Participant Essentials Guide

Learning Innovation Unit

Author: Leone Gately

Date: July 2013

Moderator Essentials: DCU Lecturers’ Guide to

Blackboard Collaborate

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--------------------------------------------------------------------------------- Author: Leone Gately; Learning Innovation Unit, Dublin City University

Date Updated: July 2013

Moderator Essentials: Lecturers’ Guide to Blackboard Collaborate DCU

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TABLE OF CONTENTS

1.0 ABOUT THIS GUIDE 3

1.2 SETTING UP A BLACKBOARD COLLABORATE CLASSROOM IN MOODLE 3

1.3 SYSTEM REQUIREMENTS 3

1.4 ACCESSING THE CLASSROOM 4

1.5 MOBILE ACCESS 5

1.6 FIRST STEPS FOR MODERATORS/PRESENTERS 6

2.0 BASIC FEATURES OF BLACKBOARD COLLABORATE 8

2.1 TRANSMITTING AUDIO (TALKING) 8

2.2 TRANSMITTING VIDEO (WEBCAM) 9

2.3 INTERACTION ICONS TO ENCOURAGE PARTICIPATION 9

2.4 SETTING UP A GUEST PRESENTER 11

2.5 TECHNICAL ISSUES & FURTHER INFORMATION 12

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1.0 About this Guide Virtual classrooms are online environments that enable lecturers and students to communicate synchronously using a number of methods i.e. audio, video, text chat, interactive whiteboard, application sharing, instant polling etc. Blackboard Collaborate 12.5 is the virtual classroom (or web conferencing) tool currently available in DCU. Blackboard Collaborate is a live web-conferencing tool specifically designed to allow participants to interact in real-time in a purpose built virtual classroom for education. This guide outlines how to setup a Blackboard Collaborate session and overviews the essential features that a lecturer must be familiar with in order to moderate/deliver a virtual classroom session.

1.2 Setting up a Blackboard Collaborate Classroom in Moodle Login to http://moodle.dcu.ie and navigate to the module/course you require and take the following steps:

1. Turn editing on in moodle and add an Activity or Resource

2. From the menu (as shown in diagram) choose Blackboard Collaborate and add

3. You must give your session a title (this will appear in moodle visible to your students), the name and description are optional. Set a beginning and end time for your session. Choose a recording option i.e. manual or automatic

4. Select Save and Return to Course, the Blackboard Collaborate Classroom will display with the title displaying as the link to enter the classroom

1.3 System Requirements

In order to access the Blackboard Collaborate classroom the following are required: a desktop/laptop with a reliable Internet connection, web browser software (i.e. Internet Explorer, Firefox, Safari, Chrome) and a headset (ear phones and

Moderator Essentials: Lecturers’ Guide to Blackboard Collaborate DCU

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microphone - so you can hear and speak although you may use built-in speakers/mic depending on quality). A webcam is not necessary but is recommended if you are the moderator/presenter. First time users can check their system is setup properly via the Blackboard Collaborate Support Portal/First Time Users/Blackboard Collaborate Web Conferencing

A complete overview of the system requirements is also available via the following link:http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=2890

1.4 Accessing the Classroom To enter the classroom once created click on the link displayed (i.e. the classroom title; see diagram below)

Once you click on the link you will be taken to a screen similar to the below, select Join Session as indicated. A Blackboard Collaborate screen should then launch and you will be required to save/open (depending on which web browser you are using) a java file (extension .jnlp), the Blackboard Collaborate classroom should then open**

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** Note: The virtual classroom may take up to 3 minutes to launch. First time users should try entering the classroom well in advance of the session start time to ensure you can gain access.

1.5 Mobile Access

The Blackboard Collaborate Mobile Apps for Android and iOS devices enable participants to access the virtual classroom sessions via mobile devices i.e. phones and tablets. Students/participants can use the following mobile apps to participate.

• Blackboard Collaborate Mobile: Android App on Google Play https://play.google.com/store/apps/details?id=com.bbcollaborate.collaborate

• Blackboard Collaborate Mobile: iOs iPad & iPhone https://itunes.apple.com/us/app/blackboard-collaborate-mobile/id546742528?mt=8

Image source: http://www.blackboard.com/Platforms/Collaborate/Products/Blackboard-Collaborate/Mobile-Collaboration.aspx

Please note that participants only have access to a subset of the functions in Blackboard Collaborate via the mobile apps (see below) and therefore it is not recommended as a lecturer/presenter to attempt to deliver/moderate a session via a mobile app.

Access to functions via Mobile Apps • Viewing the Whiteboard. • Viewing another user's shared application. • Accessing breakout rooms. • Sending and receiving chat messages with the entire room. • Listening to other speakers and speaking to the room. • Responding to polls

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In order for students to join the virtual classroom session via a mobile app they will be required to enter their name and session URL, the session URL/guest link will always be displayed as shown below once a virtual classroom has been created.

1.6 First Steps for Moderators/Presenters As a moderator/presenter of the virtual classroom you should take the following three steps to ensure your virtual classroom is setup probably for participants:

1. Configure Audio Select the audio setup wizard by clicking on the icon as indicated below or by selecting: Tools > Audio > Audio Setup Wizard & follow the steps as directed by the wizard.

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2. Set global permissions for Students Click on the permissions icon at the top of the participant box. The icon is circled below in red. Click on the permissions you want to give participants the default permissions are Audio, Chat, Video and Whiteboard which are indicated with a check mark.

3. Ensure simultaneous speakers and/or cameras are set if you require more than one speaker or camera

• In Menu bar go to Tools/Audio: Maximum Simultaneous Talkers and use slider to increase/decrease number of talkers (default talkers is 4)

• In Menu bar go to Tools/Video: Maximum Simultaneous Cameras and use slider to increase/decrease number of talkers (default talkers is 1)

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2.0 Basic Features of Blackboard Collaborate This section provides an overview of the basic features of the Blackboard Collaborate Classroom from the perspective of a lecturer or presenter. Firstly, familiarise yourself with the interface from the presenter’s view (see diagram below):

2.1 Transmitting Audio (Talking) Click the Talk button, indicated by the red arrow below to speak. When a blue microphone appears on the talk button this indicates your microphone is active. Also a microphone icon will (indicated by the red circle in the diagram below) will appear opposite your name. To stop transmitting audio re-click the talk button. Please note; if you go to a breakout room or change applications e.g. web tour, whiteboard, app sharing you may need to click the talk button again.

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2.2 Transmitting Video (Webcam) Before transmitting video, click the preview video icon to check your image. The preview icon is indicated in the red circle in the diagram.

Once you are satisfied with your video image click the video button to transmit. The video button is indicated in the diagram. To stop transmitting video unclick the video button.

2.3 Interaction Icons to Encourage Participation Raise/Lower hands: Participants can raise their virtual hands to indicate they have a question, want to speak etc. To raise your hand click on the hand icon indicated in the diagram below in red.

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To lower hand, participants can click on their hand icon again or moderators can lower all hands by clicking into the global permissions menu (indicated by the red circle below) and from the drop down menu selecting ‘lower all hands’.

Emoticons: Students and moderators have a range of emoticons to choose from. These are available from a drop down menu that appears when they click on the happy face icon indicated by the red arrow below.

If a student chooses an emoticon i.e ‘approving’ it will appear underneath their name in the participant box. Below such an example is shown.

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Chat Panel

In the bottom left-hand corner of the Blackboard Collaborate room you will see the chat box. Students must be given permission to chat by the lecturers (if this is not default).

Highlighted in this diagram is the ‘Moderators’ chat tab chat. This facility is useful if there is more than one moderator/presenter and if you wish to chat without involving students/participants.

2.4 Setting up a Guest Presenter

Prior to the virtual classroom session enrol the guest presenter as a ‘teacher’ on the moodle course. If the presenter does not work in DCU you will need to create a moodle account for them http://moodle.dcu.ie/login/signup.php Select your Collaborate Classroom and choose add/edit moderators for this session(see below digram). Then highlight your guest presenter’s name and add as moderator. The advantage of this is that your guest presenter can access the room at any time without you being present and having to give them moderator privileges. Alternatively, you can provide them with the Guest link as per the below and once they are in the virtual classroom you can give them moderator privileges.

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2.5 Technical Issues

Should you have access or technical issues you should in the first instance contact ISS helpdesk who maybe in a position to advise you further. Alternatively, you can seek support directly from Blackboard Collaborate who provides 24/7 Online Technical Support at: http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=1

Further Information

Blackboard Collaborate provides further reading and additional guides for moderators via http://www.blackboard.com/Platforms/Collaborate/Services/On-Demand-Learning-Center/Web-Conferencing.aspx On-Demand Web which may be useful to review:

• Overview for Moderators (recording)

• Getting Started for Moderators (PDF)

• Essentials for Moderators (HMTL)

• Moderator's Guide (HTML)

• Accessibility Guide (HTML | PDF)

• Using Telephony for Moderators (PDF)

• Mobile (Android) Web Conferencing Session Management Tips for Moderators (PDF)

• Mobile (iOS) Web Conferencing Session Management Tips for Moderators (PDF)

• Plan Installation and Registration Guide (PDF)

• Plan User's Guide (PDF)

• Publish Installation and User's Guide (PDF)