Places to get set up

• Caffeine Break committee mailing list – contact 
• Caffeine Break monthly planning meeting
• UI-Caffeine-Break email / calendar account – Verify that you can switch identities in Webmail to be able to create Caffeine Breaks in that calendar. (ETA April 2017: I’ve lost access to that now and generally just schedule everything from my own account, which tends to work better anyway because the Caffeine Break account couldn’t send email to CCSP and I can.)

Caffeine Break roles and processes 

This document has the overview of all the steps, including organizing, scheduling, hosting, and post processing.

The scheduling process in specific

1. Make sure you have a copy of the ITPF-Room1 recurring Caffeine Break meeting’s schedule block in order to copy the Zoom and Skype connection information. (It expires once a year in August.  can renew it, or anyone on the IT Pro Forum programming committee.)
2. Create a new Friday morning event.
   1. Make sure it’s listed from 9 – 10 am, not “all day”.
   2. Don’t require responses to the meeting.
   3. Open a previous week’s invitation and copy and paste the structure into the meeting body field, then update the contents for your new event. 
   4. Key components to include in the text area:
      1. Date
      2. Time
      3. Building and room number
      4. Building address
      5. Speakers
      6. Description of the day’s Caffeine Break
      7. Zoom
      8. Go into the Scheduling Assistant and add CCSP and Caffeine Break mailing lists to the invited attendees.
   5. Save your meeting to create it.
3. Confirm the confirmation emails for both mailing lists.

Places generally available (or generally not available)

Generally available:

• Panera’s back room 
• Intermezzo – contact Lisa Lillig to ask about space availability 
• Classrooms that are scheduled with FMS Astra
• Conference rooms in buildings that are scheduled by departments that Caffeine Break members belong to (currently Tech Services and iSchool)
  • iSchool: GSLIS 126 is good for rows of seating
  • Tech Services: DCL L410 is good for clustered conversations with presentations optional (but it’s a challenge to find the room)

Generally not available:

• The Spice Box – especially in spring semesters, when it tends to be full-day reserved for students doing pop-up restaurants

Scheduling a room with FMS Astra

1. Start here: https://astra.apps.uillinois.edu/UIUC/Portal/GuestPortal.aspx
2. Here’s the help page: http://go.illinois.edu/GeneralRequestFormHelp
3. The form to be filled out: https://astra.apps.uillinois.edu/UIUC/Events/EventReqIntroForm.aspx?ReturnURL=%2fUIUC%2fPortal%2fGuestPortal.aspx
4. Our standard answer block:
   • Contact Information: (Fill out as yourself)
   • Event Information:
     • Sponsoring dept / unit: (Yours)
     • Event name: Caffeine Break
     • Event description: A weekly meeting of campus IT pros to discuss news and technology updates.
     • Event type: Administrative
   • Space Information:
     • Type of room: (Go with what the speaker asks)
     • Number of people: 25 if a small-ish topic, larger if we anticipate high attendance
     • Rooms needed: 1
     • Location request: (It’s kind to ask for the same general quadrant of campus that the speaker is coming from)
     • Tech needs: (Discuss with your speaker and fill out accordingly)
   • Event meetings: (Replicate the same info from above)
   • Meeting recurrence: (Select the date and time)
   • Participant info: (Fill out accordingly)
   • The Submit button is at the top of the window near the headlines.
5. In a few minutes, you’ll get an auto-response email, followed by an actual email with an attached PDF that shows what space you’ve been assigned to.

Uploading video to the IT Pro channel in Mediaspace

Here’s a video of how to do video processing after a Caffeine Break.

Getting permission the first time:

In order to be able to be added to the Mediaspace permission system, you have to log in at least once in order for an account to be created for you so that you can be added to the people who can contribute to the IT Pro channel. So:

1. Go to mediaspace.illinois.edu and click the Login button in the top right corner
2. Use Shibboleth to log in.
3. After that’s been accomplished, let Dena know. You’ll now have an account she can add to the contributors to the IT Pro channel.

Uploading video (if it’s not already there):

Zoom Cloud recordings (the kind generated by default by the Caffeine Break meetings created by the itpf-zoom1 account) will automatically be pushed to the itpf-zoom1 account’s MediaSpace area. To get hold of that recording:

1. Open a new private browser window (so it doesn’t have your own identity in it) and log in to illinois.zoom.us with the itpf-zoom1 account name and password.
2. Under the Recordings area, find a recording that’s the right date, time, and size among the Caffeine Break recording lists.
3. Download those files to the Box archive folder.
4. In that same private browser window, go over to mediaspace.illinois.edu and log in with the itpf-zoom1 account.
5. Under My Media, find that same Caffeine Break recording from the list.
6. Add your actual self to the Collaborators list as co-editor, co-publisher, and co-viewer.
7. You can either edit the metadata (title, date, description, tags, etc) as the itpf-zoom1 account or as yourself once you have those permissions.
8. To publish the video into the Campus IT Pro Videos channel, you’ll need to log in to mediaspace as your actual self and go to Actions → Publish..

If you need a separate upload for some reason (recorded local, recorded not in Zoom, whatever):

1. Go to mediaspace.illinois.edu and log in with Shibboleth. Your name will appear in the button where “Login” was previously.
2. Click the down arrow by your name and pick My Channels from the menu that appears. 
3. If permissions have been set right, “Campus IT Pro Videos” should be one of the things that appears under your channels list. (If it doesn’t, contact Dena.)
4. Click on the Campus IT Pro Videos image to get into the collection.
   (Don’t click the edit link; that edits the channel setup, but doesn’t take you to the channel contents.)
5. Click the Add to Channel button displayed toward the middle-right section of the screen.
6. Directly below the Publish button, there will be an “Add New” link in unfortunately small print. Click the Add New link.
7. Select the upload method you want.
8. Provide title information, a description, and metadata for the file you’re uploading. I tag with “it pro” and “caffeine break” as well as the day’s topic.
9. When you’re done adding metadata, hit the (save or publish button – not sure which; don’t have a file I can upload right now. Will recheck next time there is one.)

   It will take a few minutes for Kaltura to finish uploading and processing; wait until the media will display and you can play it before you send out a link to CCSP.

   Anyone with a NetID should be able to log in to watch these videos; we do want them access restricted to members of the campus community. 

Mailing list protocol

Two mailing lists:

• caffeinebreak@lists.illinois.edu – The announcement list for people who don’t want to subscribe to all of CCSP. 
  • This list is set to no-reply.
  • In the footer, self-subscribe options will be available and an invitation to contact us at caffeinebreak-committee will let people get in touch with us.
• caffeinebreak-committee@lists.illinois.edu – Committee members should be on this list.

Weekly emails should be sent to CCSP, caffeinebreak@lists.illinois.edu, and any other relevant topic lists (webmasters are sometimes interested, for example).