Resource Alignment and Retention Project
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About Resource Alignment and Retention
Currently, the Pilot portion of this project has been postponed. For more details, please see the 'When is this happening' section of the Pilot timeline.
On March 17, 2022, the Faculty Senate IT Subcommittee unanimously voted to adopt Webex as the primary video/web conferencing tool for Wright State University. The ITS Resource Alignment and Retention Project will track and manage the transition of multiple video conferencing platforms to an end-of-life state, while ensuring the retention of course content that has previously been posted to those sites.
Selecting one video conferencing tool will provide a more streamlined approach to accessing coursework for students. Further, supporting one tool for the university will allow for better support and in-depth training opportunities for students and faculty.
Timeline
Zoom
The Zoom trial, originally set up with a small group of faculty in the summer of 2021, will transition to end-of-life on Friday, May 27, 2022, at 7:30 a.m. The Faculty Senate IT Subcommittee unanimously voted to adopt Webex as the primary video/web conferencing tool for Wright State University on March 17, 2022.
Why is this happening?
Selecting one video conferencing tool will provide a more streamlined approach to accessing coursework for students. Further, supporting one tool for the university will allow for better support and in-depth training opportunities for students and faculty.
When is this happening?
The official end date for Zoom use is May 27, 2022, at 7:30 a.m.
We do not recommend using Zoom for summer term.
What will I use to teach?
Cisco Webex has been selected as the primary video conferencing tool and is currently used campus-wide.
Training is available below.
Where is my Zoom video content?
Faculty must migrate video content to Pilot or local storage.
Instructions are available by going to wright.edu/ ITS-project
Migration must be completed by May 26, 2022, by 10 p.m.
Who will help?
The CaTS Help Desk is the first line of support. If there is an issue beyond what assistance the Help Desk can provide, a ticket will be created and escalated to the ITS Team to resolve.
Blackboard Collaborate Ultra
Blackboard Collaborate Ultra will no longer be available on August 12, 2022. The Faculty Senate IT Subcommittee unanimously voted to adopt Webex as the primary video/web conferencing tool for Wright State University on March 17, 2022.
Why is this happening?
Blackboard Collaborate Ultra will no longer be available starting Fall 2022 due to the adoption of Webex as the primary video conferencing platform.
When is this happening?
The official end date for Blackboard Collaborate Ultra use is Friday, August 12, 2022 at 7:30 a.m.
Webex will be added to the Navigation Bar in Pilot on Monday, May 2, 2022 for easier access.
What program will I use to teach?
Cisco Webex has been selected as the primary video conferencing tool and is currently used campus-wide.
Training is available below.
Where is my Blackboard video content?
Users do not need to take action to migrate content.
All Blackboard content will be backed up to on-campus local storage by ITS prior to deprecating the Blackboard Service.
Who will help?
The CaTS Help Desk is the first line of support. If there is an issue beyond what assistance the Help Desk can provide, a ticket will be created and escalated to the ITS Team to resolve.
Panopto
The CaTS-ITS department worked with the Faculty Senate IT Subcommittee during the March meeting and shared the need for developing a retention plan for video content in Panopto. A three-year retention was agreed upon and after further work, ITS determined delaying implementing the three-year retention policy would be necessary.
Panopto changed their fee structure to start July 1, 2022. The fee structure is now based on the number of videos stored and further defines the fees based on the state of the video. Panopto recommends moving videos that are not used often to an "archived" state, and those videos that are actively in use should remain in an "active" state. Cycling video content is not only a means to keep costs down, but is an industry best practice.
Users do not need to take any action at this time.
| What video will remain active? | Video that has been accessed within the last 13 months will remain in an 'active' state. |
|---|---|
| Which videos will be moved to archive? | Video that has not been accessed in the last 13 months will be moved to an 'archived' state. Videos will be moved into an archived state by May 5, 2022. Archived videos remain in Panopto. Since archived videos are stored differently, videos may take up to 48 hours to retrieve. Users should plan for a delay in accessing archived video that has not been viewed in the last 13 months. 13 months is a recommended, best practice, default setting in Panopto. |
| What is happening with the Tegrity videos? |
Tegrity videos will no longer remain in Panopto and will be moved to onsite local storage by May 5, 2022. Tegrity is a media management system that was used prior to Panopto. When the Tegrity system was decommissioned, the content was migrated to Panopto. Based on user reports, the Tegrity videos are primarily the videos that show "never accessed" in Panopto. Although the Tegrity videos will be removed Panopto, they are not lost, ITS will store them locally onsite. If you need access to any of the Tegrity videos, please submit a ticket to the helpdesk. Tegrity videos will be available by request until December 31, 2022, after which they will be deleted permanently. |
All content going back to January 22, 2016 will remain in Panopto. The retention discussion will begin again with the Faculty Senate IT Subcommittee during spring 2023.
More information about archived video content:
- Archived videos will no longer appear when browsing the library, but will still appear in search results.
- Archived videos will still be associated with a folder in the library, but will not display within that folder list view.
- If a video is restored, it will appear in its associated folder once it is ready to view.
- Archived videos will appear in search results for any user who has been given access to the videos per the sharing settings in Panopto.
Restoring Archived Video Content
For information on restoring archived video content in Panopto, visit support.panopto.com/s/article/How-to-Restore-Archived-Content.
Why is this happening?
Due to rising costs for storage and based on best practice, video must be archived and deleted on a regular schedule that aligns with the University's educational needs.
Panopto will continue to be used as the media management system for Wright State.
When is this happening?
ITS will archive all content that has not been viewed in the last 13 months by Thursday, May 5, 2022.
ITS will revisit the retention discussion during spring 2023.
What do I need to do?
Users do not have to take action to download any Panopto video content.
Users should plan for a delay in accessing archived video that has not been viewed in the last 13 months.
Where is my archived content?
Archived content continues to live in Panopto but it may take up to 48 hours to retrieve the video.
Keep this in mind when re-using older, archived videos in new Pilot courses.
Who can help?
The CaTS Help Desk is the first line of support. If there is an issue beyond what assistance the Help Desk can provide, a ticket will be created and escalated to the ITS Team to resolve.
Pilot
The CaTS-ITS department worked with the Faculty Senate IT Subcommittee during the March 2022 meeting and shared the need for a retention schedule for Pilot. A retention schedule ensures system security best practices, but it will allow for improved system performance and reduce storage needs.
Why is this happening?
An abundance of security issues, too many courses and the potential for future storage cost increases are contributing to system performance and maintenance issues.
When is this happening?
Due to recently discovered technical limitations, it could not be guaranteed that critical data would not be purged; therefore, this part of the project has been postponed indefinitely.
CaTS is actively working with the vendor to identify and resolve any questions related to the storage location of files within Pilot. Once these limitations have been addressed, CaTS will announce a new date on which the Retention Project will continue.
What do I need to do?
Faculty interested in downloading courses prior to the scheduled deletion can access instructions under the Training section below.
Where will I store my courses?
Courses can be zipped and downloaded to local, network, or OneDrive storage.
Who can help?
The CaTS Help Desk is the first line of support. If there is an issue beyond what assistance the Help Desk can provide, a ticket will be created and escalated to the ITS Team to resolve.
Training
Pilot Course Backup Options
- Option 1: Course Content Export - Video Demonstration
- Option 2: Course Content File Download - Video Demonstration
- Options 1 and 2 Step by Step - How-To Document (PDF)
Cisco Webex
There are a variety of training resources available for Cisco Webex:
- CaTS Webex training resources
- Using the Webex Education Connector—Pilot Help for Faculty
- Using Webex for Online Instruction
- Cisco Webex e-Learning courses
- Restore Archived Content in Panopto
Other Resources
For more information, contact the CaTS Help Desk at 937-775-4827, or helpdesk@wright.edu.
Project Updates
Important Information Regarding Pilot
We appreciate your attention to this important message.
Due to recently discovered technical limitations, it could not be guaranteed that critical data would not be purged; therefore, this part of the project has been postponed indefinitely.
CaTS is actively working with the vendor to identify and resolve any questions related to the storage location of files within Pilot. Once these limitations have been addressed, CaTS will announce a new date on which the Retention Project will continue.
Important Information Regarding Panopto
We appreciate your attention to this important message.
The CaTS-ITS department worked with the Faculty Senate IT Subcommittee during the March meeting and shared the need for developing a retention plan for video content in Panopto. A three-year retention was agreed upon but after further work, ITS determined that delaying the implementation of a three-year retention policy for Panopto would be necessary.
What does this mean for Panopto content?
Users do not need to take any action to migrate Panopto video content. Video that has not been accessed in the last 13 months will be moved to an "archived" state. Video that has been accessed within the last 13 months will remain in an "active" state.
Please go to wright.edu/its-project for more important information about Panopto retention including a breakdown of frequently asked questions.
If you have any questions, please contact the CaTS Help Desk at 937-775-4827 or helpdesk@wright.edu.
Important Information Regarding Blackboard Collaborate Ultra
We appreciate your attention to this important message.
The CaTS-ITS department worked with the Faculty Senate IT Subcommittee during the March meeting and shared the need for one video conferencing tool to be adopted as the primary tool used for all students and faculty. The use of one tool is not only student-centered, it is more efficient to support and provide training.
Webex was selected as the primary video conferencing tool for use at Wright State University.
What does this mean for Blackboard Collaborate Ultra users?
Due to the adoption of Webex, Blackboard Collaborate Ultra will end on August 12, 2022.
Users do not need to take any action to migrate Blackboard content. All Blackboard content will be backed up to on-campus local storage by ITS prior to ending the Blackboard Service. More information will be shared about when the backup will occur and how to access this video content in the coming weeks.
Please go to wright.edu/its-project for more information about Blackboard Collaborate Ultra.
If you have any questions, please contact the CaTS Help Desk at 937-775-4827 or helpdesk@wright.edu.
Instructional Technology Resource Alignment and Retention Project
The purpose of this email is to share important information about a few major instructional technology system changes.
Video Conferencing Tool Selection
The CaTS-ITS department worked with the Faculty Senate IT Subcommittee during the March meeting and shared the need for one video conferencing tool to be adopted as the primary tool used for all students and faculty. The use of one tool is not only student-centered, it is more efficient to support and provide training.
Webex was selected as the primary video conferencing tool for use at Wright State University.
What does this mean for Zoom and Blackboard Collaborate Ultra?
Our Zoom evaluation trial will end on May 31, 2022. Blackboard Collaborate Ultra use will end on August 12, 2022.
What do you need to do now in regards to your videos stored on Zoom or Collaborate?
Zoom evaluation customers will be given instructions early next week with details on how to copy and preserve any recordings from this Spring Semester and last Fall Semester they wish to keep.
Blackboard Collaborate Ultra customers have nothing to do now. CaTS will preserve all Collaborate recordings and make them available outside of Blackboard in the coming months.
Pilot and Panopto Retention Schedules
The CaTS-ITS department worked with the Faculty Senate IT Subcommittee during the March meeting and shared the need for a retention schedule for both Pilot and Panopto. A retention schedule will not only ensure system security best practices, but it will also allow for improved system performance.
Pilot course content will be kept for six years and Panopto video content will be kept for three years. Panopto content that has not been accessed for the last 13 months will be archived. During this initial attempt of retention for Panopto, we will archive all of the content and slowly move to the three-year retention schedule.
What do you need to do now in regards to your videos or content stored on Panopto and Pilot?
Nothing. Additional information will be shared in the next days and weeks outlining a three-phase ITS Resource Alignment Project. Each phase will provide additional information including a webpage that will provide a timeline; infographic outlining the phase; and how-to document/video if action is necessary. At this time, faculty do not have to take action to download any Panopto video content. Additionally, the Pilot retention process will not begin until the end of Fall Semester 2022.
The message about Zoom will be sent to the faculty affected on Monday, April 18, 2022.
The message about Phase I Blackboard will be sent on Wednesday, April 20, 2022.
The message about Phase II Panopto will be sent on Thursday, April 21, 2022.
The message about Phase III Pilot will be sent on Monday, August 8, 2022.
We appreciate your attention to this important message.
