Last edited by Sara McCoy, 2/12/25
Outline:
Class & Meeting Scheduling
Scheduled Classes
Impromptu Meetings
Classroom Systems and Functions
Extron
Zoom PC & Monitor
Desktop PC and Monitor
Sharing content
Other Resources & Contact Information
(You can use ctrl + F or cmd + F to search for the above headings in the document)
Class & Meeting Scheduling
Note: Before any regular or impromptu meeting, classrooms must be reserved properly. This will ensure that the room technology is ready to record and support telepresence functions as necessary. It will also prevent scheduling conflicts for these spaces.
Scheduled Classes
Regular class scheduling is conducted by the Registrar’s office and Software Engineering prior to the semester start.
Requests to correct errors with scheduled class sessions ought to be directed to Software Engineering
softwaredevelopment@masters.edu.Recurring meetings integrate with Canvas classes to facilitate the retrieval and management of recorded sessions.
Impromptu Meetings
Staff must coordinate with the appropriate department admin to reserve rooms in Planning Center before scheduling meetings. Once the room has been reserved in the Planning Center software, schedule the meeting in Zoom using the following steps:
Note: New Outlook currently does not support a variety of integrations with other software including Zoom. It is best to use the classic Outlook application.
Schedule meetings using the Outlook integration in the Zoom Desktop app.
A security prompt will appear in Outlook if this method has not been used before:
Meeting spaces must be added as the Location to Outlook meeting invites.
Scheduling meetings in this way will automatically generate a Zoom session ID and link, as well as embed the link in the Outlook invite. This allows meeting information to sync to the Zoom Room, enables automatic recording, and grants the Zoom Room host permissions for the meeting.
Classroom Systems and Functions
The Extron Touch Panel is the heart of the Classroom A/V system.
The touch panel allows switching between all available audio and video inputs and outputs, including TVs and projectors, cameras, Zoom PCs, Apple TVs (which permit Airplay), and HDMI inputs for personal laptops
Simply tap the screen to wake up the Extron. If it freezes or there are any other issues, tap the power button at the bottom of the screen, wait a moment for it to shut off completely, and then turn it back on.
You can choose how you want to display content from the top of the Extron screen:
Desktop displays the classroom PC navigable by mouse & keyboard. Signing in with your staff credentials gives you access to all your OneDrive documents and cloud services.
Laptop displays any computer connected over the desktop HDMI/USB-C adapter, typically your personal laptop.
Blu-ray displays the in-room Blu-ray player which is either on the underside of the lectern desk or in the lectern cabinet.
Apple TV displays the in-room Apple TV, permitting you to stream content via Airplay from your MacBook, iPad, iPhone, etc.
Zoom displays the Zoom PC navigable with touchscreen controls.
The Volume slider controls the volume of sound output.
A/V Mute toggles mute/unmute for all audio and video outputs in the room.
Zoom PC & Monitor
If you are streaming or recording your class with Zoom, select the Zoom input on the Extron panel and use the controls on the touchscreen display for the Zoom Room. Every desk has a touch screen monitor with the Zoom classroom schedule displayed on it.
If you want to share content to the screens while using the Zoom meeting, the best method is to start the meeting from the Zoom Touch Monitor and then invite yourself to the meeting.
Start the meeting from the Zoom Touch Monitor. Click Invite.
Search for your name or email.
Using the Desktop PC or your laptop connected via USB/USB-C, open the Zoom application and accept the invite to join the meeting
On the Zoom meeting, select the green Share Screen option at the bottom of the screen.
Then you will be able to select which screen to share using this menu:
Each classroom has a Desktop PC and Monitor available for your use. With the provided keyboard and mouse, you can sign in to the PC using your TMU email and password.
This setup is ideal if you would like to pull up your teaching notes, or if you want to share something on the screens.
If displaying to the classroom, simply ensure that you select the Desktop input on the Extron Touch Panel.
If you are currently running the classroom Zoom meeting, you can simply join the meeting by inviting yourself from the Zoom monitor. Alternatively, you can open the Zoom app on the Desktop and enter the sharing code displayed on the Zoom monitor. See the above section: Zoom PC & Monitor.
Laptop and USB/USB-C Connection
Personal devices can be connected directly to the Classroom technology via HDMI/USB-C. After connecting your device, simply ensure that you select the Laptop input on the Extron Touch Panel.
If you are currently running the classroom Zoom meeting, you can simply join the meeting by inviting yourself from the Zoom monitor. Alternatively, you can open the Zoom app on your laptop and enter the sharing code displayed on the Zoom monitor.
Sharing Content
To share content directly without an existing meeting:
Navigate to the Zoom desktop application on your device
Click on Share Screen
Zoom will prompt you for a sharing key, which can be found at the top right of the Zoom Room monitor or TV.
