This article provides clear guidance on how to use the Audio-Visual (AV) equipment available in the CLS teaching rooms.

This article will help you:

• Understand the different AV tools available to connect the tutor PC or Laptop (including projectors, wall-mounted screens, microphones, control systems, and Document readers in some rooms).
• Connect and display content from the tutor PC or your own laptop/device.
• Manage your teaching sessions effectively, including starting, finishing, and troubleshooting.
• Know what to do if you encounter problems and how to get support.

By following this guidance, tutors and presenters can ensure a smooth teaching experience and make the best use of the AV technology provided in CLS rooms.

Overview of AV equipment

• CLS teaching spaces are equipped with modern audio-visual systems designed to support teaching and presentations. Depending on the room, you will find either a projector or a large wall-mounted screen that can display content from the built-in-tutor PC or your own laptop.
• Some rooms also include a visual/document reader, allowing you to show physical materials to the class.
• Control of the system is straightforward and handled either through touch screen control panel or a button-based panel, depending on the setup in the room.
• If you are using your own laptop or device, connection is available via HDMI cables, and some rooms also provides USB-C options.
• It is a good idea to check your device settings in advance and confirm that it works correctly with the system before your teaching session.
• The tutor PC should always be switched on. If the screen appears inactive, simply press any key on the keyboard or move the mouse to wake it.
• All CLS rooms have an installed Microphone. These are primarily used for recording, but in larger rooms, the microphone can also be used for voice amplification. Room amplification is set to a fixed level and cannot be adjusted by users. The control panel only provides the option to mute voice reinforcement. (The volume control on the panel adjusts only the level of program audio.) 

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Using the lectern touch panel

1. Wake the screen:

1. If the screen is dark, touch the screen to activate it.
   

2. You will see a box that says, Touch Here for Main Controls.
3. Touch that box to open the main menu.

2. Select the source for the data projector:

1. On the screen, select what you want to display:

• • DVD: if you are using a DVD player.
  • PC: if you are using the built-in room computer.
  • Laptop:  if you are selecting the Laptop input on the Touch Panel, you will be presented with a 2nd set of options for the available Laptop Fly-Lead connections (ie. HDMI or USB-C)
  • VID/OHP: if you are using the video input or the overhead projector.

3. Show or hide the projected image:

1. To display the image on the projector, press Show.
2. To temporarily remove the image from the screen, press Hide.
3.  Do not leave the AV system in hide mode when you leave the room - please use the Finish button to power-off the system.
4. The Show/Hide option is available on the left side of the screen.

4. Adjust the Program audio volume:

1. Audio volume can be controlled on the touch screen to make the sound louder or quieter. The volume option is available on the right side of the screen.
2. Make sure the correct source (PC or Laptop) is selected. This setting does not affect the level of voice reinforcement.
   

   Please note: There will be no Program audio until the system is powered on and you will only hear audio from the selected input (ie. If you are in a Teams call on the Lectern PC but then switch to the VOHP, you will no longer hear the Teams call)

1. Microphone can be turned on by pressing the Activate Microphone option on the screen. The microphone option is available in bottom left hand corner of the screen.
2. To mute the microphone, press the Silence Microphone button on the screen.

6. Adjust the lighting:

1. Room lighting can be adjusted via the 4 lighting presets at the bottom of touch screen control panels (button panels do not have lighting controls).
   Please note: There will always be a set of dedicated physical controls for room lighting, separate to the AV Control system. For more details, refer Lighting.
2. Choose from the available options:

• • Off
  • Low
  • Med
  • Full

7. Finish:

1. When you are done, press Finish on the touch screen. The finish button is available on the top right corner of the screen.
2. This will turn off the projector and reset the room.
   

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Using the button panel

The button control panel allows you to manage the projector or display in the room. You can turn the display on or off, choose the video source, and adjust the audio volume.

1. Turn the display on or off:

1. Press the Display On/Off button.
2. The button will light up when the display/projector is switched on.
3. Press again to turn it off.

2. Select the video source: The selected source button will light up.

3. Adjust the audio volume:

1. Use the volume knob on the right side of the panel to adjust the audio volume.
2. Turn clockwise to increase the volume, and anticlockwise to reduce it.
3. The lights above the Knob show the current volume level.
4. Pressing the volume knob in will activate muting of the program audio (the volume lights will flash to show that mute is enabled)

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Connecting a laptop in a CLS Room

Before your first lecture, it’s important to test your laptop connection in a vacant CLS room (preferably the one you will be teaching in). This will help avoid technical issues. Make sure:

1. You have the correct cables and/or adapters
2. You know how to connect your laptop to the projector or display screen.
3. You know how to adjust audio settings if required.
4. If required, you can connect to the Eduroam Wi-Fi.

Video connection

1. Choose a video cable:

1. Connect the appropriate Laptop Fly-lead into your device. HDMI connections are available in every CLS room and most rooms now also have a USB-C connection.
2. Some laptops, especially MacBooks, may need a special adapter (for example, USB–C to HDMI  or VGA). Bring this with you. For more information, refer HDMI connections .

2. Set your display mode:

1. Duplicate (mirror): Shows the same image on both your laptop and the projector screen.
2. Extend: Makes the projector/screen an extra display. Useful for PowerPoint Presenter Mode, where the projector shows your slides and your laptop shows notes, timers, and previews.
3. If you are using Panopto o record the sessions, choose Duplicate unless you are confident about using extend. For more details, refer Panopto to record the session.

3. How to switch display modes:

1. Windows laptops: use the function key (for example, Dell = F8, Toshiba = F5, IBM = F7) to cycle through:

• 1. Laptop only
  2. Duplicate
  3. Extend
  4. Projector only

2. MacBooks: Open Display settings in System Preferences to choose external display options.

Audio connection

 

1. VGA cable:

1. VGA only carries video, not audio.
2. To play sound (for example, from a YouTube video), plug in the 3.5mm audio cable from your laptop into the room system.
3. Set your laptop sound level to around 50%, then adjust the final volume using the room’s control panel.

2. HDMI cable:

1. HDMI cables carry both audio and video.
2. Just plug in the appropriate Fly-Lead and select the correct audio output from your laptop’s audio control panel.

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Finishing your session in a CLS room

When you finish our session, please follow these steps so the room is ready for the next user:

1. Use the Display Off button on the button control panel to switch off the projector or display screen.
2. Save any unsaved files before logging out.
3. Log out of your account, but do not shut down the PC.
4. Return the desk and seating layout to its original state if you have changed it.

By following these steps we can ensure that the AV system and the room is correctly rese and is ready for the next user.

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Troubleshooting in a CLS room

If you encounter problems when using the system, follow these steps:

1. Do not panic: most issues can be fixed quickly.
2. Check the input source: make sure the correct device (PC or Laptop) is selected on the button/touch panel.
3. Check Display settings: on windows, press  Windows key + P to choose how the screen is displayed (Duplicate, Extend or others).
4. Restart the control system: switch the control panel off, wait a few seconds, then turn it on again.
5. If there is no sound:

1. 1. Check that the sound is not muted on the control panel.
   2. Make sure the volume on the PC or Laptop is turned on.

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Getting IT help

All CLS rooms have a working phone with a label showing the ServiceLine number extension 25656. If you are contacting ServiceLine, please:

2. Be ready to provide:
   1. Building or room number
   2. Your staff ID
   3. Details of the issue
   4. Tutor PC ID number. You will find it on a sticker attached to the PC unit as shown in the image below:
      
3. ServiceLine staff may attempt to fix the issue remotely first.
4. If the issue cannot be fixed remotely, then a technician will attend if required.
5. For non-urgent issues, email ServiceLine.

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Related content

Campus maps

Common Learning Spaces (CLS) workstation rooms