Maine Distance Learning Project Overview

Using the ATM Network

Consult the guidelines below if your group or organization would like to utilize the Maine Distance Learning Project ATM network for meetings, professional development, training opportunities, or other sessions.

For further information or for assistance in arranging a session, contact Anne Perloff at anne.perloff@maine.edu or (207) 561-3584.

ATM rooms are mainly located at high schools, which provides the ability for students, teachers, and administrators to interact with their counterparts in classrooms all around the state.

In addition, statewide organizations or groups that have members in widespread locations can use the ATM system to hold meetings and other events.

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Use the following steps when arranging an ATM session.

Step 1: Determine the Session Date and Time

The first step in scheduling a session is to determine the date and time that the session will be held.

When choosing the start and end time for the session, you may want to consider adding an extra ten minutes before the event time (to set up the equipment) and ten minutes after the event ends (to turn off any equipment that has been used in the session, such as LCD projectors).

Identify an alternative date and time in case the preferred time slot is not available.

Step 2: Identify Sites

The next step is to identify the ATM sites that you would like to include in the session (we recommend four sites total).

Find out where the session participants are located geographically to determine which sites will be most convenient.

Identify alternative sites in case the preferred sites are not available.

Step 3: Get Approval to Use the Sites

Once you have identified the sites you hope to include, you must contact each site to determine if A) the room is available during the proposed time and B) to obtain approval to use the site.

A list of contacts for ATM sites can be downloaded from this site.

Each ATM site has their own policy for use of their equipment by outside groups. Be aware that rooms may not be available during the school day due to regular classes being held in the room, and that sites may charge an hourly fee for after hours use.

At this point, you should also determine what procedures participants at each site will need to follow to gain access to the ATM room on the day of the session.

Step 4: Schedule the Session

Scheduling the session involves entering the details about the session into web-based scheduling software. This is what causes the session to automatically launch in each of the specified ATM rooms at the scheduled start time.

The organizer of the ATM session is responsible for determining availability of sites before requesting that the session be scheduled.

Decide which site will be the originating site in the session. This should be the site where the event moderator is located and is the only site from which cameras at the other sites can be controlled remotely.

Although any site contact person can schedule the session, we recommend that the contact person at the originating site does so.

Provide the person who will be scheduling the session with all relevant information:

• the name of the group and/or meeting
• a name for the session (e.g. Water District Meeting)
• date
• start time
• end time
• sites to include
• the name of the originating site

Ask the scheduler to send you a confirmation report after they have scheduled the session - this will include a reservation number which you will need to provide in the event you contact the help desk for technical support during the session.

When the session has been scheduled, an automatic email will be sent to all participating site contacts, notifying them of the session details.

Step 5: Prepare for the Session

Identify the person who will run the ATM equipment during the session. This person will set up the cameras at each site and further enhance the session by displaying items on the document camera or on a laptop computer.

If your organization does not have anyone trained in using the ATM equipment, contact Anne Perloff at 561-3584 to arrange for training.

Make sure that all sites involved in the session have the name and contact details of the event organizer.

Send the contact person at each site a list of the participants who will be attending the session at their site.

Inform all participants of the date and time of the session, the available locations they can attend, and any procedures they will need to follow to gain access to and shut down the ATM room. Note that if there is snow day at a site, participants will not be able to get into the ATM room. Check the high school websites and/or TV and radio stations for cancellations. The event organizer will be responsible for notifying participants if the session is cancelled or if any sites are unavailable for use due to inclement weather.

Gather the materials that will be used during the session. Coordinate the delivery of any printed materials to individual participants via email or regular mail. Make sure that any materials that will be displayed on screen during the session are designed for a TV or overhead screen.

Step 6: Hold the Session

See the teaching via ATM section of this website for strategies to follow for a successful videoconference.

Step 7: Completing the Session

Make sure that all equipment used during the session has been turned off - including TV's, LCD projectors, and document cameras. If you are powering down a LCD projector remotely, it must be done before the session ends.

Make sure that participants at all sites pick up any trash and return tables and chairs to their original positions.

Remind participants at each site of any procedures they must follow, such as turning off the lights, locking the door, and returning a room key.

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