Videoconferencing
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Overview
CENS has two Polycom videoconference boxes at UCLA: a fixed unit in the CENS seminar room in Boelter 3551P, and a portable unit normally stored in the CENS small meeting room 3551C. For routine usage, the 3551P unit usually only needs to be powered on (switch is at left rear of Polycom box as you face the camera); the display usually only needs to be brought out of sleep mode with the display remote. Note that for privacy after using the Polycom, it is important to TURN OFF the Polycom unit manually, to prevent others from eavesdropping on conversations in the conference room. A black display often simply means the display is powered off; the camera and microphone might still be active!
The mobile unit usually only needs to have the blue ethernet cord plugged into a suitable network port, and of course the power cable plugged in. In the cart cabinet underneath the display are additional cords, etc., for using a PC with the unit (for example, when a powerpoint presentation is to be made, this is better than aiming the camera at the screen) and for use with microphone/teleconferencing. (WARNING: the cables in the cabinet are a rat's nest! Be careful not to dislodge the power strip plugs or other cables attached to the polycom unit.)
BE SURE to return the display and polycom handheld remotes to the cabinet; the unit is pretty much useless without at least the polycom handheld.
Additional Polycom units are located at James Reserve, UC Riverside, UC Merced, and CalTech.
Handheld remote control is essential
You can't do anything useful without the handheld remote control; you need it to:
- use arrow keys to navigate around screen
- use ‘dot’ key (surrounded by arrow keys) to select yellow-box highlighted option
- when entering IP addresses, use numeric keypad on remote for digits and "right arrow" for the 'octet point' (aka period) between numeric values.
Initiate a call
- from main menu, “Address Book” -> desired_entry
- to cancel a selection, use arrows to highlight “menu” and press dot
- to hang up a call, press "Call Hangup" at the top of the handheld remote
Normal CENS Conference Room (BH3551P) default startup parameters
- IP set to 131.179.148.48
- GW set to 131.179.148.1
- Subnet mask set to 255.255.255.0
- DHCP set to off (other choices: “client”, “server”)
- fixed TCP ports 3230-3235
- fixed UDP ports 3230-3247
- speed 128 for off-campus connections
Normal CENS Mobile Unit (BH3551C) default startup parameters
- IP set to 131.179.148.49
- GW set to 131.179.148.1
- Subnet mask set to 255.255.255.0
- DHCP set to client (other choices: “off”, “server”)
- If no DHCP server found, defaults to static IP
- fixed TCP ports 3230-3235
- fixed UDP ports 3230-3247
- speed 128 for off-campus connections
Change IP address to a different static IP
Changing the IP address for a polycom is 'permanent' in that the EEPROM is burned and the unit power cycles before using the new IP. If you change the IP address, you must SET IT BACK to the "CSD Normal Usage" values !!!
Also note that changing the IP address almost always implies changing the gateway address as well. In rare circumstances, the DNS server list might also need to be changed. (It currently has CSD, SEAS, and UCLA servers, which should be sufficient for UCLA on-campus usage.)
- Commonly used IPs for mobile Polycom unit
- CSD normal usage is 131.179.148.49; this includes BH4760 for Tech Seminars.
- Rice Room (BH 6764) is DHCP (should always be given 164.67.199.200 from DHCP server)
- Kaiser lab 63-167 is 164.67.194.172; DNS 128.97.10.2
- Not sure what happens in 54-127 or 64-127 E-IV conf rooms
- from main menu: choose “System Info” -> “Admin Setup”
- With the password text entry bar highlighted, press dot to bring up typewriter pad on screen.
- Password is “cens” without quotes. Use arrows/dot to select letters. Password shows as asterisks in test entry window.
When done entering “cens”, highlight the return arrow to the right of the space bar on the typewriter pad, and press dot to close the typewriter pad. Now use arrows to highlight “OK”, and press dot.
- “LAN/H.323” -> “LAN/Intranet” -> “LAN & Intranet” and press dot.
- Ensure that the DHCP setting is “Off” (to allow editing of IP address)
- use arrows to highlight “Off” and press dot.
- Use arrows to highlight IP Address entry window
- Use left arrow repeatedly to erase current entry, if present.
- Use keypad numbers (use right arrow for the ‘dot’ between IP address components) to enter IP address.
- If needed, also edit “DNS Servers” field.
- Edit “Default Gateway” as needed; common usage is A.B.C.1 where A.B.C is prefix for static IP.
- Subnet mask is normally 255.255.255.0; rarely anything else, and if so, the final component is almost always 192 or 128 or 64.
- Use down arrow to highlight menu and press dot.
System will ask if you want to save changes by resetting; to proceed you MUST choose to save (otherwise, unit return back to previously programmed values)
Testing your changes
The easiest way to test your changes is to initiate a call to another polycom. The two most common targets are the fixed unit in the CENS conference room (useful if you have current access to the room to turn it on and off), and a normally-on unit at UT Austin in a building lobby. Both of these are listed in the Address Book in the mobile unit; the fixed unit has the obvious similar choices.
If you can successfully initiate calls in both directions, you're likely in pretty good shape.
Other details
148.48
Software version: Release 6.0.1 Fx - 24 Mar 2004
Serial number: 026317
148.49
Software version:
Serial number:
Common problems
No audio
If the local end has no sound arriving, check the volume level on the display, using the display remote control. A mid-range volume setting usually works quite well.
If the remote end can't hear you (the local end), check that the microphone is not muted: the microphone mute button (top center of microphone) glows red while muted. Another possibility is that one end (or both) of the audio input cable is unplugged, partially or fully. The audio cable is part of a three-cable assembly that connects the VisualConcertFX box on the tabletop to the Polycom unit itself.
IP issues
Sometimes the static IP address is already in use by some other host; if so, the Polycom complains immediately upon reboot, and refuses to do much of anything until the problem is resolved (usually by picking another IP address :-) )
bandwidth issues
One of the settable parameters in the Address Book is a connection rate; while 512 works well on campus, for some 'remote' calls 128 works much better. (eg, JR has a single T-1 internet feed, so 128 works much better there.)
Also, sometimes a connection established from the other direction works better; be prepared to communicate via e-mail or phone with the other party to negotiate such things.
