SI Training for Online Sessions

Transcription

1 SI Training for Online Sessions WebEx Follow the instructions below to schedule, conduct, and record online SI sessions. Logging In 1. Open a web browser and go to click Log In in the upper right corner. 2. Type in your islander and password to access the system. 1

2 Scheduling Meetings Updated Version 3/2/ From the main menu for WebEx you can select several options from the left side menu Schedule your meetings in advance by clicking Schedule a Meeting. 3. When you click Schedule a Meeting, you will be taken to the screen below. Simply follow steps a-d to successfully schedule a meeting and save a template to be used throughout the semester. a. Assign a password to your meetings so that only students assigned to the online sessions can attend. b. meeting information and password to the students assigned to online sessions. Utilize the list of s from your personal SI course Blackboard site or SI course roster to copy and paste s into the box titled Attendees. 2

3 c. Choose the Use VoIP only option when choosing the type of audio to use for the meeting. d. Once you are done entering the information necessary to schedule a meeting, click on Save as template so you can use the information to set up future meetings. a b c d 3

4 Beginning/Editing/Cancelling Scheduled Meetings 1. To begin, edit, or cancel your scheduled meetings, simply click My Meetings on the toolbar as seen below. You will be taken to a screen that lists all of the meetings that you have scheduled for that day. 4

5 2. To begin a meeting click on the green start button at the end of the line after the title of the meeting. 3. Another way to begin your meeting is to click on the meeting name as shown in the picture above, which will take you to a screen that provides the details of the schedule meeting. In this screen click on the start button and your meeting will begin. 5

6 4. To edit a scheduled meeting click on the title of the meeting, which will take you to a screen that shows the details of the meeting you selected. Then click on the Edit button as shown below, which will then take you to a screen like the original screen where you scheduled the original meeting as seen in number 3 above. 6

7 5. Edit the information as seen in the screen below according to the changes needed for the scheduled meeting. Ensure that all information is complete and correct just like when scheduling the original meeting. 7

8 6. You can cancel a meeting from the screen that shows the list of meetings you have scheduled for the day. Just check the box to the left of the meeting time and click the Cancel Meeting button at the bottom of the listed meeting. 7. You can also cancel meetings from the screen that gives you the details of your scheduled meeting. Click on Cancel Meeting, and then click okay when the box appears asking for your approval. 8

9 Meeting Center Interface Updated Version 3/2/ b-d 7a Click this button to begin recording your meeting. While recording, the system will record everything you do in the meeting center. If you share your screen with your students it will also record everything you do on your computer while sharing your screen (e.g., OneNote, Microsoft Word, Internet Explorer, etc.). 2. Click on this button to end your meeting, which will also end the recording. 3. Click this button to connect your computer s audio and video systems to the meeting interface. YOU MUST DO THIS or your students will be unable to hear you. Additionally, if your participants do not click this button, they will be unable to hear you or talk to you. You can also test out your computer s speakers and microphone using this option. 4. Click this button to share your computer screen with your students. This is useful if you want to show students a YouTube video related to the session material, discuss material in the professor s PowerPoint slides, or want to use OneNote to work out practice problems with the students. While your screen is shared you still have access to the rest of the meeting center interface through a small taskbar at the top of the screen (see information about the taskbar below). 9

10 5. Click this button to send the meeting URL and invitation for your meeting to your students through Blackboard or through Click this button to start your video so your students can see your face during the meeting. You must always turn on your video so that the students have a person they can see and interact with instead of just a hearing a voice. 7. In this area of the meeting center interface you will find the names of all the current participants in the meeting, the chat function to type messages to students, more recording options, and a notepad for the meeting. a. Participants: This area will tell you a lot about your connected students. If there is a little blue Cisco ball to the left of the participant s name, they are currently the presenter (usually this will be you). Make sure you are the only presenter listed so that the students faces do not show up in the recording. If there is a headphones icon, the participant is connected to the audio system. If there is a phone icon, the participant is connected to the meeting through a telephone. If there is a red slashed microphone icon to the right of the participant s name, they are muted. If students have connected their cameras, their video playback will also be in this area. b. Chat: This function will allow you to send typed messages to the meeting participants. You can send messages to a single participant or all the participants as a whole. This area will also display all messages you have received. c. Recorder: Clicking the record button in this area will start the meeting recording just like above, but there is an extra step to begin recording. Additionally, this task bar contains the stop button for when you are done recording. d. Notes: This is a little notepad where you can jot down ideas and thoughts. This is not shared with your students UNLESS you share your screen. 8. Clicking this button will create a new whiteboard, as shown below. However, it is STRONGLY advised that you do not use the meeting center interface whiteboard system as it can glitch (a lot). OneNote is usually better for writing note outlines. 10

11 9. This is the meeting center interface taskbar. It contains many useful options for your meeting. Especially important are the participant and meeting tabs. a. Regarding the Participant s tab, make sure to uncheck the item titled Anyone Can Share, as shown below, to restrict your students from sharing their own screens with the group. 9a 10. This tab displays all of the meeting s info. This info can be used so that participants can call in with a phone if they do not have access to a computer. This information is also unique to each meeting, so it will change from session to session. 11

12 Disabling the Student s Camera Updated Version 3/2/ The students can turn on their cameras during the online sessions, which will cause their faces to randomly flash in the video box throughout the recording. However, because of FERPA, we are not allowed to expose the faces of any students on the recordings. Follow the steps below to ensure that your video is the only one showing in the recording. a. Click on your name located in the video box where your face shows up when you turn on your camera. This will then display the box seen below titled Lock Focus on Participant. 1a b. Click on your name in the Lock Focus on Participant box so you are the only person able to be the presenter. 12

13 Polling Questions Updated Version 3/2/ You can also create Poll Questions within the Meeting Interface. This is a great way to check student understanding of the material throughout the lesson. To open polling questions, click File and then click Open Poll Questions. 2. Using the Poll menu, you can create questions to ask students. Possible question types are multiple choice single answer, multiple choice multiple answers, and short answer. You can then create an answer for the question below that. 3. You can choose to receive results for the class as a whole, or you can record all individual responses by clicking the box for that option. 13

14 Shared Screen Taskbar Updated Version 3/2/ The share screen option can be used when you want to share your desktop with the students in order to work out problems using One Note, show a PowerPoint slide, play a YouTube video, etc. 1. This function pauses the participants view of the shared document until you resume sharing. 2. This function allows you to choose a variety of items to share with the participants. 3. This function allows you to make another person the presenter. It also allows you to pass the control of your mouse and keyboard to another participant. Finally, it allows you to annotate. 4. This function allows you to change your audio connection. 5. This function allows you to lock and unlock your room. 6. This function allows you to see who is participating in your meeting. 7. This function allows you to see your chat box while in the shared screen. 8. This function allows you to stop or pause your recording while in shared screen mode. 9. This is the annotate function, which allows you to draw, make symbols, etc. while in the shared screen. There is a taskbar that shows up on the left of your screen, which will allow you to change what you want to do in the annotating function. 10. This drop down arrow opens up a window that has a variety of options to choose from as seen below

15 Blackboard Information Updated Version 3/2/2016 Follow the instructions below to upload your recorded sessions to your personal Blackboard site for the SI course so the students assigned to the online sessions are able to view them. 1. To access your meetings once you have recorded them, simply click on My Recorded Meetings at Tamucc.webex.com when you are logged in. 2. After this, click on the name of the meeting you would like to upload. Check and make sure that it is the meeting you have just done so that you do not accidentally upload a previous meeting. After clicking it you will see a screen like the one below. Copy the URL for the STREAMING recording, not download recording. 15

16 3. Open up your personal SI course Blackboard site and click on the folder titled Current Week Recorded Session Videos. 4. Click on the first green box titled Build Content and then click on Web Link. 16

17 5. Paste the Streaming Recording Link for the recording in the box titled URL and title the video as the date it was recorded. Date of Recording Streaming Link 6. Type a short description of the contents of the video in the section titled Description. 7. You do not have to worry about selecting anything for the section titled Attachments. 17

18 8. Always choose Yes in the section titled Web Link Options. Updated Version 3/2/ Choose Yes to allow users to view the video and to track the number of views. It is imperative that you always choose Yes to track views for data purposes. 10. When selecting a date and time restriction, choose the date of the Monday that occurs after the date of the recorded session. If the recording is done on a Sunday, then pick the date of the Monday that occurs a week from the recorded session. Do not pick a time because the default time is correct. Step 9 from above Step 9 from above Step 10 from above 18