Adobe Connect

DESCRIPTION

Adobe Connect is a powerful self-managed web conferencing platform that provides accessible solutions aimed at creating or enhancing an eLearning experience.

This service is available to all York University faculty and staff members who would like to use web conferencing as a way to connect with colleagues and students. It is a great way to enhance eLearning within a course, or as a way to facilitate synchronous online meetings and webinars.

Adobe Connect is available anywhere, provided you have an internet connection, and a supported computer or a mobile device.

A valid Passport York (PPY) account is required to be a presenter or to host a meeting. Participants may enter as guests with no need to authenticate. For situations where you would like authentication (such as through leveraging the training component (available later in the 2015 academic year), it can be configured to require password access including PPY.

FEATURES

The following features are currently available for York University’s Adobe Connect service:

  • Passport York (PPY) authentication for Hosts/Presenters (Required to login and manage and/or host meetings);
  • Optional PPY authentication for Guests/Participants (each meeting or training session may select if they are open to all, or require PPY authentication for participants)
  • Collaborate across desktop platforms with the use of any major browser, and on virtually any device, including iOS[1], Android[2],and BlackBerry[3] with the use of a free app (Note: Wireless data charges may apply when using the system over your carrier’s cellular network. Check your phone plan’s data allotment and/or ensure you are on a WiFi network when using Adobe Connect on your mobile device);
  • Provide learners the freedom to access virtual classrooms from a range of mobile devices with the free download of an app (see above), as well as instant desktop access with no client downloads (Adobe Connect Add-in is recommended for hosts or presenters only);
  • - High-quality video with integrated audio;
  • Securely store all of your files, documents, layouts and notes in a persistent manner;
  • Record your meetings and republish to the content library for widespread on-demand access;
  • Real-time collaboration including whiteboard and screen sharing (Adobe connect plugin required for desktop sharing);
  • Deliver interactive, engaging course content to colleagues, partners, current or prospective students via live virtual classrooms, self-paced learning modules, or on demand training;
  • Manage participation, track progress, and assess course effectiveness.

HARDWARE AND SOFTWARE REQUIREMENTS

For user hardware and software requirements, please refer to the Adobe Connect vendor website:

adobe.com/ca/products/adobeconnect/tech-specs.html


Copyright/Legal:

Please be aware that all presentations are subject to copyright requirements. This applies to (but is not limited to) any graphics, audio or video media
used. Please visit the Copyright Office website for information: copyright.info.yorku.ca.

HOW DO I GET IT?

Faculty and staff are able to request a Meeting Host account which allows users to create meetings, and host/present in those meetings.

In order to apply, please fill out the request form here.

With regard to Participant access, Hosts are the ones who select the security of their meetings and training sessions. Access may be granted to:

a) Anyone who has the URL for the meeting (Guest access. No PPY required); or

b) Only users with a PPY account.

In either scenario, Participants do not need to request an Adobe Connect account, although they may or may not be required to have a PPY account.

You can find the service at the following domain:

connect.yulearn.yorku.ca

Please bookmark this link for future use.

You can also find Adobe Connect as an activity in your Keele Moodle, or Glendon Moodle course. Information on how to access Adobe Connect through this method is here:

Keele Moodle: Instructions

Glendon Moodle: Instructions

HOW DO I USE IT?

Learning to use Adobe Connect is quick and easy. For a general overview of how to use the Adobe Connect, refer to the Adobe Connect User Community Learning Center.

Before starting your meeting, use the following link to ensure that your computer and browser is compatible; if you need to installAdobe Flash Player, or the Adobe Connect Add-in (recommended for meeting hosts):

admin.acrobat.com/common/help/en/support/meeting_test.htm

The above link also has helpful information on using Adobe Connect, as well as links to other resources you can use to get the most out of using the
system.

For direct links to the Adobe Connect Add-In for Adobe Connect 9 (our current version), click for Windows or Macintosh.

If you have a problem with the above links, you can access the main download page here.

Be advised that the above link contains content that is not supported by UIT. We only currently provide technical advising for only the Adobe Connect Add-in for version 9. All other downloadable items on this page are not supported, and use of them by you is
subject to your own discretion.

HOW DO I GET HELP?

First, check the FAQs list below. If you do not find the answer to your question there, the Adobe Connect software has built-in help documentation. You can reference it at any time by clicking on the ‘Help’ icon at the top-right of the Adobe Connect window. If you are experiencing problems with the Adobe Connect software specifically, you can submit a help request through the IT Service Desk portal: askit.yorku.ca. In your request, please provide all relevant information related to your issue(s). Information such as date, time and location; what computer and web browser(s) you used; the link to your meeting; and any other information will help UIT assess possible issues and/or remedial actions to resolve your issue. The more information you provide at the onset, the faster the issue may be resolved.

For tutorials on using Adobe Connect, go here.

For more detailed information, do a search in the product support guide for Adobe Connect.

WHAT DOES IT COST?

There is no cost to use Adobe Connect for faculty and staff who want to use the Meeting or Training components of the system.

Both are excellent modes of facilitating enhanced learning and development opportunities. Which one you choose will depend on whether you need live, real-time, ‘web conferencing’ or collaboration; or if you are looking to provide an on-demand learning environment.

As of the beginning of the September 2015 academic year, the Meeting component of Adobe Connect is available for wide consumption by the Faculty and Staff.

The Training component will be available for those who wish to use it later in the 2015 academic year.

For peripheral software such as Adobe Presenter and Captivate, costs will be equal to the educational pricing of the software as provided by the vendor. Opportunity costs associated with self-managed learning through the vendor-supplied training and help documentation would be subject to the time and attention any user allocates to support their mastery of Adobe Connect.

Other functioning elements in the Adobe Connect system will be pay-for-use once they are properly developed and deployed. Future elements that fall under this structure will be seminars and managed events. Both offerings will require administration and technician-support, as well as hardware and (ancillary) software resources. Information related to these services will be posted on this page, once the services are ready for consumption.

FAQs

General:

I am not currently using web conferencing in my course. How can I request this service?

Go to the How do I get it? section of this website for links to the request form.

Can Adobe Connect presentations/meetings be recorded?

Yes, Adobe Connect records meetings at the content and event levels, rather than capturing the entire meeting as one long, unsearchable video. Viewers can navigate to the most relevant content quickly — so they don't have to waste valuable time watching content that may not be relevant to them.

Can I save a copy of the meeting for ‘offline’ use?

Yes, you can. To do this, you go to the meeting from the Web portal. Once in the meeting, go to the ‘Recordings’ tab, and then look for the ‘Actions’ column. In the row of whichever recording you choose do make Offline, click the ‘Actions’ name, in the ‘Actions’ column. Two options appear: Edit Recording; and Make FLV. Choose ‘Make FLV’. You will now be taken through the step-by-step processes necessary to create an offline copy.

Please note that the FLV format will require Adobe Flash Player, or VLC Media Player for playback. Conversely, you can use a third-party application such as Handbrake to convert to an MP4 format.

Can students host their own meetings?

No. Students are not able to host an Adobe Connect meeting, but if they are in the meeting room the host may enable a student user to become a presenter during that meeting.

Can I upload and share rich content?

You can upload any of these content types: Microsoft PowerPoint slides (PPT and PPTX), video for Flash (FLV), interactive Flash Player compatible content (SWF), audio (MP3), PDF, Adobe Captivate® demonstrations and simulations (SWF), prerecorded Adobe Presenter courses, images (JPG and PNG), and compressed packages (ZIP) containing valid content.

In addition, live screen sharing allows you to share any content you have on your screen regardless of file type.

Can Adobe Connect give me insight into the effectiveness of my training?

Adobe Connect for eLearning provides an intuitive, web-based user interface that enables you to generate reports and analyze the effectiveness of each course or curriculum. For example, training managers can see how a particular user scored on a test, how all learners scored on a test, or even how users responded to a particular survey question. Similarly, instructional designers can view the trends in performance for specific questions or courses to determine whether course material updates would be beneficial.

Does Adobe Connect support both live and on-demand training programs?

Yes, Adobe Connect for eLearning courses, both on demand and real time, can be created in a variety of formats. Live, instructor-led training is engaging and effective in Adobe Connect virtual classrooms, which can easily be included within a training curriculum.

Does Adobe Connect provide reporting and tracking of my meeting?

Adobe Connect does provide reporting and tracking for your meeting. You can access the reporting by clicking on the meeting, and then by going to the “Reports” tab. You will see information by: Summary; By Attendees; By Sessions; and By Questions.

Can I use Adobe Presenter with Adobe Connect?

Yes. You can use Adobe Presenter 10, or Adobe Presenter 11 with Adobe Connect. Note that Adobe Presenter (any version) is not supplied by, or supported by York University. You are free to purchase and download a copy of the software from the vendor through your own funds, and use any standard Adobe Connect integration between the two systems. Any connectivity issues between the two systems are also not supported.

Does Adobe Connect integrate with Moodle?

Yes, it does. You can now use Adobe Connect through your course by creating an Activity. Please go here for information on how to go about doing this.

Information on using and accessing Moodle’s connect for Keele and Glendon is found towards the top of this document, in the How do I get it section.

I used to be on York University’s Adobe Connect 7 service. Can my content be migrated?

No. The Adobe Connect 7 service has been retired. Aside from the technical issues that prohibit any migration from the version 7 service, up to the version 9 service, the serer itself has been powered down and removed from the University’s computing fabric.

A communication was sent to the Adobe Connect user listserv over the Summer of 2015 that indicated the date the service would be taken offline (August 31 st); as well as remedial actions for users to perform should they need to take any content prior to the date of shut down.

I’m unable to connect with my Web browser. What can I do to fix this?

Some operating systems (OSes) and browsers—in combination—will work differently. At times, attending a meeting may be difficult, given the way OSes and browsers are independently updated by their developers. This is further complicated by the development cycles of both the Adobe Connect system (with the Adobe Connect add-in), and the Adobe Flash Player components. You may find that on your system, one way will work better than another.

While we don’t have any one guaranteed method, we do recommend that you start with Google Chrome browser on whichever OS you are using. From there, for PC users, you can try Internet Explorer; and for Mac users, try Safari. If you still have issue(s), then try Firefox.

We recommend Firefox last, as some issues may arise where a loss in audio playback to one (or many) attendees’ speakers (or headphones) may present itself to that attendee. Others may hear them fine, and the recording of the meeting (if invoked) would include the microphone from that attendee (even though they, the attendee, couldn’t hear it during the meeting).

At any rate, go to the following page and test your environment first:

admin.acrobat.com/common/help/en/support/meeting_test.htm

I don’t see my issue anywhere in the FAQs. What do I do now?

Please submit a ticket. This is the fastest way for you to receive assistance. In doing so, you will be guaranteed to have the most appropriate agent in UIT looking at your issue. Go to the following link to get started:

itservicedesk.yorku.ca

How long will recordings be available?

Should you choose to record your meetings, currently the recordings will exist in the meeting space you recorded them in for as long as you keep the
meeting. Note that meetings are not automatically captured. The meeting host has to invoke the recording from inside the meeting space.

Any policies that govern long-term storage, archival and deletion of user’s meetings and/or recordings, once in-place, would apply retroactively to any content on the Adobe Connect server(s). At such a time where any new policies are enforced, the Adobe Connect user community at York University, will be notified of the changes and any advising on best practices for archiving, deletion, etc., will be given, along with a grace period before policies go into effect. While every effort to communicate to the whole community on service updates and changes, those who exist in the system as Authors or Meeting Hosts specifically, will be notified via their valid PPY username/email.

For information on how to proactively save your content, please refer to the above FAQ entry titled: Can I save a copy of the meeting for ‘offline’ use?

What do I do when a meeting fails, or if students report problems, etc.?

In the event that you find yourself in a position where, for some reason your meeting is not allowing you to connect; or that students report that they can’t either get into a scheduled meeting, or view a previously-recorded meeting, then please submit a ticket.

Here are some steps to take when going through this process:

  • Your patience and understanding while experiencing the disruption; and
  • A ticket submission through askit@yorku.ca, with detailed information on the following:
    • Who you are (include your Passport York username, and Faculty, etc.);
    • What time the issue(s) happened;
    • What meeting you were using;
    • Where you were (In an office on campus; at home; at a conference, etc.);
    • What network you were connected to (Physically connected via LAN cable at York (was it a blue or red jack); AirYork PLUS; a coffee shop WiFi, etc.);
    • What you were using (An Apple laptop running OS 10.10.5, or a PC Desktop running Windows 8.1, etc.); and
    • Any other supplemental information that you believe would help us target the issue(s) and hopefully communicate an effective resolution to you in the shortest possible time.
  • REMEMBER: The more structured and detailed the information you supply in the ticket; the faster we can respond and provide proper guidance.

Disclaimers

EMAIL COMMUNICATIONS FROM THE SYSTEM (OR ABOUT THE SYSTEM), TO END-USERS

Users who are not using; or do not have forwarding properly configured; or any other myriad of configuration (or lack thereof) changes to their email management system(s), possibly may NOT receive communications and will therefore be outside of any capability to challenge post facto changes to how the Adobe Connect system performs, in relation to their account; meetings; recordings, etc. This includes: Access rights; data destruction and/or archival processes; or loss of access that directly effect said user.

CAPACITY AND LICENSING FOR THE ADOBE CONNECT SYSTEM

York University’s current licensed deployment of Adobe Connect can accommodate a fixed amount of concurrent connected users. This threshold is a system wide number. Given that Adobe Connect can not only be used as a stand-alone solution from the service’s main Web page, but also in the Keele and Glendon deployments of Moodle, it is possible that the total concurrent users connected could hit this threshold. Should you find you have any issue(s) with the Adobe Connect system, while in a meeting, please refer to the final entry in the FAQs, titled What do I do when a meeting fails, or if students report problems, etc.?



[1]https://itunes.apple.com/ca/app/adobe-connect-mobile/id430437503?mt=8

[2]https://play.google.com/store/apps/details?id=air.com.adobe.connectpro&hl=en

[3]https://appworld.blackberry.com/webstore/content/36989/?countrycode=CA&lang=en