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While this page continues to be built out, up-to-date information on the Follow Me Printing environment at Benedictine can be found here.
Webex



Jabber



Utilities

Standalone WebEx Recording Player (.arf files)

Download and install this utility to replay a WebEx recording in a standalone player or convert your .arf WebEx file to MP4.

WebEx Meetings Desktop App

The Webex Meetings desktop app allows you to start and join meetings quickly from your meetings list within the app without going to your calendar or Webex site. It also allows you to add a Webex meeting directly in Microsoft Outlook. The Windows version also supports integrations with Microsoft Office.

Video Classes

These are just a few of the available online training classes from Cisco.

Visit their training center for more!




Best Practices, FAQ, Support

Contact Cisco Support

 

Best Practices

  • Start your meeting on time to respect your participants' schedule
  • If you're recording the meeting, let your participants know at the beginning of the meeting
  • If you're using Webex for a presentation (as opposed to a meeting where people are talking back and forth), mute the participants until the end, when you should host a Q&A portion
  • End your meeting on time as well
  • If you're new to hosting Webex meetings, practice in your personal room once or twice to get a feel for where the options are (sharing, recording, assigning privileges, etc.)
  • Use the "Invite/Remind" feature of your meeting if any participants haven't logged in by the start of your meeting
  • As the host, you should login and start your meeting between five and ten minutes before the scheduled to start

Audio

  • Use your personal room to test your audio setup prior to the actual meeting
  • If you have a headset and microphone, select the "Call Using Computer" audio option for clearest audio quality – especially if you plan on recording your meeting
  • If you don't have a headset and mic but you'll be hosting Webex sessions on a regular basis, please contact the Help Desk for a price on a set. A quality set is not very expensive anymore
  • If you have more than 10 participants in your meeting, disable to noise alert when people join or leave your meeting
  • Try to minimize any background noise that could be picked up by your mic or phone
  • Mute your mobile phone during the meeting
  • If you are a participant and you need to step away from the meeting, do not put your phone on mute as the hold music will be heard by everyone on the line – instead, mute yourself in Webex

Video

  • For better performance, disable the use of video in your meeting if you have more than 5 or 6 participants
  • For best video quality, don't have your webcam pointed at a window otherwise you may end up as a silhouette
  • To help your participants feel engaged, remember to look at your webcam when talking instead of at your monitor – this will make the participants feel that you're looking right at them
  • To avoid double- and triple-chins, position your webcam so you have to tilt your head upward a bit. 

Equipment Setup

  • For best audio performance, we recommend the use of a headset and microphone – please call IT to get a quote on a set
  • We recommend the Logitech C270 webcam if you don't currently have a webcam
  • If you have a laptop or mobile device (tablet or a phone) with a built-in webcam, those will work fine although we would recommend a headset with mic.

Screen Sharing

  • It's better to share a specific application instead of your entire desktop
  • Turn off desktop notifications (Outlook, Jabber, etc.) to avoid accidentalyy showing private information
  • Close any browser windows that don't apply to your meeting
  • Close Outlook and other email applications to avoid sharing personal emails

In a nutshell, if you don't want it seen by the other people on your meeting, close it down.


Using Your Personal Webex Room

  • Don't forget to unlock your room if you want to let people join
  • Share your personal room address (benu.webex.com/meet/youruserid) with people to increase your use
  • Enter your personal room information in Jabber so that you can quickly launch a Webex meeting from Jabber (see the video in the Jabber section of this page)
  • Upload a picture of yourself and customize your personal room – Cisco has instructions here to help you
  • For faculty, the personal room is a great way to offer online office hours

Using Webex and Chrome

Before using Webex in the Chrome browser, you need to install the Webex for Chrome extension. You can find and install it here.

If you don't install it, Webex will open but you cannot start or join any meetings.


Jabber

  • Add your Webex personal room (See the section below, Using Your Personal Webex Room on how to find your room's URL) to Jabber under Options so that you can easily launch a Webex meeting from a Jabber session
  • If the notifications (either sounds or pop-ups) are distracting for you, you can turn them off under Options
  • Need to be left alone to complete a critical assignment? Just set your Jabber status to Do Not Disturb to prevent phone calls or messages to you
  • Adding contacts to your address book is optional but a great way to easily find and call/message people
  • Use groups to organize the contacts you add to your address book
  • The groups that you create in your address book will be displayed in alphabetical order. To force a group to appear at the very top, use a special character – like the asterisk – at the front of the group's name
  • Create a " * Frequently Called Numbers" group and populate with the contacts who you regularly call or message (the asterisk forces it to the top of the list)
  • To add a contact that is off-campus, remember to put an '8' at the front of their phone number when entering them into your address book
For the End User


For the Approver
Best Practices & FAQ

How do I Login?

There is no separate login credentials for 25Live. You can simply login with your current BenU user ID and password.

Click here to login (https://25live.collegenet.com/ben/).

Once you get to the login screen, you can press <Ctrl>D and bookmark the page to make it easier to access next time.

How do I choose the correct Event Type?

The Event Type should match as closely as possible to the type of event that you're hosting. If there isn't an exact match, use one that you feel most closely reflects your event's purpose.

The Event Type is mostly used when searching for events later on, so the most critical thing about it is that you be as consistent as possible in how you choose the type. For example, if you host a monthly speaker during lunch, don't use the Event Type of "Lunch" one month and then "Speaker" the next month. Use on or the other consistently. This makes is much easier for you to find your events.

Why should I enter an Estimated Head Count?

Although entering an Estimated Head Count is optional, it's strongly recommended that you put your best guess in.

Every location (room) in 25Live has a maximum capacity attached to it. For example, if you are expecting up to 40 people for your event but select "I Don't Know" just to be safe and then search for a space in Goodwin Hall, every available space will appear in the search result; including those rooms that can only hold 10 or 12 people and aren't large enough for your event.

By entering an estimated head count, you can limit location search results to those rooms that can accommodate at least the number that you've estimated.

What if my event repeats but the start and end times are different each time?

Repeating Events are for when your event occurs on multiple dates (regardless of whether it's the same event multiple times or one event over multiple days) but always at the same time.

If your event is on multiple dates and held at different times, you need to enter each occurence as separate events.

What is the additional time before and after an event?

The additional time before and after your event serves two purposes:

  • Setup (this is not visible to all users) - This adds an amount of time before or after your event that will be used for setup. Typically, Facilities or AV/IT will edit this portion for you once they know what kind of setup assistance will be required.
  • Pre- or Post-event - If you want to reserve the room before or after your event, this allows you to add that time to the reservation. This is often used for a reception or other informal portions of your event.

Both of these will add the the total amount of time that the room is reserved for but not for your event itself.

Example: You are having a speaker from 7:00 - 8:00 pm. You want to add a 30 minute window before the start of the event to let people buy the speaker's book and 60 minutes afterward for a book-signing and a "meet the speaker" time. Facilities needs 2 hours to set up the room and 1 hour after to take everything down.

In 25Live, you'll see that the event is still listed for one hour, but the room's reservation duration is 5½ hours:

2 hr setup + ½ hr pre-event + 1 hr event + 1 hr post-event + 1 hr takedown

What's the difference between the "Scheduler" and "Requester"?

For most events, you will be both the "Scheduler" and the "Requester". If, however, you're entering an event on behalf of someone, you should enter your name as the Scheduler (since you're the person scheduling the event) and the person who is wanting to reserve a sapce is the Requestor.

Both the Requester and Scheduler will receive a confirmation email once the event has been entered in the Event Wizard. If you check the box for either AV or Facilities Setup later in the Event Wizard, the person listed as the Scheduler will have a link in their email confirmation to fill out a form, asking them to provide further details about their event needs.

Which Category should I choose?

Categories are different from Event Types. Here are the guidelines for choosing a category:

  • The three-character number categories are exclusively for academic classes that are imported from PeopleSoft. These are not to be used when entering events into 25Live.
  • Academic event - these are events that are hosted by members of the faculty and that are academic in nature. Some examples could be ad-hoc lectures, seminars, academic committee meetings, etc. 
  • Auxiliary Services event (outside group) - this category is only for events being held by outside groups visiting the campus. If an academic event includes the general public but is still hosted by a faculty member, use the "Academic Event" category. Likewise, if an non-academic event includes the general public but is hosted by a Benedictine staff or faculty member, please use the "Non-Academic Event" category.
  • Non-academic event - this is for any and all events that are not academic in nature, not a student group-led/sponsored event, or for a non-Benedictine group. Most events by the Operations staff will be in this category.
  • Student group event - this category is exclusively for events being hosted by BenU student groups. 

How do the Requirements work?

The Requirements page allows you to notify various departments that your event needs additional services. By selecting any of the choices other than the first one – I don't need any additional services – an email will be automatically sent to the correct department  so that they're notified of your upcoming event. A representative from that department will be in contact with you to help finalize the details for your event.

  • A/V or IT equipment - this can include any type of technology that your event may need from mics and speakers to a laptop or projector.
  • Catering - this is if you want any food or beverage services.
  • Event setup assistance - this is for any and all items that you may need for your event. From chairs and tables to coat racks and garbage bins, to a stage or a flag, this option will have the Facilities department contact you to determine what your needs are.
  • Guest WiFi access - the IT department does have a generic guest WiFi for visitors to use but if you want a specific setup, IT can setup a user ID and login for you.

Please note that you must select on of the options on the page in order to complete your event reservation. If you don't need any additional services, select the first option, "I don't need any additional services".

What the Event ID Code (e.g.2019-ABCDEF)?

The Event ID Code is a unique number that is assigned to every event. Once you entered your event request, you'll see this number in the confirmation. It is strongly recommended that you record this number for future needs as it is the easiest way to search and locate your event later on:

  • If you're adding your event in an Outlook calendar meeting, include the code in the notes section of the meeting.
  • If you are keeping a physical file for your event, print out the confirmation email with the code and keep it in the file
  • If you keep a list of upcoming events/meetings on your desk or computer, put the code in parantheses beside the event.

I keep getting emails about "Tasks". What are those?

This applies to people assigned to be room approvers. If you're not sure if this applies to you or not, then it doesn't.

With the current setup 25Live at Benedictine University, the only "task" that yo'd be assigned is to approve or deny a room request. If you receive an email saying that you have a task assigned, it means that someone has requested to use a room/location that you have authority over.

Please log into 25Live and go to the Tasks panel (see the video in the "For Approvers" tab on this page).

If you are receiving task-assignment emails and believe that you shouldn't be, please contact the IT Help Desk at ext. 6684 (or 630/829.6684 from off-campus)

How quickly should I approve or deny a request?

The expectation that any room request is either approved or denied within two business days from the request submission.

This is why each group of approvers were asked to have at least two members, in case one of them  went on vacation or were otherwise unavailable to approve or deny the request.

Please note that the system administrators (there are currently three) are also able to approve or deny all requests. If a room request takes longer than three business days to be approved, an administrator may need to approve the room so that the requestor con continue with planning their event.

What's the easiest way to search for a location (room)?

There are three ways to search for available locations outside of the Event Wizard. Under the "For the End User" tab there is a video on searching for events. However, the process to search for locations is the same except that you access location searches from the Location tab.

Before you begin, please note that all room names and numbers begin with the two-character building code (see below).

  • Search For Locations (first tab) - if you know the exact room you want to see, type it here and click "Go". For example, to see the computer lab 311 in Goodwin Hall, type GN-311. If you want to see all the rooms in Goodwin Hall, just type GN- and click "Go".
  • Pre-Defined Location Searches - there are a number of searches that came with 25Live and you can access them here. For example, you could search by the category of CONF to find all the conference rooms on campus. Or search by room capacity, room features (windows, projector/screens), etc.
  • Advanced Location Search - this is the powerful functionality of 25Live where you can create your own custom searches. To use this, please watch the video in the "For the End User" section of this page.
Lisle Building Codes:
  • GN - Goodwin Hall
  • KC - Krasa Center
  • KN - Kindlon Hall
  • BK - Birck Hall
  • LH - Lownik Hall
  • RC - RIce Center
  • PG - Parking Garage
  • FW - Founders Woods
  • SL - Scholl Hall

Skillsoft is Now Percipio

On 3/15/19, we moved to Skillsoft's new platform, Percipio. More courses, more features, more opportunity for career growth! (3/26/19)

Percipio's Course Catalog

Every month, Skillsoft provides their course catalog. This 157-page PDF lists everything you have access to. The PDF opens in a separate window and is for onscreen viewing. (3/26/19)

Using Webex in Chrome

If you're using the Chrome browser, you need to install the Webex for Chrome extension first. (03/01/19)

Webex Available to All Staff & Faculty

All staff and faculty now have their own Webex account. Host unlimited meetings with up to 200 people, or use yoru personal room for virtual office hours. (03/01/19)