Genetics: Meeting Owl setup in room 1408
To set up for a meeting in room 1408 using the Meeting Owl, plan to start setting up 15 minutes early.
- Go to the Genetics reception area and grab the Meeting Owl and the IT Loaner laptop from the closet. Annie, Larry and Hannah all have keys to that closet, and the Owl and laptop are on the middle shelf to the right side.
- Unpack the Meeting Owl and set it up like in this image:
- Place the main Owl as far to the back of the room as possible on the little table in the middle.
- Place the mic pod near the corner, as that's where Francisco sits as his voice does not project well.
- Put the laptop you'll use to control the meeting on the adjacent corner - generally Annie sits next to that spot as well.
- For the laptop, you'll need to use the USB-C hub to connect both the Owl and the laptop's PSU. One of the port for the hub supports power passthrough, make sure to plug the laptop PSU there:
- Plug the HDMI cable from the lecture system into the laptop and using the Windows Key+P shortcut, set the screens to Extend. Go to the control panel for the lecture system and turn the system on. Once it's on, click the 'HDMI' button on the left side Inputs box, and then click both the Send to Projector and Send to Audio boxes on the right, so that they say 'HDMI' in their inset:
- Start the Teams meeting and make sure it's using the Meeting Owl for video, and the Extron for audio. This will play audio from the speaker in the projector. Test the audio with an online participant to make sure it's audible. Once the meeting is started, move that Teams window to the projector screen:
- While the meeting is in progress, you may have to allow users who aren't signed into Teams to log in to view the meeting, and if there is a closed session, you'll have to remove non-faculty participants from the meeting before it can proceed.
- If there is a vote, create a Google Form in the 'Faculty Meeting Votes' folder within the Laboratory of Genetics Shared Drive in Google Drive:
- On the Settings tab of the form, select the option that limits each respondent to 1 response:
- Votes generally have three options - I approve, I do not approve, and I abstain, but this may be different. Example:
- Name the Google Form YYYYMMDD - VOTE_NAME. To set up the sharing settings, publish the Form and click Manage > General Access > Responder and select the UW-Madison Google Workspace option. Then copy the responder link and email it via Outlook to all the faculty present.
- If Annie is not administering the vote, check the vote counts at 3PM and disable accepting responses by clicking the Published button at top right and toggling off responses:
- Take a screenshot of the voting totals, and email that along with a description of whether the vote[s] pass or fail to the genetics-faculty@g-groups.wisc.edu mailing list. Success thresholds for votes will be different for different categories of votes, so make sure to clarify with Francisco on what is needed for success:
