While we would like to minimize the number of rules governing
the use of Connect on the UCD Anschutz Medical Campus, certain
issues must be addressed. Our license only supports 90 users.
We must, therefore, ensure that one meeting does not exceed the
number of licenses requested, which could prevent legitimate participants
from accessing another scheduled meeting. Proper adherence to
the following rules and procedures will prevent this from occurring.
Meeting Procedure:
An outline of the meeting process includes the following steps:
I. Request
II. Confirmation
III. Preparation
IV. Execution
V. Storage and Archiving of meetings
I. Initiating a meeting Request and confirmation
a. Meeting requests are scheduled on a first-come,
first-served basis.
b. All meeting requests must be submitted using the ESS Online
Connect Meeting Request Form.
1. To request recurring conferences with identical
arrangements except for dates and presenters, please identify
the additional dates and presenters in the “notes”
field on the request form.
2. Recurring conferences for meetings with a different
number of users should be requested by filling out separate requests
for each meeting.
c. Meeting requests will be processed within two
working days of the request submission (or sooner).
d. Partially completed requests will not be processed until
completed information is submitted.
II. Confirmation
a. A confirmation or rejection message will be e-mailed to the
person who requested the meeting as soon as it is processed.
b. Once your meeting has been scheduled, please contact
Wanda Landry (303) 724-7714 if there are any changes.
c. Detailed instructions and additional contact information will
be sent with the confirmation.
d. The following rates apply for “non-course” web
conferences for UCDHSC Conferencing Network Members:
1. A $25 setup fee for each meeting. If multiple meetings are
scheduled on several dates, this fee will be applied for each
date.
2. A $1 charge for each requested participant (including hosts
and presenters).
3. Technical assistance and consulting is available at a flat
rate of $40/hr.
a. Technical assistance is limited to Connect training and support.
b. Technical assistance is also available if you would like
to have a specialist standing by to assist while your meeting
takes place, but this may not always be available due to staffing
limitations.
c. We can show you how to present videos, sounds and animations
in Connect.
4. To discourage improper use of the system, additional
participants (above the number identified in the initial request)
must be approved by the ESS Dept. before they can join a meeting.
These will be added at the usual $1 per user rate. Each unapproved
additional participant will result in a charge of $20 per user.
If the addition of unapproved users prevents access by participants
in another concurrent meeting, your meeting will be immediately
terminated.
5. The following rates apply for non-affiliate,
ad hoc users:
a. A $50 setup fee for each meeting. If multiple
meetings are scheduled on several dates, this fee will be applied
for each date.
b. A $5/hour charge for each requested participant (including
hosts and presenters).
c. Technical assistance and consulting is available at a flat
rate of $40/hr.
III. Preparation
a. All hosts and presenters are strongly encouraged
to watch a brief 15 minute Connect tutorial before their web conference
which is intended to familiarize you with the Connect web conferencing
capabilities. The presentation may be viewed at any time at http://Connect.ucdenver.edu/Connecttraining.
If you do not watch this demo, your presentation may be negatively
impacted. Last minute assistance may not be available and additional
technical charges may apply.
b. If hosts or presenters would like additional
training, it is available at the standard support rate ($40/hr).
c. Presenters and Hosts are encouraged to login
and upload their presentations ahead of time, and practice their
presentation. This greatly improves the probability of a professional
quality presentation/meeting.
D. These formats do not present in Connect without
modifications (including PowerPoint presentations with imbedded
video or sound).
E. Send an e-mail to all of your participants,
with a link to the meeting. Don’t forget the time and date.
Note: We cannot guarantee audio and video quality on dial-up lines,
especially for two-way communications. A DSL or faster internet
connection is highly recommended.
IV. Execution
A. Before the meeting:
1. Open the meeting to participants 15 - 30 minutes prior to the
start time by de-selecting “place participants on hold”
from the “meeting” menu. This time has been accommodated
in the setup time.
2. You may wish to display a slide with the title of your conference
or presentation and indicated that ” The meeting will start
shortly”.
3. Please remember that your conference is scheduled for a limited
time frame and no accommodations can be made to extend the time
once the meeting has started. If you need flexibility at the end
of the conference, please consider that when requesting your conference
start and stop times.
b. During The meeting:
1. If you would like to record a meeting for future archive
or playback, choose the “record meeting” button
from the “meeting” menu.
2. Use the pointer button to make the mouse pointer visible
to the participants.
3. For large meetings, consider using an assistant presenter
to handle questions via chat.
4. Use the whiteboard overlay button to make annotations on
your presentation.
c. At the end of the meeting:
1. At the end of the meeting, close the meeting by selecting
the meeting tab and “end meeting”. The meeting will
end at the scheduled time. There is no way to extend the meeting
once the conference has begun.
V. Recording and Saving Meetings
a. If you would like to record a meeting for future playback,
choose the “record meeting” button from the “meeting”
menu at the beginning of your conference. Make sure you stop the
recording by deselecting “record meeting” at the end
of the meeting.
b. All recorded meetings will be deleted on the last day of each
month unless you have requested that your conference be archived
or converted to DVD. If you wish to record and store your conference,
you will need to indicate accordingly on the request form or contact
ESS before the last day of the month that your conference was
recorded, to arrange for future access.
c. Storing of recorded meetings (non-course) will be charged
at $ 12 per hour. They can be maintained on the server for $ 12/hour
per month.
d. If you would like an archived copy (DVD) of the meeting, the
cost for this service is $25 for the first copy, and $5 for each
additional copy.
Additional information and tips on Connect are
available at http://www.adobe.com/resources/acrobatconnect/
