Dear Faculty and Staff,
As you may know, the University currently subscribes to four video conferencing platforms: Teams, Collaborate, WebEx, and Zoom. Now that for the most part we have fully resumed in-person instruction (with the exception of our online courses/programs), and given our budget realties, it seemed prudent to re-examine whether we need to continue subscribing to four platforms.
The four platforms were vetted by the Academic Technology Council, which comprises both faculty and staff, as well as the Information Technology Executive Council. Additional information was collected through a faculty and staff survey, and by surveying the collegiate deans. Below is the outcome of that analysis and the next steps.
Teams is “free” as part of our Microsoft Office subscription. Given we do not have any plans to modify our Microsoft Office package, we anticipate that we will have continued access to Teams. In addition, Teams integrates with Blackboard so that it is easy for instructors and students to access it as part of their courses. FCLD provides resources on how to use Teams in courses:
Our Collaborate subscription expires in June 2024. Given there is no additional cost to Teams, and Teams integrates with Blackboard, we will not be renewing our Collaborate license once it expires in June 2024. Faculty are free to continue using Collaborate during the 2023–24 academic year. However, faculty wanting to use a platform within Blackboard should work with FCLD to begin making the transition to Teams.
Our WebEx subscription expires in June 2025. The Academic Technology Council and the Information Technology Executive Council will monitor the transition away from Collaborate to determine next steps regarding WebEx.
Zoom licenses are year to year, and the University’s current licenses will expire in June 2023. By far, this is the most expensive video conferencing platform to which the University subscribes. As part of our efforts to be fiscally responsible, we plan to eliminate most of the University’s Zoom licenses. Those who are currently using Zoom for meetings, even meetings with external groups, are asked to use Teams or Webex. External groups do not need a Teams or WebEx subscription in order to participate in a University of Hartford meeting. Those teaching in person are asked to use either Teams or WebEx if they would like to meet with students outside of class (e.g., office hours). Zoom licenses will not be granted for this purpose. A small number of Zoom licenses will be maintained for very large, webinar-style University events (e.g., admission, University lectures) or other compelling reasons. Those who need to request a Zoom license must do so through their supervisor, and all requests must be approved by the appropriate University officer and Information Technology Services. Please note that only a select few licenses will be approved based on compelling need. Departments are not permitted to use the P card or other means to purchase an individual Zoom license; all licenses must be purchased through ITS.
I appreciate your patience as we make these changes. ITS is available for any technical questions related to using the Teams or WebEx platforms, and FCLD is a resource for incorporating Teams into courses.
Best wishes,
Katherine Black
Provost