Portable Computer Lab (PCL) Policies

OTS Portable Computer Lab (PCL)

General Information
PCL Policy
PCL Liability Policy
PCL Frequently Asked Questions (FAQ)
Tablet Tips, Pointers and Additional Information

General Information

Portable computer lab (PCL) carts each with 15 laptops are available to the University of Baltimore Staff and Faculty. The PCL gives faculty and staff the ability to transform their e-classroom, traditional classroom or meeting room into a temporary computer lab to support specific class learning objectives requiring PC access, such as hands-on or multimedia learning, collaborative tools or special presentation tools.

The tablets and carts were purchased using IMAC grant funds and are available to enhance the overall teaching and learning experiences for the faculty and students at UB. The PCL may be borrowed by staff and faculty for use anywhere in the Business Center, Academic Center, Student Center, Law Center or Langsdale Library. The tablets connect to the University's wireless network, come equipped with standard software, can connect to a wireless projector and are able to support printing to a wireless printer or to the printers located in the public OTS Computer Labs (for students only).

PCL Policy

  1. ELIGIBILITY: The Portable Computer Lab (PCL) may be borrowed by current University of Baltimore staff and faculty.
  2. LIABILITY: The user agrees to assume any and all legal liability for the cost of repair or replacement in the event of loss due to theft, damage, negligence or misuse. The Office of Technology Services (OTS) will not assume responsibility for lost files due to viruses, hardware failure and network interruptions.
  3. AVAILABILITY: The PCL is available on a first-come, first-served basis. Requests should be made on-line via the AV/PCL Request form on the OTS website. Any questions regarding the request form should be addressed to the OTS Call Center (410.837.6262). All requests for use of the PCL are subject to the approval of the OTS Computer Lab Manager. In the absence of the OTS Computer Lab Manager, the Director of Instructional Technology (or a designee) will approve requests for the PCL. Eligible users MUST present their valid University of Baltimore photo ID card when accepting delivery of a PCL.
  4. USE: The PCL is loaned for on-campus use only. The PCL and its tablets are not to be taken from the designated event location. The PCL and its tablets should never be left unattended. Only the number of needed tablets should be removed from the PCL cart. The remaining unused tablets should remain in the cart and the cart should be locked with the Requestor holding onto the PCL cart key.
  5. LOAN PERIOD: The loan period for the PCL is up to 5 hours (the life of a fully charged tablet; at 5 hours, one runs the risk of running out of battery power). Most typical loans (classes or meetings) will be for 3 hours or less. Longer durations are subject to additional approval by the OTS Computer Lab Manager. Longer durations and even multi-day requests can possibly be accommodated; it is recommended that there be a detailed discussion first with the OTS Computer Lab Manager before making the request.
  6. LENDING AGREEMENT: By accepting delivery of the PCL for an event, you are automatically agreeing to the PCL Liability Policy. When you physically accept the keys to the PCL or accept the cart, you become responsible for the PCL cart and its contents. Using the PCL is just like renting a car. We bring the cart to you and hand you the keys. You are then responsible for the cart and its contents until handing the keys back to the OTS representative at the end of your session.
  7. ADVANCE BOOKING: Requests for the PCL may be made online via the AV/PCL Request page or by contacting the OTS Call Center. For longer or multiple requests over several days, it is recommended that a discussion occur first with the OTS Computer Lab Manager.
  8. REPLACEMENT AND DAMAGE FINES: The user assumes full financial responsibility for a lost, stolen or damaged laptop. Tablets which are missing for more than 24 hours are considered lost. Replacement fees for lost or stolen tablets (or components) are as follows:

    Item Cost
    Tablet Computer $1400.00
    Executive Stylus (for tablets) $55.00
    Power Cord and Adapter $80.00
    Bluetooth Adapter $30
    Any laptop equipment malfunctions should be reported immediately to the OTS Call Center at 410.837.6262.

  9. RETURNS: The PCL, its contents and the keys to the PCL cart, must be returned in-person to OTS staff at the pre-arranged time and location (which is always the event location). Never leave the PCL keys unattended. Users (Requestors) will be required to wait while the PCL cart and its contents are checked to ensure all equipment is intact.
  10. USER FILES: Documents should be saved to your USB key or your network drive. The tablets are setup in such a manner that either restarting them or turning them off will erase all data that was saved to the hard drive. Saying and repeating it another way, all files will be deleted when the laptop is turned off.
    For additional information please see our PCL Frequently Asked Questions (FAQ).
     

PCL Liability Policy

To borrow one of the Portable Computer Labs (PCL) for use, you are agreeing to the following conditions outlined below (note: by accepting and using the PCL and the PCL keys, it is your responsibility to have read and fully understand the conditions noted below):

  • I agree to keep the PCL (and tablet computers) with me and under my control at all times. I understand that I am personally responsible if any PCL equipment is lost, stolen, or damaged.
  • I agree to use the PCL (and tablets) loaned to me at the agreed upon event location. I will not remove the tablet, accessories and cart from the event location.
  • I agree to be present at the delivery location when the PCL is delivered.
  • I agree to show a current photo ID when accepting a PCL delivery.
  • I agree to return the PCL (and tablets) loaned to me by OTS at the agreed upon end time.
  • I acknowledge that failure to return any portion of the PCL will be considered loss by the University of Baltimore and I will be charged a replacement fee of $1400 for each tablet that is lost. The replacement cost for a lost stylus is $55 and the replacement cost for a power cord and adapter is $80. The loss of a Bluetooth adapter is $30.
  • In the case of a negligently damaged tablet, I agree to pay up to $1400 to the University of Baltimore if the tablet cannot be repaired.
  • I acknowledge that OTS is not responsible for damage to files or removable media caused by viruses that may exist on the network or spread through the network.
  • I agree to save my files to removable media or my network drive rather than the tablet's hard drive. I understand that all files saved on the tablet will be erased and that OTS accepts no responsibility for lost files. These files are non-retrievable.
  • I acknowledge that failure to pay any amount owing will be considered an outstanding debt to the University and will be added to my departmental billing account.
  • I acknowledge that failure to comply with any of these conditions will result in the loss of future borrowing privileges.

I have read the PCL Liability Policy and I agree to abide by these conditions of use.

PCL Frequently Asked Questions (FAQ)

Who can borrow the PCL?
Where can I use the PCL?
How do I borrow the PCL?
How can I tell if the PCL is available?
Can I check if a PCL is available to borrow?
Can I book a PCL cart in advance?
What is the loan period?
Can my assistant or student accept delivery of the PCL?
Where do I return the PCL cart?
Who is responsible for theft, loss, or damage of the PCL?
Do you have any security tips for controlling the PCL when I sign it out?
What comes with the PCL?
What software is available on each of the tablets?
What hardware does the Gateway tablet have?
Can personal software and documents be saved on the tablet?
Can I access the Internet from the PCL?
Where do I find more detailed instructions on connecting to the wireless network?
Can I print from the PCL?
Can I use the PCL tablets only on battery power?
What if I need help?

Who can borrow the PCL?
All faculty and staff members may borrow the PCL. When you borrow the PCL, you are automatically agreeing to the PCL Liability Policy. No individual may borrow the PCL with the intended purpose of allowing another person the use of the PCL.

Where can I use the PCL?
The PCL can only be used on the University of Baltimore Campus. OTS supports the delivery of the PCL to the following locations: BC, AC, SC, LL and LC. Removal of the PCL or any of its components in an unauthorized manner will be treated as theft.

How do I borrow the PCL?
The PCL may be borrowed by initiating a request on line at the OTS AV/PCL Media request page, contacting the OTS Call Center, or by contacting the OTS Computer Lab Manager.

How can I tell if the PCL is available?
To check whether the PCL is available or to discuss a potential opportunity which might utilize the Portable Computer Lab, contact the OTS Call Center and ask to speak with the Lab Manager. Requests can be submitted online but are not guaranteed until you receive confirmation.

Can I check if a tablet is available to borrow?
The OTS Computer Lab Manager can tell you if the PCL is available on a certain date. The Lab Manager can be contacted through the OTS Call Center. That would also be a good time to inquire into all aspects of the event you are planning to make sure that the PCL would be suitable and/or the best option available.

Can I book a PCL cart in advance?
The best way to reserve a PCL is to do so in advance. This will ensure that you have the PCL when you need it. The PCL is reserved on a first-come, first-serve basis. Requests can be made via online at the OTS website using the AV and PCL Request Form. Simply entering your request online does not guarantee the request is confirmed. You will need to wait for a confirmation email for your event to be confirmed.

Be aware that the PCL periodically undergoes maintenance and/or often times needs to be recharged. OTS ultimately will determine when the PCL is available.

What is the loan period?
The PCL loan period for tablets is a maximum of 5 hours unless prior approval has been arranged with the OTS Computer Lab Manager (remember the battery lasts up to 5 hours on a full charge).

Can my assistant or student accept delivery of the PCL?
The staff or faculty requestor must be present for the PCL delivery. PCLs cannot be delivered to students, including graduate assistants.

Where do I return the PCL cart?
Actually, you don’t have to return the cart to a different location. The PCL cart is delivered to your meeting location and the keys to the cart are turned over to you (similar to renting a car). An OTS representative will then confirm the pickup time with you and arrive back at the pre-designated time to pick up the PCL cart keys and remove it from the meeting space or classroom. You will be asked to wait before leaving to allow OTS staff to verify that all the pieces of the PCL are returned in good order.

Who is responsible for theft, damage or loss of the PCL?
You are financially responsible for the PCL cart, tablets and accessories upon delivery to you. This is in accordance with the PCL Liability Policy.

Do you have any security tips for controlling the PCL when I sign it out?
There are several suggestions available for controlling and securing the PCL. Probably the most important suggestion is to have a plan in place before the event occurs. Also critical to your plan is to have an assistant or two to provide extra “eyes” on the PCL and the tablets and assist in the issuing and return of the tablets. Your plan should include a review of the following items:

  • number of attendees (have names ahead of time)
  • the location of the event
  • start / finish time
  • how to handle breaks
  • access points into / out of the room
  • the duration of the event
  • only use the number of tablets actually needed (don’t put them all out if not needed)

Always keep an eye out for individuals that do not belong in the group, class or meeting you are conducting. When conducting a class, if arranged in advance, the tablets, assuming the room will accommodate, can be secured (locked down) with Kensington cables. Another possibility for issuing tablets is to exchange a tablet for a valid student ID (or driver’s license). Remove the tablet, issue it, and then place the id on the shelf where the tablet resides.

The key to success from a security standpoint is to have a plan, have an assistant(s), and to collect the tablets well before the flurry of activity that occurs when a meeting or classes ends.

What comes with the PCL?
A PCL contains 15 Gateway tablets in a secure, locked cart. It also comes with a set of keys to unlock the cart; the cart provides a secure means of housing the tablets until they are needed. Optional equipment includes a wireless projector, wireless printer and USB Bluetooth adapter(s). Optional equipment is delivered only if requested.

Typically the Gateway tablets will be fully charged. However, they may come from a prior event, which was short enough in duration to not expend the battery's charge. A fully charged tablet will last approximately 5 hours with constant usage. The power bricks and power cords should not be taken out of the PCL cart. There are no carrying cases.

What software is available on each of the tablets?

  • Windows XP
  • Internet Explorer
  • Adobe Reader
  • QuickTime
  • RealPlayer Basic
  • Windows Media Player
  • Microsoft Office 2003 (Word, Excel and PowerPoint)
  • WordPerfect
  • SPSS
  • Plus many others

For a full list of software, see Tablet Tips, Pointers and Additional Information.

What hardware does the Gateway tablet have?

The following is a basic listing of key hardware features:

  • Gateway M285E
  • Intel Core Duo Processor T2300E (1.66GHz)
  • 1024MB 533MHz DDR2 SDRAM
  • 60 GM 5400 rpm Serial ATA hard drive
  • 8x Multi-Format Double Layer DVD Writer
  • 14.0” WXGA TFT Active Matrix (1280 x 768 max. resolution) w/ Gateway Executive Stylus w/ Continuous Sensing Technology
  • Integrated Intel 802.11 a/b/g wireless networking
  • And many more features

Can personal software and documents be saved on the tablet?
Personal software and documents should not be saved on the tablets. When the tablet is shut-down or restarted, all user installed software and files are erased. Please save your documents to a UBS key, to your network drive, burn it to a CD, or email the file(s) to yourself. There is no way to recover your work once the tablet is shut down or restarted.

Can I access the Internet from the PCL?
The tablets all have wireless network cards and can be used by current UB students, faculty, and staff to connect to the UB wireless network. Wireless coverage is quite extensive; however, there may be certain locations where wireless does not reach.

Where do I find more detailed instructions on connecting to the wireless internet?
Each PCL cart contains a detailed handout which is available to each tablet user. This instruction sheet is a step-by-step procedure for logging into the UB wireless network. If you have problems connecting to the wireless network, contact the OTS Help Desk at 410-837-6262. You must have a valid UB network ID to access the UB wireless network.

You can also find more details under Tablet Tips, Pointers and Additional Information.

Can I print from the PCL?
If you have a print account, you can print to any of the OTS public labs by using the wireless printing procedure listed under OTS Computer Labs section. If you have coordinated with the OTS Computer Lab Manager, and have arranged for “Bluetooth” wireless printing, you would be able to print locally in the meeting or classroom. The PCL can come with one wireless Bluetooth HP printer and up to 5 Bluetooth, wireless, USB adapters, which may be used / shared within the classroom or meeting room.

Print accounts are automatically created for students currently enrolled in classes. Most faculty and staff do not have print accounts.

Can I use the PCL tablets only on battery power?
Basically, most of the events (typically most events are under 3 hours) that the PCL will be issued for will be totally on battery power. Fully charged, the tablet will last 5 hours. If you have an all day event, lasting greater than 5 hours, arrangements will need to be made for setting up power bricks, cords, etc. There are ways to conserve power on the tablets which will prolong the life of the tablets:

  • When the tablet is not needed, power it off
  • Closing the lid (screen) of the tablet, will prolong the life of the charge
  • One can also place the tablet in a temporary sleep mode by pressing the blue function key and F3 at the same time. This will put the tablet into a temporary sleep. You can wake it pressing the power button on.

What if I need help?
We expect you to be somewhat familiar with the hardware and software. The OTS Call Center is available during its published hours to answer basic questions related to the tablets. For a more in-depth look at the details or features of the tablets, it is best to arrange a familiarization tour ahead of time with OTS personnel. This can be arranged by contacting the OTS Call Center at 410.837.6262, who will in turn set up a familiarization tour with the requestor.

Tablet Tips, Pointers and Additional Information

So what can you really do with the PCL and Tablets?
Full list of Software
Wireless Data Projector
How to convert thepoli PC into a Tablet
General Tips on using the Stylus (tablet mode)
Calibrating the Stylus
Rotating the screen
Wireless login
Battery Stand-by mode

So what can you really do with the PCL and Tablets?
How about the following ideas:

  • Collaborative learning-- Break the class / meeting into groups and have each group prepare a presentation for the end of the meeting / class.
  • Enhanced PowerPoint presentations. Use the “writing” feature to highlight existing PowerPoint presentations to emphasize special notes or information.
  • Use power point to deliver a handwritten presentation and save it for later (individually or in group breakout sessions)
  • Deliver a presentation entirely with hand writing (only electronically!). In the good ole’ days, it was all done on a blackboard with chalk to boot! Now, it can be done on a tablet, saved and posted to your website!
  • Use the tablet to write your presentation or paper and then convert it to type written in an instant!
  • Use the tablets to increase interactivity by designing course lessons which question and respond to feedback from the audience.
  • Develop flash cards / quizzes
  • Play interactive team games for credit!
  • Many, many more uses and ideas!!!

Full list of Software
The following list represents the software available on the PCL:

  • Windows XP
  • Microsoft Office Professional 2003, Service Pack 1
    • Microsoft Word, 2003
    • Microsoft Excel, 2003
    • Microsoft PowerPoint, 2003
    • Microsoft Outlook, 2003
    • Microsoft Publisher, 2003
    • Microsoft Access, 2003
    • Microsoft FrontPage, 2003
    Adobe Acrobat Reader 7.0
  • Real Player 10
  • SSH Secure File Transfer Client
  • Lindo Solver Suite
  • Netscape 7.2
  • Internet Explorer 6.0
  • WS_FTP95 LE
  • AscToHTM
  • Firefox1.5.0.4
  • Windows XP Professional, Service Pack 2
  • Internet Explorer, Version 6
  • Microsoft InfoPath 2003
  • Microsoft OneNote 2003
  • Windows Media Player, Version 10.0
  • Adobe Reader, Version 7.0
  • QuickTime Player, Version 7
  • RealPlayer, Version 10.0
  • Macromedia Flashplayer, Version 7.0
  • Symantec AntiVirus Corporate Edition, Version 10.1.4
  • CyberLink Power DVD, Version 5.1
  • E-Z CD Creator 5 Basic, Version 5.2.0.61
  • SPSS, Version 13.0
  • WordPerfect, Office 12
  • Visual Studio, Version .NET
  • Macromedia Dreamweaver, Version MX 2004
  • Java Runtime Environment, Version 5.0
  • Core FTP Lite, 1.3c
  • Microsoft .NET Framework SDK v1.1
  • Microsoft Education Pack for Tablet PC
    • Equation Writer
    • Go Binder Lite
    • Explore the Education Pack
    • Hexic Deluxe
    • Ink Flash Cards
    • Send to OneNote 2003
  • Microsoft Experience Pack for Tablet PC
    • Explore the Experience Pack
    • Ink Art 1.3
    • Ink Crossword
    • Ink Desktop
    • Media Transfer
    • Snipping Tool 2.0
  • Microsoft Windows Journal Ver. 5.1
  • Tablet PC
    • Sticky Notes
    • Tablet PC Tutorials
  • Epson Projector
    • EMP NS Connection V 2
    • EMP SlideMaker 2

Wireless Data Projector

The PCL also includes the option of requesting a portable, wireless projector. The PCL utilizes an Epson® PowerLite 1705c projector capable of projecting presentations in virtually any setting with the ultra bright, ultra light. At 2200 lumens and at just 3.7 lb, it’s ideal for most any PCL application at the University of Baltimore. The convenient wireless capabilities are compatible with 802.11 a/b/g-compliant devices. The PowerLite 1705c projector has USB connectivity with multiple computer inputs offering the flexibility you need in the classroom. And, with incorporated networking capabilities, it facilitates easy monitoring and control. This versatile projector even enables users to send movie files wirelessly and enjoy full-frame videos, as well as the corresponding audio.

General

  • 5-second startup time and Instant Off feature for fast setup and shut down
  • Source search function automatically displays the connected input source(s) and switches instantly between sources
  • Digital keystone correction (+/-30° vertical) automatically engages without manual adjustments
  • 1.2x optical zoom lens for flexible placement and positioning

Other features

  • Wireless 802.11a and g for up to 54 Mps even in ad-hoc mode
  • Optional wired Ethernet LAN module
  • Wirelessly send MPEG2 full screen video (30 fps) with audio
  • Connect two computers, one via standard USB 2.0 cable and another via VGA cable for multi-source presentations
  • Project up to four different images from one computer
  • Color match up to four projected images for a uniform, widescreen view
  • Project only the PowerPoint® slide images while viewing handout notes and controls on the computer screen
  • Six-axis color adjustment when exact color control is required
  • More advanced wireless security options including 802.1x
  • Proactive network maintenance with diagnostic reports
  • Soft carrying case included, weighing less than 4lbs.
  • 2200 lumens-ultra bright
  • XGA (1024 x 768) resolution for vibrant images with precision color and detail.

How to Convert the PC into a Tablet

After opening the tablet screen, the screen can be turned into tablet mode by rotating the screen counter clockwise and then down to secure it. The screen will lock into place upon completing this action. When rotating the screen, you can look in the little window (at the swivel point of the screen) to see the direction the arrow is pointing. Never force the tablet screen. If you are having a concern, contact the OTS Call Center for assistance at 410.837.6262.

Note: Use only tablet pens, referred to as a Stylus (DO NOT USE PENCILS OR REGULAR PENS ON THE TABLET SCREEN INTERFACE)

Don’t drop the tablets (goes without saying, but we said it).

General Tips on using the Stylus (tablet mode)

Please do not press the stylus hard unto the tablet screen interface. There is no need for a lot of pressure. In fact, you will have improved results with “gliding” over the surface of the tablet versus pressing hard on it. There is no need to crush the tablet screen or press hard. You will also find that if you float the stylus above the tablet screen, you will be able to move the cursor around the screen.
You can use the stylus to “tap” or open programs on the tablet. You can also “right click” by pressing the tiny button approximately 1 inch from the tip of the stylus (on the body of the stylus), hold for a brief moment and lift the stylus. This procedure will activate the right click choices and enable you to proceed with your choice.
You may also move the stylus / cursor over an active area; by holding it there, a red circle will appear, along with various choices of action.

Calibrating the Stylus

You may find that there will be 2 to 3 occasions where you may need to calibrate the stylus. Calibration is needed when the cursor (arrow point on screen) does not match up with the location of the stylus (the pen-like device which has a release on the underside of the tablet and pops out the front edge of the tablet). There is a shortcut on the tablet desktop that you can launch the stylus calibration software. Just follow the prompts and touch the various points designated in the 4 corners of the tablet screen.

You will need to calibrate when:

  • Initially starting up into tablet mode (after starting the tablet and swiveling the screen around to tablet mode. More than likely, you will need to calibrate. You’ll notice if it is needed if your cursor (arrow) does not quite match up with your stylus.
  • If you switch from regular laptop mode back and forth to tablet mode, you may need to recalibrate.
  • If you wipe or rub the screen, you may need to recalibrate the stylus.

Rotating the Screen

After opening the tablet screen, the screen can be turned into tablet mode by rotating the screen counter clockwise and then down to secure it. The screen will lock into place upon completing this action. Reverse the procedure to convert the tablet back into a notebook. Never force the screen in a direction that will place undo pressure on the screen. Always check the swivel base of the tablet to see which direction to turn the screen.

Wireless Login

The PCL can be used on the UB Wireless network by any student, faculty, or staff with a valid UB account. Once the tablet finishes starting up, launch Internet Explorer. If you are in an area with wireless coverage you should be directed to the UB wireless authentication screen. From there you log in using your UB network ID and password. If you are not redirected to that page, follow the steps below.

  1. Double click the Intel PROSet/Wireless icon (shape of a flood light pointing up) in the lower right hand tray.
  2. A wireless network connection box will show. Press the connect button in the lower right hand corner to connect to the ubalt-guest wireless network.
  3. You will get another pop-up box that says that you are connecting to the network “ubalt-guest”. Click on “connect anyway”.
  4. At this point you can close this box.
  5. Double click on Internet Explorer, enter your UB login information and begin surfing.

Battery Stand-by mode

The battery life for the tablets/pc is approximately 5 hours on a charge. The tablet is configured to be “on” all the time and does not go into hibernate or standby mode on its own.

If you are going to be using the tablet during a long session and want to conserve your battery endurance, you can place the tablet into standby mode by pressing the purple “Fn” key in the lower right hand corner of the keyboard and at the same time, press the F3 key (the one with the moon on it) at the top left side of the key board. This will place the tablet into a standby state.

To undo the standby state, press the power on button (circular button on the lower left hand side of the screen near the Gateway logo). The screen and tablet will come back to life.