Charles Sturt University
Charles Sturt University

Online Meeting

Online Meeting (Adobe Connect)

Online Meeting is a sophisticated tool used at CSU to facilitate learning, teaching and collaboration with remote audiences. This ‘virtual classroom’ environment allows for live meetings utilising text, audio, video and content sharing – meaning the meeting ‘host’ can prepare their learning environment in advance (load up their content) and then meet their audience at the designated time.

Access:

The meeting rooms are accessed via a URL provided by the meeting host (e.g. provided within the subject site in Interact 2 or via email). Most distance-based subject sites in Interact 2 will have an ‘Online Meeting’ item in the navigation bar for quick access.

Recordings:

Sessions held in the Online Meeting room can be recorded, meaning that live events can be captured for later reference OR the rooms are often used by the academic to create recorded learning resources that can be made available to students where appropriate (often assessment preparation guides take this audio-visual form).

IMPORTANT: RECORDINGS & ANNUAL FILE CLEANUP

Instructors are advised that recordings in Adobe Connect are left on the server for 12 months. At the end of each calendar year, older recordings will be purged unless specifically requested for preservation (i.e. the recording link will remain the same but the file will be relocated to avoid deletion). Faculties, schools and staff will be notified prior to the annual file clean-up. 

Using Online Meeting:

This page contains a thorough collection of help documentation, short training videos and further reference points for using the Online Meeting tool. More specific requests should be submitted to the Division of Learning & Teaching via SRS request.

Technical Information for Staff

Staff IT Service Desk

Phone:

Monday to Friday - 8am - 6pm (AEST)
Local Call Australia wide:
1300 653 088
International: + 612 6338 4357
CSU Internal: 84357

Please note: Online Meeting technical support is NO LONGER available Tues, Wed and Thurs 6 – 9pm and is NO LONGER accessible via the Service Desk phone.

Interact2 Online Meeting Template

The below document provides instruction on how to add the customised Online Meeting (Adobe Connect) Navigation Bar item and associated content areas into an i2 subject or organisation site. It is primarily intended for Educational Support Coordinators (ESCs) and Educational Designers (EDs). Teaching staff are able to import the template package, however they may need to log an SRS request for assistance doing so.

Help for Students and Participants

"If technology equipment and network access is a financial issue you may be eligible for the CSU Technology Equity Grant" http://student.csu.edu.au/support/scholarships-grants/equity/tech-eg

Equipment check and mobile devices

System requirements (PDF)
Meeting connection diagnostic (Webpage)
What devices can I use to access Online Meeting? (PDF)
Browsers
Please have a look at the following web page for information about browsers at CSU.  
Do I need to download any software/app to use Online meeting on my mobile devices? (PDF)
Do I need to wear a headset? Or What other equipment do I need? (PDF)
What can I do from my tablet device as a participant? (PDF)
What can I do from my smart phone as a participant? (PDF)

In the online meeting room

Students/Participants are able to:

  • talk
  • chat
  • answer questions

and, depending on the rights that have been given to students/participants by the Host of the meeting:

  • draw on a whiteboard
  • share a document

Jumpstart for participants (video)
How do I talk as a participant? (PDF)
How do I setup and use my webcam? (PDF)
How Do Participants Pause Stop Webcam? (PDF)

Accessing recordings

How do participants get to recordings? (PDF)
How Does a Participant Logon To Adobe Connect Central? (PDF)
How do I play recordings on iPads and other mobile devices? (PDF)

See known issues in the top main menu.

Help for Meeting Hosts and Staff


What to do before a session

Using Online Meeting
After a session
Accessing Online Meeting events for special purposes

What to do before a session

Check Equipment

What devices can I use to access Online Meeting? (PDF)

Browsers
Please have a look at the following web page for information about browsers at CSU.  
Do I need to download any software/app to use Online meeting on my mobile devices? (PDF)
Do I need to wear a headset? Or What other equipment do I need? (PDF)
What can I do from my tablet device as a host or presenter? (PDF)
What can I do from my smart phone as a host or presenter?  (PDF)

Check Internet access

What internet connection do I need to run Online Meeting? (PDF)
How can I set my meeting for access by users with low internet connectivity? (PDF)

Creating a room

How Do Hosts Turn Online Meeting on in Interact (PDF)
How to create an Online Meeting room in Interact and accessing Adobe Connect Central? (PDF)
Can a Host change Online Meeting room preferences? (PDF)
Large Online Seminar Room available in Online Meeting (Adobe Connect) (PDF)
How to reuse a room from a previous session? (PDF)

Prepare for my session

Can I talk to an Educational Designer about making my session interactive? (PDF)
Can I set up multiple choice and short answer questions before the session? (PDF)
How can Hosts add content before a session? (PDF)
What file types can I share through the Share documents feature of the share pod? (PDF)
How can I share word documents? (PDF)
How to share spreadsheets? (PDF)
How do hosts share any applications on their computer? (PDF)
What is the difference between shared content and my content? (PDF)
Can I share my applications from my desktop? (PDF)
Can I share web links (urls)? (PDF)
Can I practise before my live session? (PDF)
How to record a meeting? (PDF)
Can I have a Face to Face session at the same time as an Online Meeting session? (PDF)
Publishing captivate quizzes in Adobe Connect (PDF)

Accessibility

Does Adobe Connect work with a screen reader & have keyboard shortcuts as an alternative to using a mouse? (Video)
Will students with disability be able to access my Online Meeting and my content? (Webpage)

Using Online meeting

What is this function in online meeting?

What are the different meeting roles? (Video)
What can a host and presenter control in an Online meeting? (Video)
What is a pod in online meeting? (PDF)
What are the different types of pods and their function? (PDF)
What is the "Presenter Only Area"? (PDF)
What are the various template options? (PDF)

How to do things in online meeting?

Talk and Chat
How do I talk as a host? (PDF)
How do I talk as a participant? (pdf)
How do Hosts give participants the right to talk? (PDF)
How can Hosts mute a single participant? (PDF)
How can Hosts stop chat? (PDF)
How to save a session chat? (PDF)

Content
How do Hosts add content during a Meeting? (PDF)
How do Hosts access content during a meeting? (PDF)
How can Hosts reuse content created for one meeting in another? (PDF)

Breakout Rooms
How do I create breakout rooms? (PDF)
How do I manage breakout rooms? (Webpage)

Pods
How do I create Multiple choice and short answer questions (PDF)
How do I use the Q&A and Chat pods in Adobe? (PDF)
How can I manage my pods? (PDF)
How can I draw free hand in Online Meeting? (PDF)
How can I get a copy of the meeting chat? (PDF)
How can I share word documents? (PDF)

Other
Can a Host change Online Meeting room preferences? (PDF)
How to create a poll? (PDF)
How do I use a webcam? (PDF)
How Do Hosts Pause StopWebcam? (PDF)
How do I send out an invitation? (PDF)
What message will I see if I can't connect because there are too many already using CSU's Adobe Connect Online Meeting? (See known issues in the top main menu)

How to start and stop a Recording
How do I record a meeting? (Video)
How do I stop recording a meeting?
(PDF)

How to access, make public, edit,  and download recordings as mp4
How does a Host make an Online Meeting recording public? (PDF)
How Does a Host Logon To Adobe Connect Central? (PDF)

Recordings
How Do Hosts Download Recordings As mp4
How do Hosts get to recordings? (PDF)
How can Hosts edit recordings? (Video)
How Can Hosts Edit recordings: Basic Functions(pdf)  
How Can Hosts Edit Recordings: Advanced Functions (pdf)
How do Hosts download recordings and make available in CSU Replay? (PDF)

Accessing recordings
How do participants get to recordings? (PDF)
How Does a Participant Logon To Adobe Connect Central? (PDF)
How do I play recordings on iPads and other mobile devices? (PDF)

Reports
How do Hosts access reports? (PDF)
What types of reports are available? (Webpage)

Accessing Online Meeting Events for special purposes

Event options
How to create an event and registration. (Webpage)
How do I send out an invitation? (Webpage)

Known Issues

What if I can't enter my Online Meeting as a Host?

Can all staff with Meetings scheduled for tonight be asked to:

1. Enter their Meeting room:
· via http://connect.csu.edu.au and log in.
User name is same as CSU user name but Adobe Connect Password to enter http://connect.csu.edu.au is not the same as the CSU password. See How Does a Host Logon To Adobe Connect Central? (PDF)

Adobe Connect login image

If you do not remember their Adobe Connect password:

· select the "Forgot your password?" link
· supply your email on the next screen
· go to mail and find email from Adobe for email link to set password.

2. Collect the short Adobe Connect "Invite Participants" url by:

i. Meeting,
ii. Manage Access and entry,
iii. Invite participants

Adobe connect manage access image

3. Copy the short url from the message as in your room not the example below

Adobe connect invite participants image

4. Compose email and send in announcement to students.

For more information see How do I send out an invitation? (PDF)

What message will I see if I can't connect because there are too many participants already using CSU's Adobe Connect Online Meeting?

"Our apologies CSU Adobe Connect is currently being used to its maximum capacity and we are unable to provide you with a connection to an Online Meeting or recording at this point of time.
Students please try again later.
Staff please contact DIT using Online Self Service or phone 1300 653 088".

Pop-up Blocker Message appears when trying to access the room

Make sure all popup blockers are turned off (browser, Google Search toolbar popup blocker, security software such as McAfee popup blockers etc – you will get a message if that is the issue).

How to turn off popup blockers.

Web browsers which have blocked any pop-up windows will need to have this setting unblocked.   You will need to check the pop up blockers are turned off (this is critical).

If you have a pop-up blocker enabled in your browser, the dialog box for downloading the Add-in will not appear. To correct this problem, temporarily disable the pop-up blocker. See below for instructions to do this:

For Firefox browser, go to Tools (top menu next to Help) > Options > Content Panel  > un-tick the "Block pop-up windows". Click OK to close the Options window.

For Internet Explorer, go to Tools > Pop-up Blocker > Turn off Pop-up Blocker

For Internet Explorer 8, go to Tools > Internet Options > Make sure "Turn on Pop-up Blocker" is NOT selected.

Google Chrome is NOT recommended for Hosts as it does not allow screen sharing.
For participants using Google Chrome, go to > Options > Privacy - Content Settings > Pop-ups > Allow all sites to show pop-ups - OR BETTER still - click Exceptions > Add > in 'Pattern' box, enter connect.csu.edu.au > Allow > OK

For Safari,  under the Safari menu item > click off 'Block Pop-Up Windows'.

Please note the Google Search Toolbar also has its own popup blocker; and you may need to  change the settings for this as well (see https://support.google.com/toolbar/answer/9171?hl=en).

Accessing Recordings

How do participants get to recordings? (PDF)

An issue has surfaced where some students/participants have been unable to access Online Meeting recordings. This is because the default setting for recordings is private. If the recording is made public (see instructions in Help for meeting hosts – "How to make an Online Meeting recording public") then all students/participants will be able to access the recording and see the documents that have been shared in the meeting.

Otherwise students/participants who want to watch the meeting recording need to:

  • login to Interact;
  • click on the subject meeting room first to open it (let it fully load);
  • click the X to close it;
  • click the number under recording which opens the recording list;
  • click the URL; and
  • the recording will load and play.

If students/participants don't open the meeting room first they will be prompted to enter an Adobe Connect login and password (this is not their CSU password).  If they enter their CSU password they will get a message that they are not authorised.  Clicking the meeting room first authenticates them so they can then open the recording and do not get that prompt.

Other Known issues