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The following guidelines are provided to help RIT Faculty and Staff planning a non-credit Connect webinar event through Online Learning’s the Adobe Connect web conferencing server.
A non-credit Connect webinar event is defined as an event in which the audience does not consist of RIT students working to obtain credit for coursework. The audience may be prospective students or external clients---individuals not affiliated with the Institute in any way. In addition to event guidelines, this document will include summaries of appropriate policies and procedures for a non-credit webinar using Connect.
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Step 1: Event Assessment – Determine whether or not you qualify to use Online Learning’s Adobe Connect server for your webinar.
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Consider the following:
- Is your event associated or aligned with RIT’s mission and goals?
- Are one or more of your presenters RIT Faculty or Staff?
- Has someone been selected to lead or serve as host to your webinar event?
- Are you willing to work with Online Learning and be properly trained on how to use the Adobe Connect web meeting interface?
If you answered yes to all of these questions, then your event probably qualifies for hosting on Online Learning’s Adobe Connect server. The next step is to contact Online Learning to schedule a training session on Adobe Connect.
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Step 2: Obtain Adobe Connect Training – The Host of the Webinar must be trained by Online Learning staff to use Adobe Connect.
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Please contact one of the following in order to setup training on Adobe Connect
To be Trained on Using Adobe Connect:
Please use the following link to set up a consultation on using Adobe Connect, or for questions related to your webinar:
- Jeremiah Parry-Hill (jlpetc@rit.edu)
- Marybeth Koon (mjmetc@rit.edu)http://www.rit.edu/tls/consult
Prior to your training sessionconsultation, review the following resources and Adobe Connect materials on the Online Learning website:
- Adobe Connect Visual Guide: http://seminars.adobe.acrobat.com/vqs-hosts/
- Adobe Connect Introduction: http://tv.adobe.com/watch/learn-adobe-connect-8/what-is-adobe-connect-8/
When you arrive for your training, Online Learning will determine whether any other Connect Presenters for your event will require Connect training. Please come prepared with a list of tentative presenters. Those presenters will need to be trained before the next phase of the event planning process. During the first training session, Online Learning will also discuss your preliminary webinar plans and determine whether Connect is the right tool.
Once the event host has been trained by Online Learning, the next step is to schedule a follow up meeting with Online Learning and the group that will be participating in the webinar as hosts or presenters.
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Step 3: Schedule a follow-up meeting with Online Learning – We will discuss the specifics of your event and propose a date and time for the Webinar.
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- Please note that available Event dates and times are first come first served, with faculty teaching credit courses in Connect taking precedence.
- Online Learning reserves the right to decline meetings based on scheduling conflicts and server capacity. Online Learning will enter your event dates onto the Connect Outlook calendar.
- Prior to this meeting you must download and complete the webinar questionnaire from the Online Learning website and return it to Jessica Hooper (jrhetc@rit.edu).
- During the meeting, we will discuss the Online Learning standard Connect Webinar support model, and designate a single point of contact from the Online Learning staff who will help with technical and logistical issues on the day of your event.
- We will discuss the cost structure for running a Connect Webinar.
Remarque title Cost of Connect Server Online Learning does not charge for use of the Connect server. However, if phone conferencing or real-time captioning is required, then there will be an associated charge for those services.
- We will determine which audio option you would like to use for your event. Voice over Internet Protocol (VoIP) is free; there is a cost associated with an accompanying telephone conference.
- We will also discuss whether or not your Webinar will need real-time captioning to accommodate deaf or hard of hearing audiences.
Remarque title Captioning and Accessibility We recommend captioning for any Webinars that you plan to record and repurpose on the web, to maintain RIT accessibility standards.
- We will determine whether or not the event registration process will be used. If so, OL will demonstrate the event registration system, and a representative from Online Learning will add the Host of the meeting to the Event Managers Group in Connect.
- This meeting should also determine the origination point for your Webinar. Online Learning offers an on-site recording studio (“Studio G”) that can be reserved for your event.
Astuce title Studio G Conditions If you choose to reserve Studio G for your event, wear lightweight clothing. This room has studio lights and can get rather warm.
- Online Learning will need a rough estimate of the number of attendees you expect to log in to your event. There is an upper limit on the number of concurrent Connect users.
- We will discuss room restrictions during this meeting and whether or not it is best to leave your room open to anyone who has the URL or to restrict the room to registered users and accepted guests.
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Step 4: Create your Connect meeting room and setup your Event Registration – Online Learning will provide assistance to the Host to set up the Meeting Room in Connect and the Event Registration URL.
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- Online Learning encourages the webinar host to “build” the Webinar meeting room in their RIT Connect account on the Adobe Connect server. The host can contact Online Learning at any time during the setup process for additional training on meeting room or event registration customization.
- You must add the Online Learning support team to your list of Hosts in your meeting room and in your event registration so that they can assist you with Connect when necessary.
- When the meeting room and event registration setup process is complete, contact Online Learning to have a final check done.
- Place your meeting “on hold” so participants cannot login to the meeting early.
Remarque title Connect Meeting Access Once you create the meeting room it is “live” on the Connect server.
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Step 5: Schedule a “dry run session” – This dry run should occur 1-2 weeks prior to the actual Webinar event.
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- Before the dry run the Host or individual Presenter should upload all PowerPoint slides or other shared documents, to the meeting room. OL can provide assistance with this process.
- During the dry run everyone must be stationed at the exact location from which they plan to present, on the same equipment that will be used for the actual event – this includes the same computer, microphone, headset, etc.
- This dry run will work out all of the technical logistics for the day of the event. These include assigned duties for all involved, arrival times, proper attire, audio adjustments, who will moderate the Q&A format.
- We will also confirm the level of support that Online Learning staff will provide on the day of the event (Connect support staff, on call server support, phone support, Q&A moderator, etc).
Once the group has met for the “dry run,” the next step is to finalize any logistical issues and prepare for the live Connect Webinar event.
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Step 6: Hosting the live Connect Webinar event - You should feel well-prepared on the day of the live event.
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- Each Host/Presenter should arrive at Online Learning 30-45 minutes prior to the event start time (if originating on-site from Studio G).
- Remote Presenters and Hosts should log-in to the Adobe Connect meeting room at least 30 minutes prior to the start of the event
- If requested, Online Learning support staff will be on hand to support your event.
Remarque title Off-Site Locations Online Learning support staff does not travel to off-site locations.
If you have questions outside of the scope of these event guidelines, please contact a member from Online Learning’s Adobe Connect support team:
Jeremiah Parry-Hill
Phone: 585-475-2493
Email: jlpetc@rit.edu
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- Documentation
- Adobe Connect Quickstart Guide
To Arrange for Real-Time Captioning:
Several external providers can provide real-time captioning, for a fee based on the duration of the meeting. Contact Academic Technology Support for more information.
To Use the High-Capacity "Seminar Room":
In order to ensure the success of academic events on the Connect server, a separate seminar license is available to non-credit users. The Seminar Room has a capacity of 250 users.
There is no charge for the use of the Seminar Room, but only one group may use it at a time.
Contact Jeremiah Parry-Hill to reserve meeting times on the Seminar Room license.
To Integrate a Phone Conference with a Connect Meeting:
An external third-party provider (PGi) can integrate a phone conference with a Connect meeting, with two-way audio between both.
More information is found at: What is PGi?