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Procedures for ULend Administrators


Obtaining access to the ULend google account and Box.com folders

ULend administration documents are in a Box.com folder.  Many of these documents are also available on Google Drive, and the ULend scheduling/calendar system is available on Google as well.  You will need access to at least the Google account for most of the administration actions described on this page.  
  • The Google account for ULend is ulendusu@gmail.com.  Contact Seth Lyman for the password.  Once you log in to that account in your browser, you can access the calendar at https://calendar.google.com, and you can access the forms and spreadsheets and other documents at https://drive.google.com.  
  • To access the ULend Box folders, ask Seth Lyman to add you as a collaborator.   


Training ULend camera users

  • If camera users have already received training from FLIR or ITC (they need to have received this training), USU staff need to
    1. Obtain a copy of the user's training certificate and upload the file using the widget at the bottom of this page.
    2. Update the ULend user's file with the user's contact information and training information. 
      • You can access the user file in the ULend Box.com folder at ULend>contacts and users>user information>ULend_user_list.xlsx. Alternatively, you can access it on the Google account at Drive>users>ULend_user_list.xlsx.
  • If camera users have not received training, they can either receive this training from FLIR or ITC, or USU staff who have received this training can train them.  If the user decides to have USU staff train them, the user must do the following IN ORDER:
    1. View the FLIR camera introductory video at http://infraredtraining.com/view/?id=72793.
    2. Complete a free, online training course at http://irtraining.inquisiqr4.com/catalog/course.asp?id=32093&cid=1531 (it takes about 60 minutes) and upload the completion certificate using the widget at the bottom of this page.  
    3. Make an appointment with trained USU staff and receive a camera orientation.  Staff who can perform this training include:
      1. Trevor O'Neil
      2. Colleen Jones
    4. The training from USU staff will include
      1. Orienting the user regarding the equipment and accessories that will be loaned with the camera and how to use them
      2. Orienting the user regarding camera operation, including
        1. How to handle and operate the camera in a way that minimizes the likelihood of damage to the camera
        2. How to enable the various features of the camera to detect leaks under different conditions
        3. Conditions under which leak detection with the camera is likely to be impaired
      3. How to fill out the ULend use report
  • After training by USU staff,  the USU staff the administered the training must update the ULend user's file with the user's contact information and training information.
    • You can access the user file in the ULend Box.com folder at ULend>contacts and users>user information>ULend_user_list.xlsx. Alternatively, you can access it on the Google account at Drive>users>ULend_user_list.xlsx.
  • Training from USU staff will usually take place in our laboratory.  If users request it, USU staff may accompany users in the field for further guidance in camera use.  USU staff will limit field visits to no more than 2 hours (not including travel time).


Scheduling appointments to use the ULend camera

Before you schedule anything

  1. If the requester has used the camera before:
    1. check the ULend user list spreadsheet to make sure we have all the user's information and that the user is trained. 
      • You can access the user file in the ULend Box.com folder at ULend>contacts and users>user information>ULend_user_list.xlsx. 
      • Alternatively, you can access it on the Google account at Drive>users>ULend_user_list.xlsx.
  2. If the requester is a new user:
    1. Get the following information about the potential user and add it to our user list spreadsheet (see previous bullets for how to access it).  
      • Full name
      • Company name
      • Email address
      • Cell phone number
    2. Check whether the requester has completed or has made plans to complete training in use of the camera (see above). 
      1. If they have completed training,
        1. Fill out the cells in the user list that pertain to training.
        2. Obtain a copy of the training certificate and upload it to the FLIR training certs folder using the widget at the bottom of this page. 
      2. If they have not completed training, inform them of their options for training (see above for information about that).
  3. Make sure the camera is available on the days it is being requested.  If it is being requested for a time when it is already scheduled for second-tier use (i.e., non-industry use), contact the person by whom it is scheduled and let them know of the change. 
    • The public web calendar only shows whether the camera is busy.  To view calendar details, log in to the ULend Google account and go to https://calendar.google.com.  Alternatively, you can view appointments in spreadsheet format by logging in to Google, going to https://drive.google.com, clicking on the ULend folder, and then clicking to open the industry or non-industry spreadsheet. 
  4. Make sure someone is available to check out the camera on the date and time it is being requested.  See below for a list of individuals authorized to check out the camera.

Reserving the camera

To schedule use of the ULend camera by INDUSTRY, fill out this Google Form: https://goo.gl/forms/rmUmT22j5UKHMhpw2.  
To schedule use of the ULend camera by ANY OTHER GROUP (i.e., second tier use), fill out this Google Form: https://goo.gl/forms/dzrx39rq7JCB39Th2.  

Scheduling an appointment with USU staff to check out the camera

  1. Only a trained USU staff member can check out the camera to a user. Currently, the list of trained staff members includes:
    1. Trevor O'Neil
    2. Colleen Jones
    3. Seth Lyman 
  2. If you are scheduling an appointment to use the ULend camera, contact a trained staff member that is able to check out the camera on the date and time requested by the user.  If no trained staff is available, work with trained staff members and the user to find an alternative time when the checkout can occur. 
  3. Send an Outlook calendar invite to the staff member and user for the date and time of the camera checkout.
  4. Use the app Schedule SMS: Send it later or a similar app to schedule a text message to be sent
    1. To the user and the USU staff member that will check out the camera to the user one hour before the appointment, and
    2. To the user one day before the camera is to be checked back in at USU.
  5. Repeat steps 1-4 to make an appointment to check in the camera.


Deleting ULend camera appointments from the Google Calendar

If the person who has reserved the camera cancels a reservation to use the camera, do the following:
  1. Notify the person scheduled to check out the camera that the appointment has been canceled.
  2. Cancel the Outlook appointment you made for the pickup.
  3. Cancel the automatic text messages you made.
  4. Delete the camera reservation from the google calendar:
    1. Log into google on your browser.  The user name is ulendusu@gmail.com.  
    2. Go to https://calendar.google.com.  Click on the event you want to delete, then click Delete in the box that pops up.
    3. Go to https://binghamresearch.usu.edu/ULend and make sure the changes have updated on the public calendar.
    4. Go to drive.google.com and click on the ULend folder.
    5. Click to open the spreadsheet for the calendar/form of the appointment you just deleted (industry or non-industry).
    6. Find the row that contains the appointment you deleted in the calendar, and in the Notes column, type DELETED.  If there are other notes there, type DELETED before the other notes. 
 

Checking out the ULend Camera

  1. Before the camera user arrives (preferably the day before), check the ULend camera and accessories case to make sure it has each of the following:
    • Hard transport case
    • Infrared camera with lens TURN IT ON AND ENSURE IT IS WORKING PROPERLY
    • Battery, 4 ea., ALL CHARGED UP
    • Shoulder strap
    • Lens cap 
    • SD Memory cards, 3, one CMP and two Sandisk
    • IOGEAR USB Memory card adapter 
    • T20 Hex driver
    • Battery charger 
    • Power supply, incl. multi-plugs  
    • HDMI-DVI cable
    • HDMI-HDMI cable 
    • USB cable  
    • Sunpak ultra 7000TM  2-in-1 tripod/monopod plus adaptors
    • Printed Getting Started Guide
    • At least five paper copies of the ULend use report
  1. When the camera user arrives,
    1. Fill out and sign the loan agreement with the user.
    2. With the user, go over the list of items that are part of the camera lending package (see list in previous step).
    3. Talk to the user about the user’s comfort level with use of the camera and the loan process. Ask the user if the user has any questions.  Answer any questions the user has. 
    4. Verify that the user understands when, where, and how to return the camera.
    5. Give the camera and accessories to the user.
  2. After the user departs with the camera and accessories, scan the completed loan agreement and upload it to Box.com using the widget at the bottom of this page.


Checking in the ULend Camera

When a user arrives to check in the ULend camera, 
  1. Ask the user about their experience with the camera and the loan program and offer to help them with any problems they had.
    • If you can't help them, find a person who can and follow up until you are sure their concerns are addressed adequately.
  2. Ask the user if they completed the ULend use report.  If they haven't, make sure they leave with a paper copy, or with a link to the report emailed to them. 
    • Don't insist that they complete the use report.  Just remind them that it should be done.
    • If they intend to submit the use report electronically, they can email it to seth.lyman@usu.edu or upload it using the widget at the bottom of http://binghamresearch.usu.edu/ULend.  
    • If they turn in a paper use report, scan the report as a PDF and upload the PDF using the widget at the bottom of this page.
  3. While the user is still present, check that each of the items in the list under the heading Checking out the ULend camera are there and have no visible damage.
  4. Check with the user that they have removed all data they need from the camera.  If they haven't, help them do so.
After the user has departed (but on the same day),
  1. Take the camera and all its accessories to their designated location in Room 215.
  2. Delete all data from the camera.
  3. Start charging the batteries and make a plan to charge all the batteries.
  4. Turn on the camera and ensure it is working properly.  Then turn it off and return it to its case
If the camera or any of its accessories is found to have suffered damage, contact Seth Lyman.  Seth will contact DAQ and decide what needs to be done.


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