SSCF’s recommendation is that all meetings with asynchronous, remote/hybrid, and/or recording needs revolve around a laptop, a Meeting Owl, and Zoom, unless circumstances require a custom setup. This combination has been thoroughly tested in a variety of spaces, and in our estimation provides the optimal experience for all involved parties. Setup should take no more than 5 minutes and requires little to no technical skill. All SSCF representatives and some staff will be able to provide dry runs and assist as needed.
Our standard administrative checklist can be found here.
USB-A ("standard USB") connection on laptop -- or adapter -- for Owl
Display connection for projection
Typically VGA, HDMI, or USB-C
Consult room-specific information (link under construction, see drop-down in the top menu) and contact SSCF with any questions
Connect the Owl to power, plug in USB to the Owl but not to the laptop yet
Turn on laptop
Launch Zoom meeting
Disable virtual background if you have one
The Owl needs a view of the whole room to focus on speakers, virtual backgrounds impede this view
Note: Don't worry if you see that your image is mirrored (handwriting on the whiteboard is backwards), this is ONLY visible to you
Mirroring does NOT need to be disabled for a successful meeting
Note: If any audience members in the room are joining the same Zoom call as the presenter, ALL audience members need to mute both their microphone (via Zoom) and speakers (via laptop settings) to avoid echoing/feedback
Connect the Owl to laptop via USB
Switch input devices for microphone, speakers, and camera to Owl in Zoom settings
Look for the upward facing arrow next to mute/unmute button for audio, likewise for the start/stop video button for video
If there there are more than three camera options, note the option currently selected before switching to the Owl
This is your default camera
If you want to record, record through Zoom’s Record function on the main options bar in Zoom
If you have instructions from ETS/Canvas for recording, follow those instructions over this checklist
If not using ETS/Canvas guidelines, save the video to your computer
Zoom's recording notification feature should be enabled for all audience members for privacy compliance reasons. If you have privacy guidelines from another authority, please prioritize those over these instructions.
Present as you would at an in-person meeting, the Owl will capture audio and video for the entire room, and will auto-focus on the person speaking for the folks on Zoom.
Set projection settings to Duplicate
Activate projector if you have not already done so
Share Screen through Zoom
Activate Presentation mode for your slides
Showing the whiteboard
Switch video device to default camera
Angle the webcam on your laptop such that your writing is displayed clearly
Turn off projector to reduce glare
We recommend new black markers for maximum visibility
Consult room-specific guidelines for light configurations or other information
Ending the meeting
Processing and distributing video
Consult room-specific instructions for any custom wrap-up
Contact SSCF with any feedback or questions!