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Best Practices for School of Medicine IT Rooms

Community Standards

Classrooms, meeting rooms, and auditoriums are a highly utilized shared resource across the school. All users should comply with our space usage community standards to ensure spaces remain readily available for use.

Before Event

  • Head Count: During the planning of your event, try to obtain an accurate estimate of how many people you expect to attend. With limited spaces of various sizes, we want to be sure to accommodate you in a space where you’ll fit comfortably.
  • Determine A/V Needs: Most of our spaces are equipped with the following:
    • Kiosk computer with Windows 11 and Microsoft Office
    • Most rooms with a PC also have integrated cameras and microphones for conferencing and recording
    • HDMI Laptop Connection
    • Extron Sharelink to display your laptop over WiFi
  • Make Your Reservation: Submit a reservation for the event with your preferred room, your accurate head count. For after-hours and weekend events, be sure to consider the steps listed here to ensure you have access to the building and room. You may also like to pass on a copy of your agenda for longer events. Please notify ATS Scheduling if you must cancel your event or change the time in advance.
  • Communicate with Presenters: Please be sure that presenters are aware of what is available to them in the space that is reserved. We recommend that presenters always have backups of their presentation available (online or on a flash drive) in the case their laptop does not work with our system. Also, be sure to make them aware if you will be video/web conferencing the presentation or recording it with lecture capture. Some presenters may have content that is not intended for broadcast or recording, so you will want to plan for that ahead of their arrival.
  • Learn the Space: If you are having a larger event or just want to be familiar with the space and the equipment, you can enter a ticket for a room orientation in advance of your event date where one of our staff can walk you through how to use the system to do what you intend.

Day of Event

  • Show Up: Show up for the event at the time you reserved the room.
  • Note our technology support information: The contact information for our AV Systems team is posted in multiple places in spaces including the computer desktop, the help button on the control touch panel, instruction sheets, and contact cards in the room. If you cannot locate the information, know that our AV Systems hotline is 919-843-9086 and tickets can be entered for non-immediate issues at https://go.unc.edu/ATS.
  • Save Presentations: It is best to put all presentations on the PC before the event begins and run through them with the presenter to ensure all works well. If they are using their own device, compatibility can also be checked at this time.
  • Begin Your Event!: You’ve reserved your room, you’ve verified everything works, and now all you can do is let your event happen. If anything goes wrong, you can call for tech support using the hotline. The AV Systems team can remotely access most systems or walk you through how to fix something. If that fails, we can dispatch someone to your location depending on staff availability.

After Event

  • Clean Up!: We don’t expect you to sweep and mop, but please make sure you take anything you brought into the room with you back out. If you moved tables or chairs, you are expected to return them to how they were originally. Also, please clear the podium of anything left behind by your presenters.
  • Shut Down: Help us keep our equipment in working order by properly shutting down the system. This will usually be using an “Off”, “System Exit”, or “Power” button on the control panel for the room.
  • Give Feedback: Keep us updated on the conditions of the rooms and the quality of our service. Enter a ticket with our team and make us aware of any problems encountered, or to let us know that everything is working well.