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GMAP SESAMI Program
Getting Started with Webex for the Instructor and the Teaching Assistants
Last update: 4/27/2020
1 Overview
Cisco Webex Meeting and Webex Training can be used as one of the interactive online solutions for distance
learnings.
Webex Meeting: https://help.webex.com/en-us/n62wi3c/Get-Started-with-Cisco-Webex-Meetings-for-Attendees
A quick and easy solution
Participant limit: 100 for a free account (1,000 for the special support program for higher education
institutions)
Effective interactive discussions
Webex Training:
Participant limit: 1,000
Breakout sessions are available
It has to be decided if the class meeting should be Webex Meeting or Webex Training prior to the session,
since it cannot be switched each other once the meeting starts. Once it is decided which dates/periods should be
which, the SESAMI admin (program management) will be the host to schedule, start and end the lecture.
By default, it is set up as follows:
Participants can ‘Chat’ and ‘View participant list’. They cannot record a meeting nor control remotely
2 Preparation
System requirements: https://help.webex.com/en-us/nki3xrq/Webex-Meetings-Suite-System-Requirements
For more stable access, it is recommended to use an Ethernet cable instead of Wi-Fi.
Download the app from below Kobe Univ site, click left top menu and then click ‘Download’.
https://kobe-university.webex.com/webappng/sites/kobe-university/dashboard?siteurl=kobe-university
In ‘Download’ page, select ‘Cisco Webex Meetings Desktop App’ and install the module.
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3 Webex Meeting
3.1 Who’s who
Roles and default assignments (detail)
Host Presenter (*)
SESAMI admin Professor
Definition Coordinating and controlling an event. Only one person can be an event host at a
time
Provide content during an event
Need a user account? Yes No
Meeting mgmt.: schedule, invite, start, end x
Designate a presenter x
Providing content during an event. x
Mute participants x
Start/stop the recording x
(*) Notes
There is only one presenter in the meeting/training. At the beginning of the meeting/training, the host is the
presenter, which privilege will be passed on to the professor.
It is possible to pass on the privilege to anyone in the meeting. How to change presenters:
Click and drag the presenter ball from the current presenter to another person in the Participants panel,
then click on the Yes button.
The host can retrieve the privilege back from participants/presenter.
3.2 Join a Meeting
Run Cisco Webex Meetings app.
or Access Kobe Univ. WebEx site: https://kobe-university.webex.com/webappng/sites/kobe-university/dashboard?siteurl=kobe-university
Input the meeting ID as the meeting information, and select ‘Join’.
Enter the meeting password and select ‘Next’.
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Screen image:
Muting non-speakers would be a good idea to avoid noise.
Individual participant can mute or unmute him/herself. The host can ‘Mute All’ from ‘Participant’ menu.
Once the professor joins the meeting, the host will pass on the presenter privilege.
He/she can share content.
Muted
Unmuted
Microphone
OFF
ON
Video
Participants Share content
Chat End meeting
Area for participant videos, shared content
My video
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4 Webex Training
4.1 Who’s who
Roles and default assignments (detail)
Panelists
Host Presenter (*)
SESAMI admin Professor TA
Definition Coordinating and controlling an event. Only one person can be an event
host at a time
Provide content during an event
Primarily responsible for assisting the presenter and participating in
presentation
Need a user account? Yes No No
Meeting mgmt.: schedule, invite, start, end x
Grant privileges to attendees or panelists
during an event; Designate a presenter
x
Providing content during an event. x
Respond to public and private chat messages x x x
Participate in a practice session x x
Mute participants Individually Mute All from the
Participant menu
Start/stop the recording x x
Setup breakout sessions x x x
(*) Notes
There is only one presenter in the meeting/training. At the beginning of the meeting/training, the host is the
presenter, which privilege will be passed on to the professor.
It is possible to pass on the privilege to anyone in the meeting. When it is passed on, he/she will be assigned
as one of the panelists.
How to change presenters:
Click and drag the presenter ball from the current presenter to another person in the Participants panel,
then click on the Yes button.
The host can retrieve the privilege back from participants/presenter.
4.2 Join a Meeting
Run Cisco Webex Meetings app.
or Access Kobe Univ. WebEx site: https://kobe-university.webex.com/webappng/sites/kobe-university/dashboard?siteurl=kobe-university
Input the meeting ID as the meeting information, and then the password.
When you view Webex Training page, input your name, email address (any), and the password (again). Select
‘Join Now.’
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Select ‘Call Using Computer.’
Screen image:
You can see list of participants if you click Participants icon.
Muting non-speakers would be a good idea to avoid noise.
Mute All: The Presenter can mute all by selecting ‘Mute All’ from ‘Participant’ menu on the top
Alternatively, the Host can mute individual person one by one.
When the training is over, select ‘Leave Training Session’ from ‘File’ menu.
Muted Unmuted
ON OFF
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4.3 Breakout Sessions
Breakout sessions can be used to place your attendees into smaller groups where they can collaborate and
share ideas: https://help.webex.com/en-us/8cckd2/Manage-Breakout-Sessions-in-Cisco-Webex-Training
Steps 1. Preparing for breakout sessions (Panelist, Presenter or Host)
Open the ‘Breakout Session Panel’ to the right area by either of below steps below:
From ‘Breakout’ on the top menu, select ‘Open Breakout Session Panel’, or
If you already have the icon at the bottom, click it.
Steps 2. Creating sessions (Panelist, Presenter or Host)
2-1: Select ‘Breakout Session Assignment...’from ‘Breakout’ menu, or
select ‘assign’ button from the ‘Breakout Session Panel’.
2-2: You can either automatically or manually assign participants into breakout sessions.
Automatic assignment: assign either the ‘number of sessions’ or ‘number of people per session’.
Panel selection
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Manual assignment: create breakout sessions and assign participants.
You now can see the sessions in the Breakout Session Panel.
Step 3: Start breakout sessions (Presenter or Host)
Select ‘Start Breakout Sessions’ from ‘Breakout’ menu, or select ‘Start’ button at the bottom of the
Breakout Session Panel.
You can change or move participants using assignment panel, even after you start the session.
Breakout Session Panel
2. Select a session
Remove sessions
3. Select a participant
4. Add
1. Create a session (in Windows, ‘Add
Session’ and Delete buttons are under
label ‘Assigned:’.
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Step 4: Manage breakout sessions (Presenter or Host)
Actions available
Step 5: End breakout sessions (Presenter or Host)
Select ‘End Breakout Sessions’ from Breakout menu, or select ‘End’ button at the bottom of the Breakout
Session Panel. All participants receive a message that their breakout session ends in 30 seconds.
Ask everyone to return from breakout sessions
Join breakout session
Broadcast messages
Share content of breakout sessions