Bb Collaborate Online Rooms Faculty Support Guide

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1 Bb Collaborate Online Rooms Faculty Support Guide D2L Services West Chester University of Pennsylvania , option 2 Anderson Hall, room 20 v10.3 June 2014

2 Contents Bb Collaborate online room overview. 3 Roles in Bb Collaborate online rooms.. 3 How to create an online classroom. 4 How to add external attendees. 6 How to join an online room.. 7 Understanding tools within an online room. 9 Audio & video controls.. 10 Participant panel and controls 11 Main toolbar. 11 Chat controls 12 Whiteboard tools. 12 Page Explorer 13 How to create breakout rooms. 14 How to assign attendees to a breakout room. 15 How to create an online room archive. 16 How to view an archived recording. 16 Troubleshooting 17 2

3 BB Collaborate (Online classroom) Faculty can utilize Blackboard Collaborate to host online classrooms within D2L. This useful tool allows faculty to schedule virtual class time, to hold virtual office hours and online meetings, and when it is not possible to meet in a traditional onsite classroom. Faculty can also set up online classrooms for groups so that students can virtually meet to collaborate on group projects. System requirements: In order to speak in an Online Classroom, your computer must have either an internal or external microphone. We recommend the use of Mozilla Firefox browser when working within D2L and Bb Collaborate online rooms. It is recommended that faculty enter the online classroom at least ½ hour prior to the start time to ensure that there are no technical issues. ROLES IN BB COLLABORATE ONLINE ROOMS Online roles determine what users can do in an online room. The role listed next to an attendee s name is the role they receive when they enter the room. Moderators can change user s roles inside a room during the session however the changes will only last until the end of that session. Attendees can have one of three roles in Collaborate rooms: Moderator: Allows person full control of the presentation including the ability to upload files, create new resources, answer questions from participants and grant permissions, and create breakout rooms. Moderator Limited: Allows person to host rooms in Collaborate but cannot edit or delete the rooms within the Online Rooms tool. Participant: Allows person to chat, whisper, ask questions, give feedback and raise hand but has no control over resources or the presentation. 3

4 HOW TO CREATE AN ONLINE CLASSROOM 1. From the course navigation bar, click on Collaboration and then select Online Rooms. 2. Click on New Room. 4

5 3. Enter a Name for the room. 4. Under Service Provider, leave the system default to Collaborate. 5. Under Account Name, leave system default to WestChesterUniversity. 6. Add a Description in the space provided. 7. Select a Room Visibility option: a. Restricted Room - only attendees of the room can view this room and its archives. b. Public Room - anyone in the course can view this room and its archives. This is the recommended option for providing everyone in a course access to the online room. 8. Under Availability, enter a Start date/time and an End date/time. Note that once the room is active you can no longer edit the availability dates. 9. Click Show Advanced Properties to edit Advanced Properties. a. Select the check boxes to activate any of the following properties: i. Attendees raise their hand on entry - When attendees enter a room, they automatically raise their hand and produce and audible notification. ii. All attendees join as Moderators - Attendees will automatically have the ability to upload files, create new resources and answer questions from participants. iii. Participants have unrestricted access to resources - Participants will have full access to resources such as audio, whiteboard, etc. iv. Moderators can view all private chats Moderators will have the ability to view private chat messages within the room. 5

6 b. Early room enter Enter a time designating how many minutes or hours in advance users can join a room before it officially begins. The time value must be a number between 0 and 1440 minutes (24 hours). c. Archive Mode Select an archive mode from the dropdown list: i. Manual A Moderator must manually start recording the meeting to obtain archives of the meeting. ii. Automatic The meeting is automatically recorded. iii. Disabled The recording option is disabled. d. Select the Notification option if you would like attendees to receive an . e. Click Add Attendees to select participants for your meeting (see below). f. Click Save or Save and Join. HOW TO ADD EXTERNAL ATTENDEES You may add participants to the room who are not on your course roster or not a registered user in D2L. All external participants will receive an with a link to access to the online room. If you would like those on your roster to also receive an invitation, select the box next to Send notifications to all attendees who are configured to receive . 6

7 HOW TO JOIN A Bb COLLABORATE ONLINE ROOM Reminder: D2L Services recommends the use of Mozilla Firefox browser when accessing D2L and Online Rooms. 1. From the course Navbar, click on Collaborate and then click on Online Rooms. 2. A list of available rooms will appear. Underneath the Join Room header, click on Join. 3. The system will need to automatically download the BB Collaborate components to run the online session. If you are using Mozilla Firefox (recommended), the following pop up will appear. Select Open with Java Web Start Launcher (default) and then click OK. 7

8 4. The Java screen will appear and the Collaborate classroom software will start. If you receive a security warning asking if you would like to run Blackboard Collaborate software, click on Run. 5. It will take a minute or two to load the software and then the online room will appear. 6. If you are a moderator and did not set up the classroom to automatically record, you will see a recording reminder on the top right of the screen. Click Start if you would like to record the session. If you record the session, you will be able to go back and view the archived session at a later date. 8

9 UNDERSTANDING TOOLS WITHIN AN ONLINE ROOM The Blackboard Collaborate Web Conferencing window consists of six main components: Menu bar contains the File, Edit, View, Tools, Windows and Help menus. Audio & Video panel enables you to participate in conversations either using a microphone and speakers (or headset) or via a teleconference. Participants panel provides a list of all Participants and Moderators in the session and information about their current activities, such as talking or chatting. Chat panel enables online room participants and moderators to send Chat messages. Main toolbar contains three buttons for switching between the three content modes (Whiteboard, Application Sharing and Web Tour) Content / Whiteboard area is the main presentation window. Audio & Video panel Main toolbar Menu bar Chat Panel Content / Whiteboard area Participant panel Whiteboard Tools 9

10 Audio and Video Controls Audio & Video Settings Dropdown Click on the Audio & Video settings to display dropdown menu options. Run the Audio Setup Wizard to set up your audio controls. Talk button Click on the Talk button when you want to speak. Click again when you are done speaking. Video button If you want to use your webcam, click Video. Utilize the preview button next to the Video button to help you set up your webcam view. You will know if someone has their microphone turned on when the blue Audio activity indicator appears to the right of their name. When someone is writing in the chat box, a blue chat indicator appears to the right of their name. 10

11 Participant Panel and Controls Use the Participant options dropdown menu to change Audio, Video, Chat, Whiteboard, etc. settings. Below a participant s name, participants may access emoticons, step away, raise hand and polling features (if made available by the moderator). The moderator will determine what features a participant may access from the dropdown menu to the right of the participant s name. Main Toolbar Whiteboard - Use this tool to share the whiteboard. Application sharing - Use this tool to share applications or your desktop. Web Tour - Use this tool to share a website. 11

12 Chat Controls Access the Chat options dropdown menu for additional controls in the chat area. Chat box (yellow highlighted area above) enter chat comments here. Whiteboard Tools Select objects Select a pointer that attendees can view on the page Select a pen or highlighter to draw on the page Select to enter text on the page Select to draw a filled rectangle on the page Select to draw a rectangle outline on the page Select to draw a straight line on the page Select to place a screen capture on the page Select to place clipart on the page 12

13 Page Explorer You may upload a Powerpoint presentation to the Whiteboard area to share with the online room participants via Load Content button on the upper right hand corner of the screen. Once you have uploaded your presentation, a Page Explorer window pop up window will appear with your Powerpoint slides. You can navigate through the slides by clicking on the arrows. If you would like to minimize this popup to allow additional space on the screen, click on. The toolbar will move to the top right of you screen underneath the Load Content area. If you would like to maximum the Page Explorer click on again. 13

14 HOW TO CREATE BREAKOUT ROOMS Moderators can create breakout rooms within the main online room. Breakout rooms have the same features as the main room and can be used to allow groups within the online room to meet. Breakout rooms have their own private Audio, Video, Whiteboard, Application Sharing, etc., so the collaboration that takes place in a breakout room is independent of the Main room (and other breakout rooms). Note: What is said or viewed in a breakout room will not be captured in a recording. There are two types of breakout rooms: Public: A public breakout room does not require anyone in the room. Moderators can create the room and load content into it before moving participants into the room. The content will remain even after everyone leaves the room. Private: A private breakout room is temporary and closes when no one is left in the room. There are two ways to create breakout rooms: 1. Click on Tools > Breakout Rooms > Create Breakout Rooms 2. Click on the Participants Option menu and select Create Breakout Rooms A new window will appear. Complete the form and click Create. 14

15 HOW TO ASSIGN ATTENDEES TO A BREAKOUT ROOM A moderator can move an attendee to a breakout room: From the dropdown menu bar to the right of the attendee s name, select Send to Breakout Room. Select the appropriate breakout room 15

16 HOW TO CREATE AN ONLINE ROOM ARCHIVE If you would like to archive (record) your Online Room session so that it will be available for future viewing, check the Archive Mode setting in the Advanced Properties of the room when you create or edit the room and adjust accordingly: Archive Mode Select an archive mode from the dropdown list: Manual The Moderator must manually start recording the meeting to obtain archives of the meeting. Automatic The meeting is automatically recorded. Disabled Blocks the ability to record a room. If an archive was not set up at the time the online room was created, the moderator can still record the online session by clicking on Record in the top right hand corner of the screen. HOW TO VIEW AN ARCHIVED RECORDING After a meeting, archives will automatically appear in the Online Rooms after the background synchronization has run. To review an archived recording: 1. From the online room dropdown, select View Archives 2. Click on the Archives tab to view archived recordings. Click on the archive name to view the recording. 16

17 TROUBLESHOOTING 1. If you are getting an echo or there is a delay when speaking: a. Ask all participants to turn off their microphones. b. If someone has called in and also has his/her microphone turned on, ask them to turn off their microphone. 2. Trouble logging into online room: a. D2L Services recommends the use of Mozilla Firefox browser when working within D2L and Bb Collaborate online rooms. 3. If using the Application sharing window and the content being shared does not fit into attendees application sharing window (content/whiteboard area), ask attendees to utilize the scale to Fit Page tool located underneath the Main toolbar. Note that this option must be selected by the participants and cannot be set by the moderator. 4. Why do participants see a black box over my shared application? If the moderator is sharing a single application (example: and Excel file) rather than the entire desktop, and then opens another application (example: a Word file) on top of the original application (i.e. Excel file), the Word file will not be shared and therefore will appear as a black box to other participants. If you need to share more than one application, it is best to share your desktop. 17

Bb Collaborate Online Rooms Faculty Support Guide

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