The University of Florida has established an annual site license for the use of Elluminate Services. Elluminate Live is a real-time eLearning and web collaboration environment access through a web browser. For a detailed description of this product's services, visit Elluminate's web site: http://www.elluminate.com/academic_edition.jsp
How does the site license work?
The Elluminate contract is an annual (stating in June) site license agreement for the use of Elluminate Live services. The contract is administered by Software Licensing Services within the Office of Academic Technology. Colleges, Departments and University organizations (units) wanting to participate in the agreement are required to pay a fee for services based on a Full Time Equivalence (FTE) of studentsand staff using the software during the year.
How do you calculate FTE for the service?
If a College (or Department) plans to offer the service throughout their organization, it is more cost effective to license the service based on the FTE count of the College (or Department). A resource that can be used to determine your College's or Department’s FTE can be found at the University’s Office of Institutional Planning and Research: ttp://www.ir.ufl.edu/enrollmanagement.htm
Alternatively, if the College (or Department) plans to deploy the use of the service based on a smaller number of individuals within the unit. The College (or Department) can narrowly define the group of users below their reported College/Department FTE counts. HOWEVER, the FTE count must be reflective of the total number of users that will utilize the service during the year. For example:
- Even tough Employees should be included in FTE, only employees that will be making use of the systems should be included. If the employee will not making use of the system, they should not be included.
- If you plan to use the service with your undergraduate body and not with graduate body then you need only count the Undergraduate FTE. This also applies in reverse to the graduate population. Any other classification of your FTE count should be submitted for approval and recorded with Software Licensing Services.
- If you plan to limit the usage to a specific class, the FTE count should be based on the total number of students in the class for that year. Since you cannot predict class enrollment (precisely), then use an educated guess based on past enrollment in the class. This will give you a fair judgment. (Each year the calculation must be reevaluated.)
- In the case of using the service within the class series, I recommend using one of these schemas to develop a FTE count: 1) If the program holds a class "that is given several times through out the year", then it would seem reasonable to count the maximum number of seats in the class. This would represent the number of participants in the class throughout the year. 2) If the program has multiple classes (given several times) throughout the year, then it would be the aggregate total of all of the seats in the separate classes. 3) If your program is structured to have one person move through a series of "one time" classes through out a year, then it would seem reasonable for you to count the average number of people moving through the series of the classes. (Please note that College's or Department's FTE count may be the better alternative than using this method of calculation.)
- Also, if your Unit is sponsoring some group (that has no FTE) then you can use the software in conjunction with the groups function. You do not have to provide a FTE count for this type of usage because the unit is not a college or department and has no FTE count. However, such usage must be initiated under a College or Department participating in the agreement.
- UF Organizations can participate under the agreement under two options: 1) If your program is operating under the auspices of a participating College/Department, then you should coordinate with your College/Department's "Elluminate Administrator". If the Elluminate Administrator deems that the inclusion of the new organization's usage will change the College/Department FTE count, then the Administrator can report the new FTE and pay the appropriate fee reflecting the change. 2) If your organization is not operating under the auspices of a participating College/Department, then you must count the number of people participating in the organization.
How to join the Elluminate program.
Colleges, Departments and Organizations of the University of Florida can join this licensing agreement. Administration of agreement are managed by Software Licensing Services. To join the agreement, print out the Order Form and follow the instructions within.