

General

• Cell phones must be powered off while operating.
• Laptops are not allowed while operating, regardless of where the professor is.
• No external audio sources are allowed while operating, including the use of headphones.

Classroom Operation

Outgoing Signal

I. Video Monitors

• Program monitor is on the right of the operator station and shows the video we are sending out to far sites.
• Preview monitor is on the left and can only be seen by operator.
• The instructor monitor can show the far-site video or the same video as the program monitor.
• Sites with a touchpad system only have one monitor, the program monitor. It shows what is being sent out to far sites, there is no preview monitor.

II. Cameras

• One is for students.
• Two is for the instructor.
• Three is the Elmo for presenting materials.
• Make sure you leave a small amount of space above a person's head. A correct instructor shot should look something like this:

III. Camera Controller

• Before adjusting a camera, make sure you have the correct camera selected by pressing the appropriate button in the camera section.
• Make sure the auto focus light is on, except on Camera 3.
• WD is for zooming out and TEL is for zooming in.
• The joystick for panning and tilting is pressure sensitive. Use a light touch.
• Use the stylus to select camera 1, 2, or 3 and for zooming in and out on the touchpad system.
• If the instructor moves around a lot, zoom out to accommodate the movement but maintain the proper headroom. For example:

V. VCR

• The VCR is used for either recording classes or playing back tapes.

VI. Video Switcher (Not applicable with Touchpad system)

• Input 1 is Camera One (Students)
• Input 2 is Camera Two (Professor)
• Input 3 is Camera Three (Elmo)
• Input 4 the output of a routing switcher (VCR, Computer, Slides, Elmo, etc).
• Row A is the program row and corresponds to the program monitor. The light on that row will usually be flashing.
• Row B is the preview row and corresponds to the preview monitor.
• The Mix/Wipe button is used to create a picture-in-picture of the instructor over the Elmo or P.C. only using the following steps:
  • Camera 3 flashing on A Bus.
  • Select camera 2 on B Bus.
  • Press the wipe/mix button so light is constant.
  • Instructor PIP will appear on preview screen.
  • Use the joystick to position the box.
  • Bring the slider down from A to B, and the PIP will appear on the program screen.
  • Bring the slider back up to remove the PIP.
  • Press the wipe/mix button so the light is flashing.
  • Important: Do not move the PIP with the joystick while it is displayed on the program monitor.

VII. Audio Mixer (Not applicable with touchpad system)

• All inputs have Mute/Unmute buttons. In the down position they are muted, in the up position they are unmuted.
• The push-to-talk student microphones should always be unmuted.
• The Far-site audio should always be unmuted.
• The instructor microphone should only be unmuted when it is being used by the instructor.
• The wireless microphone should only be unmuted when it is being used by the instructor.
• Check the battery on the wireless microphone before using.
• Always turn the wireless microphone off when not in use.
• The P.C. and VCR audio inputs should be muted except when in use.
• Monitor audio levels on the Level Meter. The lights should peak around zero.
• If you need to adjust audio levels, only use the slider for the input.
• Report any problems with audio immediately.

Incoming Signal

I. Video Monitors

• The monitor in the back of the room shows the video coming from other locations.
• The big screen TV will show whatever is selected on the big screen routing switcher. It can be far site, local site, Elmo, P.C., or VCR. The first lever in the down position is the selected video (Not applicable with touchpad system). The two TV’s in the front of the room will show the far site and local site.
• The instructor monitor can show the far-site video or the same video as the program monitor.

II. Far site Input on Mixer (Not applicable with touchpad system)

• The far site input should stay un-muted always.
• Use the audio level meter to monitor the audio. The lights should peak around zero.
• Use the slider only to adjust the audio level.

III. The Farsite video is voice-activated.

• When connected to more than one farsite location, the video will rotate from one location to another every minute automatically.
• If a professor wishes to see video from a particular location not currently being shown, someone in the desired locations needs to speak for a few seconds to trigger the voice-activation.

Recording a Class

• Only tape a class if the professor or your supervisor tells you. If a student asks, refer them to the professor or your supervisor.
• Tapes for recording classes are at the operator station.
• Always label the videotape with the class name and the date before putting it in the VCR.
• The routing switcher for the VCR determines which video signal is recorded. The first lever that is down will be the selected input (not applicable with touchpad system).
• On the touchpad, select menu, option 7 (VCR) and select far site video if the instructor is at the far site or local video if the instructor is at your site.
• Preview Video on the switcher for VCR.
• Do not unmute the VCR input on the audio mixer when recording a class.

Playing a tape

A supervisor must approve the tape before it can be shown. Please call a manager at ISU prior to playing a tape.

Proper sequence:

• Tape in VCR and press play.
• Press VCR button on Input 4 routing switcher or select VCR on the touchpad.
• Input 4 on video mixer.
• VCR input on Big Screen routing switcher.
• Unmute Audio.
• Mute Audio when tape is finished.

Class Operating Procedures

5 Minutes before Class:

• Make sure slider is up on switcher and wipe/mix light is flashing.
• Make sure classroom wide shot (camera 1) is being sent.
• Make sure farsite video is on the big screen T.V.
• Check instructor materials (Enough paper, check pens, check battery on wireless microphone if necessary)
• Straighten chairs and microphones that are unoccupied.

When Class Begins:

• Unmute Instructor Microphone if professor is present
• Send instructor shot (camera 2)

During Class:

• If the professor is at another location, zoom into a quarter of the room and change the shot every five minutes.

Instructor Picture-in-Picture when appropriate: Not available with touchpad system.

• Camera 3 flashing on A Bus.
• Select camera 2 on B Bus.
• Press the wipe/mix button so light is constant.
• Instructor PIP will appear on preview screen.
• Use the joystick to position the PIP.
• Bring the slider down from A to B, and the PIP will appear on the program screen.
• Bring the slider back up to remove the PIP.
• Press the wipe/mix button so the light is flashing.
• Important: Do not move the PIP with the joystick while it is displayed on the program monitor.

At The End of Class:

• Make sure classroom wide shot (camera 1) is being sent.
• Check instructor materials and straighten chairs and microphones in the classroom that are unoccupied.

Using pointer keyed over video: Not applicable at any rural location.

• Select Input 4 so its light is flashing on the A Bus on the video switcher with the routing switcher input selected over which you wish to show the pointer.
• Instructor places black paper under Elmo.
• Press Input 3 on Bus so its light is solid.
• Press Lum Key so the light is flashing and mix/wipe light goes off.
• To remove keyed pointer, press mix/wipe button twice so the light is flashing.

Playing a tape

A supervisor, from ISU, must approve the tape before it can be shown.

• Tape in VCR and press play.
• Press VCR button on Input 4 routing switcher or select VCR on touchpad.
• Input 4 on video mixer.
• VCR input on Big Screen routing switcher.
• Unmute Audio.
• Mute Audio when tape is finished.

Course Materials

• Instructors will mail course materials to your location (i.e. exams, graded papers, course syllabus).
• Due to stringent privacy laws, it is imperative that these materials be handled with extreme care and caution.
• DO NOT leave any graded materials out in the open. ALL graded material must be folded with the grade on the inside, with only the name showing on the outside.
• Exams must be left in the envelope in which they came until the instructor asks you to distribute them.
• When students are finished with the exam they must put the exam in the manila envelope, provided by the department, at the front of the room. At the end of class, the operator will seal the envelope, check for a sending and recipient address, and mail it from the designated area (i.e. school office).
• Instructors are NOT to fax any graded materials to the classroom, unless the student for which the material is intended is monitoring the fax and is the only person able to receive it.
• Operators are NOT to discuss the performance of any students in any course.
• Operators are NOT responsible for proctoring exams. If cheating is suspected an operator may, at their discretion, quietly call a manager at ISU or simply send a camera shot of the suspected incident.
• A file is provided for each course, please put any course materials that are left over or left behind in that file. At the end of the semester purge all of the files.
• ALWAYS refer the student back to the instructor in the instance of missing/late course work or materials.