Q. How to use the VTC Video Teleconferencing System

Overview 

VTC technology is available for staff and public use in all branch meeting rooms except AS, KN and LO. VTC can be used to present material to others in the same meeting room as a projection screen OR to connect to people via Teams in other locations with full teleconferencing features.

In this Insider

• LibGuide Link
• Equipment
• Using VTC
• LibCal Reservations for the Public
• Tips
• Troubleshooting and Replacement Parts

LibGuide Link

• research.fairfaxcounty.gov/vtc

Equipment 

• 85-inch Samsung television
• Logitech Rally System
  • Tap Panel with Teams integration
  • Swytch cable with USB-C and USB-A connectors
  • Camera
  • 2 Speakers
  • 3 Microphones and Mic Pod Hub
  • 1 Logitech Remote
• 1 TV Remote
• 1 20ft HDMI Cable - Available for use after hours and does not require a signature. Select PC after plugging in the cable.
• 2 Filing Cabinets - One drawer to lock up equipment, keys stored at branch's choice, with one backup set per branch stored at Admin
  • Rubber bumpers to protect corners
  • Grommets to protect wires inside the cabinets
  • Laptop stand to elevate the Tap Panel
  • Plastic bin to store microphones and two remotes

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Using VTC 

How you use VTC equipment will vary based on the type of meeting you are having. 

• Projection mode (attendees in room only) - Refer to Attached PowerPoints for printable instructions.
• VTC mode (attendees in multiple locations) - Refer to Attached PowerPoints for printable instructions.

LibCal Reservations for the Public 

• Reservations available for the public as of May 2025.
• Public-facing radio button.
  • Some branches have VTC in Meeting Room 1, some in Meeting Room 2, some in uniquely named rooms, and some in a single Meeting Room. Each branch's space has a customized booking form to help patrons know which room to book. 
  • Screenshot of public reservation software: 
    
• Approving a patron's VTC request:
  • From the Mediation screen, staff will see a line abbreviated as "VTC - Are you interested..." with a Yes or No option. 
    • Staff will want to review whether a patron has indicated that they are using the space during Extended Hours if they also selected yes to VTC. VTC use is not approved for extended hours reservations and equipment will be locked up 15 minutes prior to the branch closing.
    • Patrons may use the HDMI cable during extended hours, but not any equipment in the locked filing cabinet.
  • Attached: Template for approving VTC patron requests.
    • Staff are welcome to come up with their own language for denying VTC requests, if needed.
  • Screenshot of staff-view of patron VTC request:
    
• Attached: Letter of Agreement, which patrons will sign upon each use. Staff should store these paper signatures in a location convenient for branch staff. For potential statistical tracking, do not discard signatures for the time being.
  • We eventually hope to have a digital signature, similar to the Connect Kit process (date TBD).
  • The Letter of Agreement is written to express several main points to our patrons:
    • Staff are not available for real-time troubleshooting.
    • No extended hours use.
    • Monetary value of the VTC equipment.
    • Patrons may use the HDMI option without signing the Letter of Agreement.
    • The HDMI cable may be used during Extended Hours reservations. Here are steps on using the HDMI cable when the remote is not available: 

      Using the HDMI cable without a remote

    • Power the TV on using the physical button behind the Samsung logo on the bottom right of the TV using a single press.
    • Connect the HDMI cable to your device.
    • Single press the TV power button to pull up the menu, then single press again several times until you reach the Source button.
    • Press and hold to select Source, which will automatically launch one of the source options (at CE it went to Mersive first.)
    • To get to PC, keep pressing and holding through the next options (like Live TV, Teams) until you get to PC. 
    • Release to select PC. 
       
• Once the Letter of Agreement has been signed, staff can unlock the filing cabinet for the patron. 
• After the meeting is over, please relock the cabinet and visually verify that all equipment is accounted for.

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Tips

• Two people are needed to move the TV forward and back on its articulating mount.
• We recommend not moving the TV whenever possible, as the equipment behind the TV should not be touched by staff or public.

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Troubleshooting and Replacement Parts

• For usage questions, ask for tips in the Tech Team VTC channel.
• For hardware repairs, begin with an ESMP ticket. There is a specific subgroup in DIT who is assigned to handle VTC equipment across all agencies. 
• Lib-IT may be able to support some questions or repairs, or we may direct tickets back to the DIT-VTC group.
• Submit an ESMP ticket if parts are missing - such as remotes, cables, rubber bumpers, etc.
• Patron Damage: Fees are included in the Letter of Agreement. It would be difficult to prove that a specific patron damaged equipment, so this is a list meant to impress upon our patrons that the equipment is expensive and to please treat it respectfully. 
• Usage tips are included in the public LibGuide.
• Tap Panel frozen? Staff can reboot the system: Settings > Device settings > Debug > Reboot device
• Camera frozen? Place an ESMP ticket for Lib-IT to come reset it. Not generally available for same-day service.
• Do not use Teams from the Tap Panel and the Swytch cable at the same time – the Tap Panel can freeze
• Does your TV screen show an error of “Check Device Power”?
  • Tap the Tap Panel to wake it up.
• Do your Microsoft icons in Outlook/Word/Excel disappear after plugging in the Swytch cable?
  • Close all Microsoft products. Plug in the Swytch cable, then open your application.

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