Emerging Technologies for Researchers

By Ben Loveridge (Learning Environments)

Recently, I took a behind the scenes look at The University of Melbourne’s recording set up for the Coursera platform. This delivery method provides students with lecture content and assessment tasks at a time and location suited to their own schedule.

In this post I will describe how to coordinate a virtual tutorial session in a totally online environment using Adobe Connect.

Photo: Ethics in Finance webinar – Adobe Connect iPad Screenshot (Student identities have been blurred)

Signing Up

A single ‘named host’ license can be purchased for $370 per year from Learning Environments via the general enquiry form. It allows you to host an online session for up to 100 users at a time.

Once you have been notified that ou’ve been set up with an Adobe Connect account:

• Navigate to http://unimelb.adobeconnect.com and enter your login details
• From the main menu select ‘Create New: Meeting’, enter the desired info and select ‘Finish’.

There are some useful online resources to view to help become familiar with the operation of Adobe Connect:

• Connect Users Resource Centre
• Getting started guide

A week before the session

• Send an email to students with the URL, date, time and technical requirements required to participate in the session. Mention that the session will be recorded so if anyone objects to being seen or heard, they can leave their webcam/headset turned off.
• If you plan on allowing student interaction via webcam and headset, set up a test session in advance to help eliminate any technical issues. You don’t want to spend valuable tutorial time devoted to audio/video troubleshooting.
• This diagnostic test site will ensure your computer and network connections are properly configured to provide you with the best possible Adobe Connect meeting experience –   http://unimelb.adobeconnect.com/common/help/en/support/meeting_test.htm
• Adobe Connect 9 system requirements (client) - http://www.adobe.com/au/products/adobeconnect/tech-specs.html

Virtual Room Setup

• There are three bandwidth settings the Adobe Connect platform can be configured for by the host: Modem, DSL and LAN. This page explains bandwidth calculations in more detail.
• Modem: Don’t even use this setting unless it is 1995, the audio sounds terrible.
• DSL: Viewers should have at least 400 Kbits/sec download bandwidth for one video pod and screensharing window. Each additional video window will need around 200Kbits/sec. Presenters require at least 400 Kbits/sec upload bandwidth.
• LAN: Viewers should have at least 600 Kbits/sec download bandwidth for one video pod and screensharing window. Each additional video window will need around 300Kbits/sec. Presenters require at least 600 Kbits/sec upload bandwidth.
• You can visit http://speedtest.net to determine your upload and download speed.
• Organise the session layout and upload any powerpoint presentations or notes
• If many of your students are located off-campus on relatively low bandwidth connections, considering tailoring the room bandwidth settings to suit.
• Setup a polling pod to display at the end of the session to gauge the success and encourage feedback from students

Technical Considerations

• UPDATE: Adobe Connect now works on Uniwireless (thanks to the proxy removal). Follow these steps to remove any existing proxy settings in your devices.
• It’s a good idea to have a support staff member available online to assist with any technical issues that may come up in the session or to help moderate the chat window
• There are current issues with using the Chrome browser.
• Although the Adobe Connect session can be joined via iPhone, iPad and Android apps, joining via a cellular data connection will use around 300Mb per hour of bandwidth. Connecting to a Wi-Fi network is a good option from a laptop or mobile device.
• Camera considerations: Make sure you are not in front of a bright window or the auto-gain of the webcam will turn you into a silhouette.
• For single user sessions, a USB headset/mic will generally sound better than using the in-built mic of a webcam or laptop. Ideally all participants would be in separate locations and all have headset / mics. Check out Logitech Webcams and Logitech Headsets for options. For multi-user-in-a-room sessions check out Clearone Speakerphones.
• The current Adobe Connect license does not include telephone dial-in as an option so if you want everyone to join in via telephone (while just running the presentation part via Adobe Connect) then visit the ITS telephone conference service page.

• Send out another email reminder at least an hour prior with login and technical setup information
• Login to the room 15-30 minuties prior to the start time, double check your audio/video setup and greet any early arrivals.
• If you are enabled for audio participation run through the Audio Setup Wizard by selecting Meeting > Audio Setup Wizard

Photo: Ethics in Finance webinar – Adobe Connect iPhone Screenshot

• Start the recording
• Introduce yourself and those assisting in the session
• Outline the desired protocol for interaction – ask students to raise their virtual hand if they have questions
• Highlight the chat window and private message functionality
• Enable audio and video for participants who have the ability, do this by right clicking on their name and enabling either microphone or webcam or both. Remind them to run the audio set-up wizard themselves and click the mic icon at the top of the screen so they can be heard. If you are hearing feedback from anyone ask them to stay muted when not speaking to keep room noise at a minimum.

Photo: Ethics in Finance webinar – Adobe Connect iPad Screenshot

At the end of the session

• Check for any final questions and thank students for participating
• Mention that the recording link will be made available for later viewing
• Display the feedback poll for students to complete

After the session

• Send recording URL link to students. To get the URL, login to the back-end admin system, click on meetings, go to recordings and copy paste the URL provided. If you need to edit there is the option to do that and also hide the chat or attendees pod if you wish to make things anonymous. See this video for more detailed information – http://youtu.be/sB9vBbXXQZU
• Detailed reports of session meeting usage can be obtained in the administrator sections under ‘Reports’ such names of guests and time spent in session.

Departments at the University of Melbourne using Adobe Connect

• Faculty of the Victorian College of the Arts and the Melbourne Conservatorium of Music
• Faculty of Business and Economics – Fully online tutorial / webinar sessions
• University Library
• Melbourne School of Graduate Research
• Arts – Orientation sessions
• Melbourne School of Land and Environment – Public seminar series
• Copyright Office – Staff training sessions
• AsiaLink – Teacher training
• Melbourne Students & Learning
• Faculty of Veterinary Science – Virtual Open days
• Music, Visual and Performing Arts
• Royal Childrens Hospital – Tutorial sessions

Other potential uses:

• Student Tutorial Groups
• Webinars
• Virtual Open Days
• Orientation Days
• Virtual Classroom
• International Marketing
• Staff training
• HR Assistance
• Outreach programs
• MOOC’s
• Research Collaboration
• Work from home

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Example text to send to participants

The session can be accessed remotely via a link to Adobe Connect virtual room.

URL: http://unimelb.adobeconnect.com/(your session here)

Enter the meeting as a Guest user by entering in your First and Last Name in the Guest field.

Instructions

• It is recommended that you log into the Webinar at least 15 minutes prior to the scheduled time.
• It is highly recommended that you test your computer, or mobile device prior to participating.
  Connection Test: http://unimelb.adobeconnect.com/common/help/en/support/meeting_test.htm
• Verify that your computer speakers are on and your computer’s volume is at an audible level.
• Once logged in, notify the moderators if you would like your audio/video feed enabled.
• If you are using audio, we recommend you run through the Audio Setup Wizard. To do this, select Meeting > Audio Setup Wizard.
• Check that your webcam is switched on and connected.

Note: if you miss the Webinar for personal, or technical reason, the recording will be provided afterwards.

Checklist

Required:

• computer (alternatively via an iOS, or an Android app – free in their respective stores)
• browser (note: avoid Google Chrome if you want audio participation) – see technical specifications
• internet connection (note: Adobe Connect will not work on UniWireless)

Recommended:

• headphones with built-in microphone and a webcam

Further Information

Adobe Connect Visual QuickStart Guide for Participants:

https://seminars.adobeconnect.com/_a227210/vqs-participants/

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Wrap-up

Online tutorial sessions can be coordinated to resemble physical classes but do require additional preparation and set-up time in the virtual space to help ensure students have the technical support required to participate. ITS in conjunction with Learning Environments are currently investigating the implementation of a university wide web conferencing system for for delivery in 2015.

For more information on using Adobe Connect in your teaching or to purchase a license, contact Learning Environments at http://le.unimelb.edu.au/forms/dms.html