Educational Support Services

• Meeting requests are scheduled on a first-come, first-served basis.
• All meeting requests must be submitted using the ESS Online Connect Meeting Request Form.

1. To request recurring conferences with identical arrangements except for dates and presenters, please identify the additional dates and presenters in the “notes” field on the request form
2. Recurring conferences for meetings with a different number of users should be requested by filling out separate requests for each meeting.

• Meeting requests will be processed within two working days of the request submission (or sooner).
• Partially completed requests will not be processed until completed information is submitted.

• A confirmation or rejection message will be e-mailed to the person who requested the meeting as soon as it is processed.
• Once your meeting has been scheduled, please contact Wanda Landry (303) 724-7714 if there are any changes.
• Detailed instructions and additional contact information will be sent with the confirmation.
• The following rates apply for “non-course” web conferences for the Anschutz Medical Campus Conferencing Network Members:

1. A $25 setup fee for each meeting. If multiple meetings are scheduled on several dates, this fee will be applied for each date.
2. A $1 charge for each requested participant (including hosts and presenters).
3. Technical assistance and consulting is available at a flat rate of $40/hr.
   • Technical assistance is limited to Connect training and support.
   • Technical assistance is also available if you would like to have a specialist standing by to assist while your meeting takes place, but this may not always be available due to staffing limitations.
   • We can show you how to present videos, sounds and animations in Connect.
4. To discourage improper use of the system, additional participants (above the number identified in the initial request) must be approved by the ESS Dept. before they can join a meeting. These will be added at the usual $1 per user rate. Each unapproved additional participant will result in a charge of $20 per user. If the addition of unapproved users prevents access by participants in another concurrent meeting, your meeting will be immediately terminated.
5. The following rates apply for non-affiliate, ad hoc users:
   • A $50 setup fee for each meeting. If multiple meetings are scheduled on several dates, this fee will be applied for each date.
   • A $5/hour charge for each requested participant (including hosts and presenters).
   • Technical assistance and consulting is available at a flat rate of $40/hr.

• All hosts and presenters are strongly encouraged to watch a brief 15 minute Connect tutorial before their web conference which is intended to familiarize you with the Connect web conferencing capabilities. The presentation may be viewed at any time at http://connect.ucdenver.edu/connecttraining. If you do not watch this demo, your presentation may be negatively impacted. Last minute assistance may not be available and additional technical charges may apply.
• If hosts or presenters would like additional training, it is available at the standard support rate ($40/hr).
• Presenters and Hosts are encouraged to login and upload their presentations ahead of time, and practice their presentation. This greatly improves the probability of a professional quality presentation/meeting.
• These formats do not present in Connect without modifications (including PowerPoint presentations with imbedded video or sound).
• Send an e-mail to all of your participants, with a link to the meeting. Don’t forget the time and date. Note: We cannot guarantee audio and video quality on dial-up lines, especially for two-way communications. A DSL or faster internet connection is highly recommended.

Before the meeting:

1. Open the meeting to participants 15 - 30 minutes prior to the start time by de-selecting “place participants on hold” from the “meeting” menu. This time has been accommodated in the setup time.
2. You may wish to display a slide with the title of your conference or presentation and indicated that ” The meeting will start shortly”.
3. Please remember that your conference is scheduled for a limited time frame and no accommodations can be made to extend the time once the meeting has started. If you need flexibility at the end of the conference, please consider that when requesting your conference start and stop times.

During the meeting

1. If you would like to record a meeting for future archive or playback, choose the “record meeting” button from the “meeting” menu.
2. Use the pointer button to make the mouse pointer visible to the participants.
3. For large meetings, consider using an assistant presenter to handle questions via chat.
4. Use the whiteboard overlay button to make annotations on your presentation.

At the end of the meeting

• At the end of the meeting, close the meeting by selecting the meeting tab and “end meeting”. The meeting will end at the scheduled time. There is no way to extend the meeting once the conference has begun.

• If you would like to record a meeting for future playback, choose the “record meeting” button from the “meeting” menu at the beginning of your conference. Make sure you stop the recording by deselecting “record meeting” at the end of the meeting.
• All recorded meetings will be deleted on the last day of each month unless you have requested that your conference be archived or converted to DVD. If you wish to record and store your conference, you will need to indicate accordingly on the request form or contact ESS before the last day of the month that your conference was recorded, to arrange for future access.
• Storing of recorded meetings (non-course) will be charged at $ 12 per hour. They can be maintained on the server for $ 12/hour per month.
• If you would like an archived copy (DVD) of the meeting, the cost for this service is $25 for the first copy, and $5 for each additional copy.

ESS Connect Request Form

You will need to complete this form and submit it to book your Connect Meeting reservation. Note this submission does not automatically guarantee your reservation. You will receive a confirmation via email.

Betty Charles at (303) 724-1558

Polycom Communicator - C100S Average cost $130