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Frequently Asked Questions (FAQs)

Questions

Media Equipment Use

Event Set Up/Technical Support

MM/SR University-Scheduled Classroom Access

MM/SR University-Scheduled Classroom Support

Video Services

Streaming Media

Consultation Services

Video Conferencing Services

Questions and Answers

Media Equipment Use (back to top)

Q. I'm a student who is a member of a club and want to check out a PA system and a projector for my club event this weekend. Can you help?
A. If your club is registered with ASI as an "academic" club, e.g. related to core instructional and academic purposes, you have access to the equipment at no cost. However you will need the approval of your faculty advisor via the appropriate MDS form/process. Mutiple quantities of high demand items , e.g. laptops, cannot be checked out without MDS staff review and approval.
If your club is registered as "non academic", equipment is available at posted rental rates and duration.

Q. I'm a student and I want to checkout a PA system, CD player and 5 microphones for a panel discussion we're having next week.. and a friend of mine knows all about this stuff.
A. If your event is academically sponsored, you may check out the equipment with faculty authorization at no charge. MDS will be happy to explain how the equipment works and will give you a PA Use Guide. However, if on-site technical support is required, e.g., if you have problems setting everything up, you will be charged at published tech support rates. MDS may request your department/ASI account number at the time you reserve the equipment to cover costs for "unplanned" technical support.

Q. I'm a faculty member and would like to borrow a camcorder for a week. Can you help me?
A. Normal checkout duration is a max of 5 days. However, exceptions are considered for conferences/presentations where travel or logistics preclude timely return of the equipment. You will need to contact a MRC manager for checkouts longer than 5 days.

Q. I'm a staff person and need to borrow a PA system for a department event Friday evening. How long can I keep the equipment?
A. If the event is for an academic use, you may check out the equipment for a maximum of 5 days at no charge. Over the week-end check out is from Friday to Monday with the week-end counting as 1 day.

Q. Can I check out just a wireless mic?
A. Yes, but without a speaker, it would be useless. Please visit one of our Media Resource Centers for details about sound systems.

Q. I want to use a wireless mic in 03-213 for my meeting.
A. There is already a wireless mic in 03-213. But before you can use it, you need to have an orientation in order to learn its location and operation. This orientation needs to be arranged beforehand with a MDS technician. Last minute orientation requests are subject to the availability of the technicians.

Q."Can I connect a projector and laptop computer wirelessly?"

The short answer is, "Yes," however there are many “gotchas” and the process is not “plug and play.”  MDS continues to recommend use of a VGA cable to connect a projector to a laptop. If you’re interested in trying out wireless connectivity, following are some steps you’ll need to take and related information:

  • Your projector must be wireless capable (like the Epson 1715c).
  • You will need to load special software on to your laptop (available on the company web site).
  • Depending on your computer’s video card it may only work in the dual-monitor mode instead of the clone mode.
  • You will need to set up the computer to recognize the projector.
  • Ad Hoc mode (on the projector) is the simplest way to connect.  This allows you to connect to the projector wirelessly, but not to the internet at the same time.
  • Infrastructure Mode will allow for dual wireless connections but requires you to register your MAC address with ITS/Net Admin to address Cisco Clean Access permissions.
  • The projected image over wireless has only a slight lag for PowerPoint but is not recommended for video due to latency.


Event Set Up/Technical Support FAQs (back to top)

Q. I'm a student rep from a club and would like to have MDS set up a laptop, projector and PA for our event. What do I need to do and what are the costs?
A. MDS does not provide delivery and setups for students, but will show you how to hook up the equipment at the time of checkout. "How to" and troubleshooting guides are also available (click here for online documents). Be sure and ask for one regarding the specific use of the equipment you are checking out.

Q. I'm a faculty member who is sponsoring a fee based workshop and would like a laptop and projector set up for the event. Can you help?
A. If your event is scheduled by University Class Scheduling, you will be charged normal equipment set up rates and the equipment is available at no charge. For all other events, you should contact Conference Services to reserve the media equipment and arrange for technical support. The easiest and lowest cost solution is to schedule your event in a campus-standard SmartRoom.

Q. I'm a staff person and have been asked by an instructor in my department to arrange having a laptop and projector set up in their classroom on M/W/F's from 10-11am during the next quarter. Can you help?
A. You may make the equipment reservations for the required dates at either resource center and pick it up yourself or arrange to have a student assistant pick it up for you. Also, have your faculty person contact your department scheduler to request a SmartRoom for those classes so that only a laptop will be needed for each class.

Q. I'm a staff tech who supports our department lab which MDS converted into a SmartRoom last year. The projector keeps shutting off and I cannot determine the cause. Can you help?
A. Yes. MDS provides on-site technical support for all colleges and departments at published rates. Give us a call on the phone from the room as we may be able to help you diagnose the problem over the phone and avoid on-site tech support charges to your department.

Q. What is a Webinar and what kind of equipment and/or room do I need to attend a Webinar by myself? With a group?

A. A webinar (web+seminar) describes a specific type of web conference. It is typically one-way, from the speaker to the audience with limited audience interaction. A webinar can be collaborative and include polling and question & answer sessions to allow full participation between the audience and the presenter. In some cases, the presenter may speak over a standard telephone line, pointing out information being presented on screen and the audience can respond using their own telephones, preferably a speaker or conference phone.

Individuals may attend a webinar by using an internet-connected computer (with audio speakers) and, if necessary, a speaker phone. URLs and access phone numbers are provided by webinar presenter. A group of people may attend a webinar using a laptop connected to a projector and, if necessary, a conference phone connected to an analog telephone port. A one-way, non-interactive webinar can be hosted in all SmartRooms supported by Media Distribution Services (MDS.)

In a SmartRoom the user would supply a laptop, audio cable and network cable.   The connections to display, hear, and access the online presentation are present in the SmartRoom classroom.   Non-SmartRooms (classrooms, labs, offices, conference rooms) do not contain the same equipment, so a user would need to bring in a projector, projection screen (if not already installed), and audio equipment and determine if network access is available in the room. Any laptop used should be pre-configured and tested according to the webinar's website requirements. A wireless network connection is NOT recommended - always use a wired network connection where available.

If a webinar requires a telephone connection, a conference phone and analog phone line will be required.   MDS has conference phones available for checkout (http://www.mds.calpoly.edu/mds_support/documents/instructions_conferencephone.pdf . Please contact the ITS Service Desk (ext. 6-7000) to determine if a specific room has an analog phone line and to find out how to dial out to access the webinar. Please contact MDS (ext. 6-7198) for more information.

MM/SR University-Scheduled Classroom Access (back to top)

Q. I'm a student from a club and would like to schedule a meeting in the Rotunda (03-213). We need to use a mic and want to do a PowerPoint presentation.
A. You'll need to contact your faculty advisor and ask them to schedule the requested room via University Class Scheduling. View the room use policy and the rates for use of the installed computers. All users of Multimedia classroom are required to attend a brief orientation prior to the event. NOTE: 03-213 is the only campus MM room available for club use. See room use policy page for details.

Q. I'm a faculty member and would like to schedule 2 or 3 classrooms, depending on seating capacity, for a conference next month. We really like the two rooms with the computers and carpeting in Bldg. 10. Can you help?
A. If your conference is a Cal Poly sponsored event, you should contact University Class Scheduling to schedule the rooms. There are use/scheduling restrictions on specific room types. If your conference is fee based or non-state affiliated, you should contact Conference Services.

Q.I have an event scheduled in Chumash Auditorium, can you help me with the sound system?
A. Please contact ASI for technical assistance with any equipment in the UU.

MM/SR University-Scheduled Classroom Support (back to top)

Q. I'm a student rep for a club and we're scheduled for weekly meetings next quarter in 03-213. I need a log-in account for the computer. Can you help?
A. Yes. All users of campus MM rooms are required to attend a brief orientation prior to the start of their event(s). Your faculty advisor is the only person who can be given log-in/account privileges to the installed computer in 03-213. View the room use policy and rates for use of the installed computers.. A personal laptop or one approved for checkout from MDS by your advisor can be used as a no-cost alternative..you'll want to be sure to get an orientation in either case!

Q. The display on the screen from the LCD projector in the SmartRoom I teach in is shifted to one side. How do I fix it?
A. Push Power ON and the UP arrow-twice to realign the image.

Q. I've been in SmartRooms previously and have not used equipment other than the overhead transparency projector. I have the same needs again this quarter. Do I still have to attend an orientation?
A. MDS is constantly in the process of upgrading and replacing older equipment. Some of the new equipment may not operate quite the same as you have expected. We would still like to meet with you to review the room's equipment, as well as to hear any suggestions you may have.

Q. I teach in a department lab, why is the oldest audio/video equipment installed in my lab?
A. University-scheduled instructional spaces serve more of the overall student body and therefore get "first dibs" on the newest equipment. Many departments have opted to purchase their own equipment for department-specific spaces and/or upgrade these spaces into SmartRooms. Check with your department head for details .

Video Services (back to top)

Q. I have some video footage I would like to make into a video presentation. Can MDS help me?
A. Yes. MDS has digital video editing equipment you can use to create a video presentation. You can add titles, transitions, special effects, music and narration to give your video a professional look.

Q. Can my finished video be burned to a DVD?
A. Yes. Your finished presentation can be recorded to VHS or MiniDV tape as well as DVD. MDS has the recording equipment in Bldg 2, rm. 9 to do this.

Q. I would like to make a copy of a VHS tape. Can I do this at MDS?
A. Yes. MDS has self service tape duplication stations where you can copy from VHS, MiniDV, or DVD to VHS, MiniDV, or DVD. Reservations are not required, the machines are open on a first-come first serve basis.

Q. I need to put a video clip in my power point presentation. How can I do this?
A. Your file needs to be encoded. It then can be saved to CD or DVD to insert into your presentation. Bring the video clip (under 30 min.) on VHS, mini DV tape, or DVD to MDS, Bldg 2, rm 9. Fill out the Digital Video Encoding form (.pdf) and leave it for encoding. The process takes anywhere between 2 days to a week depending on the work load.

Q. I need to make multiple copies of my senior project which is on CD (DVD). Where can I go to do this?
A. Operations and Productions Support , a division of ITS, provides this service. View the OPS website.
Questions?-Contact OPS at 756-5512.

Streaming Media (back to top)

Q. What is video streaming and who can have video streamed on campus?
A. Video streaming is a digitally encoded file that is uploaded to a server so that it can be seen on the internet. Only faculty and staff can have a file streamed from the Cal Poly Media Server. See Cal Poly Media Server for more information about the service and setting up an account.

Q. How do I get a video clip onto my Cal Poly web site or Blackboard page?
A. Your file needs to be encoded by bringing the video clip (under 30 min.) on VHS, Mini DV tape, or DVD to MDS, Bldg 2, Rm. 9. Fill out the Digital Video Encoding form (.pdf) and leave it for encoding and streaming. Please read the MediaServer Account Request form for more information.

Consultation Services (back to top)

Q. We would like the SmartRoom equipment installed in one of our Department labs. What do we do? Who do we contact? How much does it cost per room?
A. MDS can provide project management for department SmartRoom upgrades. Please call 756-7198 for more information.

Q. We are planning on remodeling our Department labs next January. Can you help with sound, acoustics, lighting and media?
A. Please see our Consulting page.

Q. Our department wants to purchase a LCD projector. How do we know which one is best for our needs?
A. Contact Carroll Baker, gcbaker[at]calpoly[dot]edu or 756-7680, he will be able suggest the best unit for your department's use.

Video Conferencing Services (back to top)

Q. Is there a charge for the use of Cal Poly's video conferencing facilities?
A. Not for Academic-related meetings. Refer to the room use policy for details.

Q. Is the Apple i-Cam compatible with Cal Poly video systems?
A. No. You can only commune with other groovy Mac users. The i-Cam does not use an industry standard communications protocol, and is not compatible at this time.

Q. What is required for adequate desktop or group video conferencing? Can I use an inexpensive camera from the electronics store?
A. You will probably not be satisfied with the images or sound from one of the inexpensive USB "web cameras." These units require substantially more processing power from the host PC, do not include echo cancellation, and are generally not industry standard H.323 compatible. There also may be campus firewall issues with these cameras. You are welcome to check out a Polycom ViaVideo camera that meets these higher standards from MDS or contact MDS @ 756-7198 for the latest recommendations.

Q. Can I use the Video Conference room for a Phone Conference rather than a Video Conference?
A. No. There are General Purpose Conference Rooms that can be used for Phone Conferences, they are reserved though Universtiy Class Scheduling. A conference phone can also be checking out from MDS's Resource centers. Dial out codes are obtained from your dept. telephone administrator. Additionally, there are four campus conference rooms which can be reserved on a first-come, first-served basis through Oracle Calendar: 10-241, 26-109, 26-205, 47-24B.