Group Project - Project Resources

ENGR 302: 2019 Trimester 2

This page describes the resources available to projects within the School and the University, and how to access them.

Rooms for Team Meetings and Client Meetings

There are three rooms available for ENGR 302 students to reserve for meetings and videoconferences. The room schedule may be viewed on the Booked Scheduler page and reservation requests may be made from the Booked Scheduler page by dragging a block of time for a particular room. Requests are approved by the School Office if the required information has been provided. Please note: the Cotton CO255 "fish bowl" meeting room is available strictly only for meetings in which a client or staff member is in attendance (see below).

Please also note that the meeting rooms will be in demand and that making reservations as far in advance as is practicable will be to your advantage.

It is expected that all teams will display the professional courtesy of deleting any reservation which may have been made but which will not be used, as far in advance as practicable.

Team Meeting Rooms CO242a and CO242b

Cotton CO242a and CO242b are available to students for team meetings and may be reserved for a meeting directly through the ECS online system as described in the Meeting Rooms ECS Students can book Technical Note.

The maximum occupancy of these meeting rooms is 6 people, however, which makes them inappropriate for meetings requiring more attendees such as client-team meetings. The occupancy limits of these meeting rooms must be observed.

Client-Team Meetings in CO242a or CO242b

Meeting in CO242a or CO242b with the subset of the team who most need to attend that meeting is a viable alternative. Team members not present can be available by Mattermost during the meeting, a strategy which has been effective for a number of teams in the past. Alternately, remote team members can join the meeting through Zoom videoconference (see below). Team members in attendance can rotate for the next client meeting, or even next part-way through a meeting, so that all team members have contact with the client for the same amount of time on average.

Client-Team Meetings in CO255

If it is essential that all team members attend a meeting with a client, or CO242a and CO242b are unsuitable for another reason, then the Cotton CO255 "fish bowl" meeting room has a capacity of 12 people and is available for ENGR 302 students to reserve strictly only for meetings in which a client, staff member or other external party is in attendance.

Cotton CO255 may also be reserved for a meeting by submitting a request through the online system, using either the CO255 monthly calendar or the Booked Scheduler page. All of the following information must be provided for the reservation to be approved: in the title of the reservation request, the Course code, project number and meeting purpose; in the description of the reservation request, the client who will be present at the meeting. Example:

Title: ENGR 302 Project 62 Client-Team Meeting

Description: Team meeting with client Garnett Fye to discuss sprint 7's achievements.

If you find CO255 is locked when you go to use it, please ask a staff member to unlock it for you. Any staff member should be able to unlock this meeting room, if they have the key on them.

Client-Team Meetings in Other ECS Meeting Rooms

If there is an absolute need for a meeting with more than 6 people in attendance and CO255 is unavailable at the only dates and times the meeting can be held then students can contact the Course Coordinator who will attempt to reserve an alternate meeting room for the team for a suitable date and time. This is not expected to happen often.

Videoconferencing Facilities

Teams with remote clients or clients who can otherwise not meet in person may wish to use the videoconferencing facilities available some of the meeting rooms, including Cotton CO255. The University prefers the Zoom service for videoconferences and the Zoom desktop client is installed on most University computers, including the computer in CO255. Alternately, you may wish to install and use the Zoom desktop or mobile clients on your own computers and devices.

Please note that it is not necessary to have a Zoom account to join a meeting if you have been given a Meeting ID, you can use Zoom's "Join a Meeting" facility in instead of signing in.

Students: You may create a standard account at the Zoom Sign In page or, alternately, you may also sign-in with your Google of Facebook accounts if you don’t want to create a Zoom account. A standard Zoom account allows meetings of unlimited duration with one other participant or of 40 minutes duration with multiple participants. If you need a video conference with multiple participants of duration longer than 40 minutes, then please ask the Course Coordinator or one of the Lecturers to set up a Zoom meeting for you. You can then join this meeting using the Meeting ID.

Staff: University staff can login to Zoom using their ITS login credentials at https://vuw.zoom.us/ or in the Zoom client software. For more information about the Zoom services available to staff, please see ITS' Video Conferencing.

If you are using your staff Zoom Pro account to create a meeting and intend to distribute the Meeting ID for others to use without Sign-In then please ensure that the Enable Join before Host checkbox is checked when the meeting is scheduled.

Internet and WiFi for Visitors

As described on the ITS page Wireless for Visitors, visitors can obtain wireless internet access by following these steps:

  1. Connect to the ‘victoria’ Wi-Fi network.
  2. Open a web browser and visit http://victoria.ac.nz.
  3. In the Victoria Wireless Portal page, click the ‘Don’t have an account?’ link near the bottom of the page.
  4. Enter an email address (this can be any email address) and, after reading the terms and conditions, tick the ‘agree’ box.
  5. Click ‘Register’, and then ‘Sign On’ to complete the sign in process.

Visitor wireless access may timeout after inactivity, requiring re-login.

Eduroam may be available to academic visitors, please visit http://www.victoria.ac.nz/eduroam for details.

Car Parking for Visitors to the Kelburn Campus

Car parks at the Kelburn campus are available but are under extreme demand at present due to the construction of the Maru Building, scheduled to be completed in late August 2019. For information on the construction and its general effects on car park availability please see the Car park closures section of the Maru building project page.

The University has a Parking page as well as a Car Parking Procedure (PDF) issued by Property Services. Everyone should make themselves familiar with at least the Parking page. Parking procedures specific to ENGR 302 are described below.

Visitor Car Parks for External Clients

The university has 6 visitor car parks at the Kelburn Campus, in the parking area on the East side of the Cotton and Alan MacDiarmid buildings. If you have an external client who needs to drive to the university for your project, you can request a visitor car park reservation by sending an email directly to <info@victoria.ac.nz> with CC to the Course Coordinator and the Senior Manager assigned to your team.

You must make it clear in the subject line that this request is for an ENGR 302 project client and in the body of your email provide all of the following information:

  1. Visitor's name,
  2. Visitor's contact phone number (mobile phone preferred),
  3. Vehicle registration number (very important, if your visitor is not in the parking space they were allocated they will be ticketed),
  4. The requested date and time.

Please Note: visitor car parks are allocated first come first serve basis and there is a time limit of 2 hours. Again, making reservations in advance will be to your advantage.

Visitor Carpark Sign CO3.jpg If a parking space is available, you will be told the number of the car park which has been reserved for your visitor and will have to pass that number on to them so they know where to park!

Directions for clients: drive up Kelburn Parade and enter the university through Gate 7 (which is on the far side of the roundabout). Drive down to the bottom car park then follow the road to the left and up again to the upper car park on the harbour side of the Alan MacDiarmid Building (Google Maps). The visitor car parks are directly in front of the Alan MacDiarmid and the neighbouring Cotton Buildings.

Please Note: If the car park reserved for your visitor is occupied when they arrive then you must:

  1. Ask your visitor to park in a vacant visitor car park or, if none are vacant, in the nearest vacant staff parking space and
  2. Call the University Info team on (04) 472 1000 to inform them of the location in which your visitor has parked and the reason your visitor has been displaced from their reserved car park.

This is important to ensure that your visitor's vehicle does not receive a parking ticket (and that any offending vehicle does receive a parking ticket).

Pay and Display Car Parks

If visitor car parks are not available, there are also 125 Pay and Display parks, available for visitors, located along Waiteata Road. Prices range from $3 an hour to $10 a day (7am-7pm).

On-Street Parking

If all else fails, on-street parking for up to 2 hours is available on Salamanca Road, Kelburn Parade and Glasgow Street. This parking is under heavy demand during Trimesters One and Two and is not a reliable or preferred method of providing parking facilities for clients or other external visitors to the Kelburn campus.

Laboratories

Laboratories have been made available for ENGR 302 and teams are expected to work together during laboratory sessions for two blocks of 4 hours each week. The laboratory schedule may be viewed on the Labs page of the course wiki. Access restrictions and rules are posted on the lab doors, and are available online as a Laboratory Tech Note.

Tutorial-style allocations will be arranged in the second week of the course, once team assignments are known.

Hardware Laboratories

By negotiation with the Electronics Technicians, access to the CO239 hardware laboratory for ENGR 302 project work is allowed:

  • once team members have undertaken the induction for the lab room (available through the Electronics Technicians),
  • any time there is not a timetabled ECEN lab,
  • as long as no project equipment is left in the lab room, and
  • by swipe-card access Monday to Friday between 08:00 to 17:00 only (no after-hours work is permitted).

Teams must, of course, tidy up after themselves before leaving the hardware Laboratories.

Mid-Trimester Break Access: At least one of the ECEN laboratories (CO239) will be available for ENGR 302 project work between 09:00 and 16:00 during the break. If access is required during this period, contact the Electronics Technicians well in advance by email to electronics@ecs.vuw.ac.nz.

Storage Lockers

Lockers are available to store project equipment, conveniently located outside Cotton CO242 and have internal dimensions (width × height × depth) of 30 × 50 × 36 cm. Locker keys are available on payment of a $30 bond, which is fully refundable on return of the key. Bond payments are made online, and the School Office process requires students to go in person to Cotton CO358 to receive the payment link.

Electronic Storage

Project teams are required to store all project documents in the GitLab project repository software hosted by the School. GitLab groups will be set up through the team sign-up system when project teams are formed.

Note:

  1. No other services are to be used without the written approval of the Course Coordinator.
  2. Prohibited services include: Google Drive, Dropbox, Slack, Facebook Messenger, Trello, etc.

Procurement

All procurement involving expenditure must have prior approval from the Course Coordinator. This approval is typically received via the approval of a project budget, which teams prepare as part of project planning.

Hardware

Teams wishing to place orders for electronics or other hardware should see should see Tim Exley or Jason Edwards in the first instance. Tim and Jase can place the order through their university purchase cards and charge against your project in the course, which is simplest for everyone concerned. When submitting requests for hardware, please email electronics@ecs.vuw.ac.nz including the supplier, part number, quantity required and the full description of the part, and omitting URLs. Please review the ECS BOM and PCB Design Requirements (PDF) for guidance on how to format a Bill of Materials (BOM) for submission to electronics@ecs.vuw.ac.nz .

Phones and Tablets

The School has a small number of Android phones and tablets which are available for teams to borrow for the testing of mobile apps.

Teams wishing to borrow equipment should first discuss their plans for safe storage and return of the equipment with their project's Senior Manager, then send an email request to jobs@ecs.vuw.ac.nz with CC to their Senior Manager.

Software and Services

Purchase of software or services necessary to achieve project goals is permitted. A justification for the expenditure will be required. Teams wishing to purchase software and/or services should contact the Course Coordinator James Quilty in the first instance. Software resources which are available on request include: Heroku Team, Amazon Web Services and Google Firebase.

Reimbursement Procedure

In the case that a student absolutely needs to purchase components personally and wishes to be reimbursed, they should first discuss the purchase with the Course Coordinator. If approved, the purchase should be made by EFTPOS or credit card and the student should ensure that they obtain the following for claiming reimbursement:

  1. An itemised receipt, with GST details if the purchase was made from a New Zealand supplier/company.
  2. Proof that the student paid for the item(s), i.e. a printed credit card statement or bank statement.
  3. A pre-printed document showing the bank account number to which reimbursement should be paid. This may be the same document, above, which shows proof of payment. Reimbursements can't be made to credit cards.

Take these documents to the School Administrator, Suzan Hall. Sue will fill out the appropriate form and arrange for you to be reimbursed. Please note that reimbursement may take a few weeks to be processed by the university.

These procedures ensure that the university is compliant with the State Services Act, to which the university is subject.

Human Ethics Applications

The university has a Human Ethics Committee that governs research and teaching with people as participants. If you plan to do any structured work involving people you need to comply with the polices and guideline.

ECS has approval for Usability Testing across a range of 300- and 400-level courses from 2018 to 2020 inclusive. Any usability testing under this approval must meet all the conditions in the application, and used the approved information sheet. If you wish to do more extensive testing, conduct surveys, interact with children, recruit external participants, implant electrodes, or publish your results outside the project, you will need to make your own application to the committee.

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ECS Technical Documentation