Adobe Connect AccessAbility Consultation Guide

Preparing for a consultationBefore having a consultation in Adobe Connect a ‘Meeting’ needs to be arranged. This can either be a regular space that consultations take place or a unique meeting per consultation. The later would be more secure, but involve more administration.

Setting up a meeting1. Go to http://connect.le.ac.uk and login with your CFS details. The user logging-in must be a registered

Connect user.2. When logged in you are presented with your ‘dashboard’. To schedule a consultation or ‘meeting’

select the ‘Meetings’ tab, highlighted in the red circle in Figure 1.

Figure 1: Connect Dashboard

3. On the Meeting screen, you will see a list of meetings you have previously scheduled (if you have done so). To schedule a new meeting select the ‘New Meeting’ button from the navigation.

4. Once selected a form will appear into which details of the meeting are entered, in the example in Figure2 the details have been completed.

Figure 2: Meeting Details

The details are:

a) Name: This is the title of the meeting, for individual consultations this could be the student’s name, if a regular space were to be used it could be a more general name.

b) Custom URL: This is the web address sent to participants. A serial number system is recommended.

c) Summary: Can be a description of the session, but is not required.d) Set Time: The Date and time at which the meeting will be happening. However the meeting

will always be available.e) Duration: An indication of the length of the meetingf) Select Template: ‘Shared Templates\Default Meeting Template’ is recommended.g) Language: Set as appropriate.h) Access: ‘Only registered users and accepted guests may enter the room’ is recommended.

5. Leave ‘Audio Conference Settings as the default and select Next.6. The next screen meeting attendees can be chosen. If the Study Adviser in the consultation is not setting

up the meeting they will need to be added and given the permissions of Host shown in Figure 3.

Figure 3: Select Attendees

7. The next screen enable invitations to Hosts and presenter along with an Outlook Calendar invite. This can be sent to the Study Adviser .

8. Finally the URL of the session will have to be sent to the student.

During the Consultation In a consultation you may want to share document and work collaboratively as well as communicating. Here are the steps that need to be carried out.

1. Open any documents you want to share during the session e.g. Word documents. Leave these running in the background of your computer.

2. Plug-in your microphone (USB and earphone headset is recommended).3. Enter the meeting using the URL of the meeting.4. The meeting’s default layout is made up of five elements

Camera and Voice: used to control speech and vision Attendees: List of attendees Chat: A typed chat box Note: Typed notes from the session Share: Used to share and collaborate

5. When the student enter the room they will have to be granted permission from the Host.

Set-up Audio To ensure you can both hear (see) one-another the Audio has to be set up. The host will have to do this and more often than not talk other’s trough the process. To do this:

1. Ensure your microphone (camera) is connected to the computer.2. From the Meeting menu select ‘Audio Setup Wizard…’ shown in Figure 4.

Figure 4: Audio Setup Wizard…

3. This will take you through step-by-step the set-up:a. First screen describes the process, select Nextb. Second screen tests your speakers (earphones). Make sure you can hear what is being said.

Select Next.c. Third screen, you are asked to select you microphone. If your USB headset is connected

properly it should appear on the list.d. The fourth screen enables you to test the volume. Press the Record button, speak and you

should see the volume bar oscillating with your voice. e. The fifth screen test the silence. Press the ‘Test Silence’ button, remain quiet until the test is

complete.f. The sixth and final screen confirms your settings. Once complete select Finish.

4. To set-up a Camera, choose ‘Select Camera…’ from the Meeting menu and follow the similar instructions.

Using the MicrophoneTo speak to one-another during a meeting the Camera and Voice Pod (Figure 5)is used. There are two methods of speaking, one Host and students take it in turns or alternatively both can speak constantly.

1. Click on the ‘Talk’ button with the left mouse button and keep the mouse button held down whilst speaking, if you release the button the transmission will stop.

2. Alternatively if you click the Pad-lock Button the line will remain open without having to hold down the mouse button.

Figure 5: Camera and Voice

Sharing DocumentsTo share documents with a student:

1. Initially, to enable the student to collaborate on a document with you, they must be given Presenter status. To do this;

a. From the Attendees Pod, select the Studentb. From the Status button (bottom left) select Presenter (Figure 6)

Figure 6: Give presenter stautus

2. Form the meeting room select Share button in the Share Pod and select ‘My Computer Screen’ (Figure 7)

Figure 7: Share computer screen

3. Occasionally the warning in Figure 8 will appear, say Yes and the Adobe Connect will rebot.

Figure 8: Warning

4. On return, repeat step 1, from the dialogue box shown in Figure 9 will appear. Select Applications and from the list select the document you wish to share.

Figure 9: Application Sharing

5. The screens will now look like this:Tutor screen Student’s screen

Figure 10: Host Screen Figure 11: Students Screen

As the Study Adviser starts to type the Student will see this on their screen.6. If the student is required to type on the document, they have to select the ‘Request Control’ button,

highlighted in red circle in Figure 11. Once requested the Host (Study Adviser) will be have to confirm this on their screen Figure 10. Once control is received the student can write on the document. Simultaneously the Host can also work on the document.

7. Once the collaboration is complete, select the ‘Stop Sharing’ button, this is found in the Title bar of the document being shared.

8. Once sharing is complete remember to Save all the changes that have been made.

Figure 12: Stop Sharing