Technical Tips for Tutors (and Members)

U3APP has a range of audio-visual equipment available for tutors to use in delivering face-to-face courses at the Mary Kehoe Centre (MKC) and for members to use when running meetings at MKC.

Tips and pointers to instructions for using these devices are listed below as FAQs (Frequently Asked Questions). To see the answer to a question, click on the arrow to the left of the question.

Online courses are run using Zoom. Tips and pointers to instructions for using Zoom are listed as FAQs below those for MKC courses or meetings.

FAQs for Face-to-Face courses or Meetings at Mary Kehoe Centre

What equipment can I use at Mary Kehoe Centre

Mary Kehoe Centre has 4 classrooms that are used for giving lectures. Rooms 1, 2 and 3 are each equiped with a TV (with an attached HDMI cable)  and a DVD player. If you do not have your own laptop, you can borrow one from the Mary Kehoe office.

Room 3 TV also has an attached Chromecast attached to HDMI1 port.

There is also a loud speaker system called Juno which comes with microphones. This is stored in the Mary Kehoe office.

The Hall does not have a TV, but it does have a projector and screen. One can connect a laptop and the Juno system to it for large group presentations. (refer to FAQ: How do I project a Zoom session on the screen in the MKC Hall)

Each tutor needs to mark the roll for their course. They can either have the icon for their course installed on their smart phone or they can use one of the 3 tablets stored in the Mary Kehoe office.

What are the HDMI connections on the MKC Room 3 TV?

The TV in Room 3 at Mary Kehoe Centre has 3 HDMI channels:

  • HDMI1 is connected to the Chromecast
  • HDMI2 is connected to the DVD player
  • HDMI3 is connected to an HDMI cable which can be connected to a laptop or apple TV
How do I display information from my windows laptop onto the TV screen in my classroom?

Each TV at Mary Kehoe Centre has an HDMI cable attached to the TV. To display information from your laptop on the TV screen do the following:

  • Connect the free end of the HDMI cable to your laptop.
  • Use the TV remote to turn on the TV and then press the INPUT button and select the HDMI channel that the HDMI cord is attached to.
  • If your laptop screen is not displaying on the TV, press the windows key and P simultaneously. This will bring up a panel of options. Use the DOWN key to select the DUPLICATE option and then click anywhere on the screen to accept the option. Whatever is showing on your laptop will now display on the TV.

If you are in Room 3 at Mary Kehoe Centre, then you can use the attached Chromecast. Read FAQ: How do I cast my Zoom session or Powerpoint presentation on to the TV screen in Room 3 at MKC?

How do I display information from my Apple laptop to the TV screen in my classroom?

Each TV at Mary Kehoe Centre has an HDMI cable attached to the TV. To display information from your laptop on the TV screen do the following:

  • Collect the Apple TV from the MKC office cupboard.
  • Plug the Apple TV into the power point and connect it to the HDMI cable.
  • Use the TV remote to turn on the TV and then press the INPUT button and select the HDMI channel that you have connected to the Apple TV.
  • Use the Apple TV remote to connect your laptop to the screen. A number may appear on the TV screen that you have to type into your laptop to give it permission to share.
How do I cast my Zoom session or Powerpoint presentation on to the TV screen in Room 3 at MKC?

The TV in Room 3 at MKC is the only TV that has a Chromecast installed ready for use. The Chromecast is currently attached to HDMI1. To cast whatever is on your laptop onto the TV, you need to do the following:

  • Turn on the TV with the remote that is stored in the MKC Office drawer near the entrance door.
  • Select INPUT on the TV remote and then select HDMI1.
  • On your laptop, go to google chrome, then click on the 3 dots (menu) at the top right of the screen, then select CAST. Then click on SOURCES at the bottom of the menu and select CAST DESKTOP. Finally in the menu select LOUNGE TV.
  • Whatever is on your laptop screen should now be displayed on the TV.
How do I project a Zoom session or Powerpoint presentation onto the screen in the MKC Hall

To project a Zoom session on the screen in the MKC Hall, you need to collect the Juno system and laptop from the Office and connect them up. Click here for a detailed description of the setup and activation.

I have connected my laptop to the HDMI cable but it is not displaying on the TV screen

If your laptop screen is not displaying on the TV after everything is appropriately connected, press the windows key and P simultaneously. This will bring up a panel of options. Use the DOWN key to select the DUPLICATE option and then click anywhere on the screen to accept the option. Whatever is showing on your laptop will now display on the TV.

What are the 3 ways that I can mark the e-Roll for my course?

Tutors need to mark the e-Roll for each of their courses, they can do this in one of 3 ways:

  • Use one of the tablets provided in the Mary Kehoe office

OR

  • Log onto the u3app.org.au website as themselves and select the APOLOGY function (refer FAQ: Marking e-roll with APOLOGY function.

OR

  • Request the IT team by emailing webmaster@u3app.org.au to send you the icon for your course and add it to your smart phone. Refer to FAQs: How do I put an e-Roll icon onto my Android phone and How do I put an e-Roll icon onto my iPhone or apple iPad
How do I put an e-Roll icon onto my Android phone
  • Request IT to send you the app icon for your course, by emailing webmaster@u3app.org.au (Note each course has its own app icon, so please request the app for each of your courses)
  • In preparation, download AppSheet from the App Store or Play Store first
  • When you receive an email in reply, click on the words Install in the email
  • On an Android phone, the app will now be installed on your phone and your e-roll will be displayed
How do I put an e-Roll icon onto my iPhone or apple iPad
  • Request IT to send you the app icon for your course, by emailing webmaster@u3app.org.au (Note each course has its own app icon, so please request the app for each of your courses)
  • In preparation, download AppSheet from the App Store or Play Store first
  • When you receive an email in reply, click on the words Install in the email
  • On an iPhone or iPad, the e-roll will be displayed but the app is not automatically installed on your device. To install the app:
    1. Open the e-roll menu, scroll down past all the dates to where it says "Add shortcut" and click on that
    2. A little pop-up window of the e-roll icon will appear - an oblong window with a small pointer on the top edge on an iPad, on the bottom edge on an iPhone. The pointer is supposed to be pointing at the share icon (that's the square with an arrow pointing up) - it is more or less in the right place on an iPhone, but not on an iPad.
    3. Click on the share icon - you get a million options (like email, text, etc) - but if you scroll down or sideways you will eventually find an option that says "Add to Home Screen". Click on that.
    4. Another window opens that says it's going to add the icon to the home screen with Add in blue in the top right. Click on Add and voila, the icon will be added.
How do I mark the e-Roll using the APOLOGY function

Tutors can mark the e-Roll by using the APOLOGY function on the U3APP website:

  • Log onto u3app.org.au as yourself
  • Click on Courses and Enrolling and then Apologies
  • Click on the day of the week of your course
  • Click on the icon for your course
  • The application will sync and then display the title of the course with course details - click OK
  • Next a list of instructions will be displayed, read these and then click on the menu option (3 lines at top left of screen)
  • A list of dates that the course is on will be displayed - click on the date for which you wish to take the roll
  • A list of class members will be displayed.
  • By clicking on each member individually you can mark them as Present in Person (P), Present on Zoom (Z), Apology (A). The default is Absent without apology (B). Indisposed (I) is only used for long term illness. Email itemteam@U3APP.org.au if this applies to any of your students and they will add this for your course and any other course that the member is enrolled in.
  • Do not forget to press SYNC at the bottom of the screen when finished to save your changes.
  • If you want to mark multiple people as Present at the same time, click on the little box with a tick in it on the top right of the screen. This will then display the class members with a tick-able box next to their name. Tick each member that you want to apply the bulk action to and then Select the action that you want such as P for present. This will mark all selected members as Present. Don't forget to SYNC. You can repeat this for Present on Zoom or Absent members.
How do I mark the roll for my course on my phone or tablet
  • Open the e-roll app on your phone/tablet/ipad by clicking on the icon. If using the tablets at Mary Kehoe Centre then click on the icon for the day of week that the course is on and then click on the icon for the course.
  • The application will sync and then display the title of the course with course details - click OK
  • Next a list of instructions will be displayed, read these and then click on the menu option (3 lines at top left of screen)
  • A list of dates that the course is on will be displayed - click on the date for which you wish to take the roll
  • A list of class members will be displayed.
  • By clicking on each member individually you can mark them as Present in Person (P), Present on Zoom (Z), Apology (A). The default is Absent without apology (B). Indisposed (I) is only used for long term illness. Email itemteam@U3APP.org.au if this applies to any of your students and they will add this for your course and any other course that the member is enrolled in.
  • Do not forget to press SYNC at the bottom of the screen when finished to save your changes.
  • If you want to mark multiple people as Present at the same time, click on the little box with a tick in it on the top right of the screen. This will then display the class members with a tick-able box next to their name. Tick each member that you want to apply the bulk action to and then Select the action that you want such as P for present. This will mark all selected members as Present. Don't forget to SYNC. You can repeat this for Present on Zoom or Absent members.
Does MKC have a loudspeaker system?

The Mary Kehoe Centre owns a loud speaker system called Juno. It is a high quality public address system that can be used in any of the rooms to provide louder and clearer speech. It is particularly useful for large groups, those who are hard of hearing and for language classes. The system can be collected from the office. It has 3 microphones, one for the main presenter and two that can be passed around the group to receive questions.

Click here for details on how to set up Juno.

Click here for the in depth user manual for Juno.

FAQs for Members at Home

How do I cast my Zoom session to my TV at home

A great way to watch your Zoom class at home is to cast it to the TV. When you cast a zoom session to the TV, whatever is showing on your computer screen will simultaneously be displayed on the TV using WiFi (no cords). This can be done in a variety of ways depending on the type of computer that you have and your TV. Click here for information the describes how to cast a zoom session from a variety of computers and TVs.

FAQs for Zoom courses

I've never used Zoom. Where do I start?

For tutors: Please start by reading the information on the Zoom for Tutors page. If you need personal help, please email webmaster@u3app.org.au, with the day of week that your course runs (or will run) in the subject line.

For members: Please start with the information on the Setting up Zoom page.  If you would like to practice using Zoom before your online course starts, please email webmaster@u3app.org.au.

I'm OK with Zoom, but there's a feature I haven't used before (eg share screen, breakout rooms). Can I get some help?

We have recorded a collection of "how to" videos for Zoom. Please go to the Tutor Zoom Tutorials page and click on the link to the appropriate video. There are also useful bits of advice on the Tutors Forum.

I've looked at all the information on the website, but I still need help. Can I talk to someone?

U3APP has a volunteer "helpdesk" - one member of the IT team is on duty each weekday to assist with any issues. We also provide assistance and advice to tutors and members on "our day". Please email webmaster@u3app.org.au if you need more help, with the day of week that your course runs (or will run) in the subject line.

I'm new to Zoom, or I'm trying a new feature - is there a way I can practise?

Yes, there is. Contact the IT team member responsible for the day of the week on which your course runs to organise a practice session. If you don't know who to ask, please email webmaster@u3app.org.au if you need more help, with the day of week that your course runs (or will run) in the subject line.

I need to update my version of Zoom.  How do I do it?

Please see the information on the Upgrading to a new version of Zoom page.

Can I record my Zoom session and share it with class members?

Zoom has a built-in recording feature. When you are ready to start recording, click on the Record button in the menu bar. You will be given the option to record to "this computer" ie your own device, or to the Cloud. The preferred option is your own computer, because we have very limited storage available in our Zoom accounts. If a tutor records an extended course, there may not be enough space left for the next recording if it is not moved to other storage promptly.

If you record to your own device

  • Make sure you have enough free space - recordings can take up significant space.
  • Once the session is complete, you have to wait for the recording to be processed before it is playable.
  • To share the recording, you will need to upload it to some shareable cloud service such as iCloud, Google drive or Dropbox.
  • If you have the capability, you can edit the recording before you upload for sharing.

If you record to the Cloud

  • The recording is temporarily stored in the U3APP Zoom account used for your course
  • A U3APP IT member will move it from there to our U3APP Google drive, and then send you the link for sharing with your course members.
  • Please notify the IT team by sending an email to webmaster@u3app.org.au if you intend to record a class. Please put the course code and name in the subject line of your email and please do it BEFORE you run the class, so we can ensure that your recording is moved promptly to free up space for the next tutor.
  • Recordings will only be retained permanently on the U3APP Google drive if they are significant, once-off sessions such as Saturday Seminars.