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3. Collaboration

Tools and platforms for employees use to work together within a digital environment

Our business collaboration tools enable employees to connect with others on-site at the AUA or remotely. These easy-to-use tools can be utilized for online meetings, file sharing, instant messaging, screen sharing and more.

Video conferencing

Video conferencing is a type of online meeting where two or more people engage in a live audio-visual call. With a strong internet connection, the participants can see, hear, and talk to each other in real time, no matter where they are.

Successful videoconferencing requires cameras, microphones, display monitors, video technology, and a telecommunications line, data network, or public Internet) for proper transmission of video and audio signals.

There are three major categories of video conferencing

  1. Large conference room expressly designed for videoconferencing. This includes a room with multiple cameras, monitors, and microphones to accommodate multiple participants in the meeting room and remote locations.
  2. Small conference room or office-based videoconferencing with one or two remote sites. This is typically a hardware-based solution with camera and audio in a compact unit that can be used to interact with one or two remote sites.
  3. Desktop or web conferencing. This is a software-based videoconferencing system using a personal computer and a web camera, or even smart phones. This can be used by a remote participant to interact with the conference room or office.

The AUA uses these video conferencing platforms:

Please contact IT Support if you have any questions.

TEAMS & ZOOM

Microsoft Teams

A collaboration application that enables users to meet, chat and collaborate all in one space.

(click or see section 8. Microsoft Teams to learn more).

ZOOM

Used for external meetings with people outside of the AUA but can be used by individual departments for meetings instead of Teams. Because this is a paid subscription, to obtain a Zoom license you’ll need approval from an EVP.

Scheduling Meeting

  1. Open the client.
  2. Select Schedule

  1. Once the schedule window has opened users will be able to customize aspects of the meeting such as setting meeting times, dates, setting a password and a variety of other options. Once satisfied with the settings select the Schedule button to finalize the meeting.

Joining a Zoom Meeting

  1. Open the Zoom app and click on the "Join" icon.
  2. Paste the Meeting ID in the box provided, add your display name for the meeting and click on the "Join" button. Users are also able to turn off their cameras from this menu as well.
  3. Alternatively, users can also join Zoom meetings via Email invites. If you'd rather just use your phone to call the meeting, that's an option, too. In the email invitation you received, you'll see the teleconferencing number.

Screen Sharing

  1. Click the Share Screen button located in your meeting controls.
  2. Once clicked the user will be given a selection of applications or "screens" to share. Highlight the screen you wish to share then select the "Share" button to begin sharing.
  3. When you start sharing your screen, the meeting controls will move into a menu that you can drag around your screen. When you wish to stop sharing select the stop sharing button to end the screen sharing.

Meeting Room Technology