Frequently Asked Questions
MIGRATING TO THE NEW ENTERPRISE LICENSE
Currently, VCU has over 70+ VIP agreements. These agreements are typically with individual units, however there are a few that are "centrally managed" by Technology Services. As stated in the goals, the primary objective of this transition to a single enterprise agreement is to consolidate those many agreements into one. The migration/transition process to move named-user licenses and shared-device licenses has many steps, but can be summarized with the following steps:
- Units sign a "letter of commitment" and make a payment to Technology Services to ensure their licenses are reserved for migration.
- Working with Technology Services Adobe administrators , unit technical and fiscal liaisons confirm their list of end-users to migrate/transition and the number of shared device licenses needed. Unit personnel will confirm additional details as necessary.
- Once a list of end-users has been confirmed, new "Federated" accounts are provisioned for each end-user according to their entitlement status, self-reported affiliation criteria, and which license they have selected (Creative Cloud All Apps or Acrobat Only).
- End-users receive messaging about their new account and what to do with their old account.
- Shared device licenses are provisioned for the unit and technical personnel deploy new software packages to lab/classroom endpoints
- Unit personnel work with Technology Services Adobe administrators Migration/Transition troubleshooting and validation (approx 1 week).
- Migration/Transition is complete!
When end-users and deployment admins sign-in using their VCU email address (eID@vcu.edu), if they have an "Adobe ID" account (this could be a retail subscription purchased with a personal credit/debit card) or a VIP account linked to the same email address, they will be presented with two options: Adobe ID (Personal Account) and Enterprise ID (Company or school account). Once migrated, end-users and deployment admins should use the Enterprise ID option to continue signing in with their VCU eID. Eventually VIP Adobe IDs will be deprovisioned and go away entirely. End-users with both a personal account AND an enterprise account will continue to see this screen each time they sign-in at Adobe.com. See screenshot below.
No. Someone from Technology Services will reach out to you to schedule your migration and provide you with information. End-user notices delivered via email will be automatic. You may want to have a conversation with your end-users to prepare them for the migration, however all migration details and a list of frequently asked questions will be made available at https://adobe.vcu.edu.
LICENSES, ACCOUNTS AND ACCESS QUESTIONS
To cancel a personal Adobe Creative Cloud subscription, please submit a request through the IT Support Center. We will provide the steps you will need to take in order to cancel your subscription without paying a cancellation fee. Any Adobe.com web store subscription may be cancelled within 14 days of a renewal date without a cancellation fee. Visit adobe.vcu.edu to purchase a new license under the VCU Adobe Enterprise Term License Agreement.
Students should visit https://vcu.onthehub.com and sign-in with their VCU eID to purchase an Adobe Creative Cloud subscription for either 6 months ($30), or 12 months ($60). Eligibility requirements below.
- To qualify for purchase of an Adobe Creative Cloud subscription students must demonstrate eligibility through the following criteria.
- Student must be actively enrolled as a part-time or full-time student at the university in good standing. Primary affiliations of “formerstudent”, “accepted” (without also being actively enrolled), and “alumni” are not eligible to purchase a subscription.
- Upon separation from the university, your access may be removed, and further renewal privileges of any active subscription may be revoked.
- No refunds will be provided.
Faculty and staff may submit a help request ticket for the full Adobe Creative Cloud desktop application suite or for only Adobe Acrobat DC.
Contact your departmental technical support personnel to install the Creative Cloud Desktop application for access to all CC apps, or the Adobe Acrobat DC package for access to Acrobat DC only.
For information about how to install Adobe Creative Cloud software on your personally-owned device(s), go to: https://helpx.adobe.com/download-install/kb/creative-cloud-desktop-app-download.html
End-users MUST have a VCU eID and must sign in to the Adobe.com website, Adobe Creative Cloud applications and cloud services with their VCU eID using their @vcu.edu email address. Use of an @vcuhealth.org email address is prohibited. End-users who belong to a VCUHealth-only unit (i.e. any of the units on the left of the venn diagram: Hospitals, Physician Plans, Comprehensive Care Centers, and HMO) are NOT eligible to purchase Adobe Creative Cloud software licenses and subscriptions. Students of VCU are always allowed to purchase an Adobe Creative Cloud subscription, however requirements above still apply, and students must also meet certain eligibility requirements. Click on the Venn Diagram below to view a text-only version.
You are logged into an Adobe application(s). Closing the application does not log you out of it. You will need to log out of all your Adobe applications and then log into the VCU Enterprise option. The applications will display "Install" or "Open" on the Adobe Creative Cloud app.
All faculty and staff end-users who request a license for Adobe Creative Cloud Software (this includes Acrobat-Only requests) will be automatically placed in a 0GB entitlement which restricts access to Adobe’s Cloud Services and removes all Creative Cloud Enterprise Storage access. This decision was made by the Information Security Office to comply with university policies and reduce the risk of data exposure. Teaching faculty and staff who directly interface with students in a course or other teaching/learning capacity may be granted access to Adobe Creative Cloud storage and services by request only. Each request will be reviewed on a case-by-case basis by the VCU Adobe Enterprise Administration Team and the Information Security Office. More details below.
- Teaching faculty and staff who would like to request access to Adobe Creative Cloud storage and services may do so but submitting an application at this link: https://go.vcu.edu/adobelicenserequest
- According to the Higher Education Cloud Vender Assessment Tool, Adobe’s response to the question clearly provides an answer to uploading content to the Creative Cloud Enterprise storage service. See quote below. Beyond this quote, the Information Security Office has determined that use of Adobe’s Creative CLoud storage and cloud services is not an acceptable risk for most end-users and therefore must evaluate each request for access to cloud storage and services on a case-by-case basis.
- “Content created with CCE should be classified as public or soon-to-be-public creative materials. PII, PHI, sensitive or confidential information should never be placed in CCE.”
- Public or “soon-to-be-public” data is considered Category 3 information by the VCU Data Classification Standard.
- All non-proprietary data that is considered publicly available for unrestricted use and disclosure, where if lost or illegitimately modified, these data will generate no negative impacts to individual departments, schools, colleges, or the institution as a whole. Such information is available to all members of the university community and to all individuals and entities external to the University community. Such data can make up public website information, public press release, public marketing information, directory information, and public research information. (Public Data/Information).
OTHER END-USER QUESTIONS
This error (see screenshots below) message is specific to the new version of Lightroom. There are currently two versions of Lightroom available. The newer Lightroom, and Lightroom classic. For a complete comparison and more information please visit this link: https://www.adobe.com/products/photoshop-lightroom-classic/lightroom-cc-vs-lightroom-classic.html
This is a technical limitation with Adobe's software VCU has no control over.
No. DocuSign has been selected as the officially supported solution for obtaining electronic signatures on documents. Submit a request via https://servicedesk.vcu.edu to request a DocuSign account to begin sending documents for electronic signature. For more information about records management, please visit: https://ts.vcu.edu/askit/policies-and-publications/records-management/
Yes! However access to the deployment administrator role comes with a few gotchas and a high degree of oversight.
Unfortunately, Adobe's enterprise console severely limits share-ability of granular admin access and does not allow scoping to specific device groups (remember that user-access and software packaging are entirely separated from the entitlement process) of the "Deployment Administrator" privilege. End-users with an active license for the full Creative Cloud suite will be able to deploy applications themselves with a package configured to allow installation of software without needed local administrator privileges on their institutionally-owned devices. Because of the way Adobe Acrobat DC must be deployed, centrally-managed packages will be made available through SCCM, Jamf Pro, as a Chocolatey Package, and as a Homebrew Cask package (pkg) for use by technicians to deploy to their end-users, however if these are not available during your migration or are not working, you still have the ability to package and deploy software using your own tools.
While unit personnel granted the "Deployment Administrator" role will be able to package and download software for redistribution, entitlement and license activation of that installer is handled separately using a product profile. For shared device licenses, units will need to request the appropriate number of licenses needed, confirming the physical location (building and room number(s)), network segment information (subnet and IP addresses), as well as the Active Directory OU (specified as DN) for Microsoft Windows client endpoints. This will be accomplished through a custom web form. The reason for this is that Adobe's new shared device license must be activated against a specific package tied to a specific LAN Subnet, Egress IP Range (220.127.116.11-18.104.22.168), and in some cases the Microsoft Active Directory OU where the computer objects reside. Product profiles will be provided on a per-building, per-unit basis as this is the only way to accurately track where computers are located and reconcile those activation against the license pool but also provide isolation between major business units where there is overlap in a particular building. There is no need to use room-level granularity in most cases except with large computer labs which need different packages.
Currently, Adobe provides very few options for granular assignment and tracking licenses. VCU's new end-user license entitlement management method uses Active Directory security distribution groups and Adobe's User-Sync utility (runs scheduled sync jobs) to ensure accounts are provisioned and deprovisioned automatically. While Adobe's Enterprise console does provide "license quotas" for product profiles, Technology Services does not have the resources to continuously audit account provisioning and deprovisioning to accurately account for pro-ration and billing back to departments. In the future this may change, but for now, departmental liaisons will be assigned to each Major Business Unit (MBU), to request additional licenses be provisioned or existing licenses be deprovisioned from their account.