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Before the call

 TimingActivityLinks
11 month to 1 week prior

On-board speakers and guests if they are not usual Itana presenters

  1. Contact the speaker/guest via email month prior to remind them of their presentation
  2. Offer a chance to talk on the phone prior to set context and expectations
  3. Offer a chance to join Adobe Connect prior to the call to test the technology
  4. Ask for slides prior as a PowerPoint and a PDF at least a day prior to the call (if possible)
  5. Rename the files to meaningful names (like year-month-day call topic person's last name.filetype)
  6. Upload both the PowerPoint and PDF to Adobe at least an hour prior to the call (if possible) and test content
    1. Switch Pods (see Open the Room and Set-Up below) to Presenter1
    2. Click on the center Share My Screen drop-down arrow
    3. Click on Share Document. Click on "Browse My Computer" to upload the files.
    4. You can then test the files. The files will stay loaded in Adobe for later. This is why naming them something meaningful is important and will help you out.
    5. Note: you can load one file into Presenter1 and the other file into Presenter2
  7. PLEASE DO NOT REPURPOSE THE OPENING POD FOR SHARING.

https://uofw.adobeconnect.com/_a834897290/EA

(note this requires Jim Phelps to log in or his proxy)

21 to 2 weeks prior to the call

Update the Conference Calls page with the topic.

  1. Open the Program Page and copy the topic for the call.
  2. Navigate to the Conference Call page and enter Edit mode
  3. Update the top summary box of the Conference Call page with the topic
  4. Update the Agenda list with the topic.
  5. Close and save

Conference Calls

ITANA 2016-2017 Program

31 week prior (ideally)

Send the agenda and dial-information to the email list

  1. Copy the summary information and agenda from the Conference Calls page
  2. Create an email to the Itana email list
  3. Paste the agenda and summary info into the email list
  4. Add the dial-in information and instructions to the email
  5. Create a meaningful Subject line including: Day, Time, Topic

Conference Calls

ITANA@LISTSERV.EDUCAUSE.EDU

41 hour to 15 minutes prior

Open the Room and Set-Up the Agenda in Adobe Connect

  1. Launch Adobe Connect and authenticate (you must be the meeting host)
  2. Turn off Block Guest Access
  3. Meeting Menu → Manage Access & Entry → Block Guest Access. Uncheck if it is checked.
  4. Set the "Pod" to the top pod called Opening on the right hand bar.
  5. Edit the agenda in the Notes box as the bottom of the screen
  6. Clear the chat box
https://uofw.adobeconnect.com/_a834897290/EA
5Call Start and During Call

Promote Presenters and Change Pods

  1. As presenters join Adobe Connect (if they have slides or want to share their desktop), click on their names and click on "Make Presenter".
  2. Let them know they have been promoted and that their clicking and dragging will affect the display.
  3. Switch to "Presenter1" pod and "Presenter2" pods as needed
  4. Help manage chat and questions and all that facilitation stuff.
 
6At the end of the Call

Clean Up Adobe Connect

  1. Turn on Block Guest Access and switch back to the Opening Pod
 
7Day of the call to a few days later

Post Minutes and Slides

  1. Authenticate to the wiki and go into edit mode on the program page
  2. Add links to the minutes (open the Minutes section of the wiki and navigate to the correct day's minutes)
  3. Add the slide decks as attachments to either the minutes or the program page.

ITANA 2016-2017 Program 

Minutes 2017

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