This is very similar to how Classic operated; you can ... · options you have set. Session Option #1 A session can be created for each event. You may name this session whatever you’d

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Collaborate Ultra Best Practices for Use in Course/Community Contents Switching Your Course from Collaborate Classic to Ultra ....................................................................................................... 2

Sessions in Collaborate Ultra .................................................................................................................................................. 2

Course Room vs. Separate Session ..................................................................................................................................... 2

Session Option #1 ............................................................................................................................................................... 3

Session Option #2 ............................................................................................................................................................... 3

Creating a Session ............................................................................................................................................................... 3

Session Name, Start and End times ................................................................................................................................ 4

No end, Repeat Session, Early Entry ............................................................................................................................... 4

Session Settings ............................................................................................................................................................... 5

Recordings ............................................................................................................................................................................... 6

Starting/Stopping the Recording ........................................................................................................................................ 6

Accessing Recordings in the Course/Collaborate Ultra Dashboard .................................................................................... 8

Renaming Recordings ......................................................................................................................................................... 9

Linking Collaborate Recordings in Course Content for Viewing ....................................................................................... 10

Steps to Start Session on Podium Computer for Lectures .................................................................................................... 12

Settings Maps ........................................................................................................................................................................ 16

Dashboard Course Room/Individual Session Settings Map .............................................................................................. 16

In Session – My Settings Map ........................................................................................................................................... 17

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Switching Your Course from Collaborate Classic to Ultra Access the Tool

1. In the Course Management area, click Control Panel -> Course Tools -> Blackboard Collaborate Ultra.

2. This takes you to the Collaborate Ultra dashboard.

Make Link available on the Course Navigation Menu

1. Add a Tool Link to your course so everyone can access Collaborate Ultra. Click the plus sign at the top of the left-hand navigation menu and choose Tool Link.

2. Under Name, type the name that you would like to appear on the navigation menu. In the dropdown menu, select Blackboard Collaborate Ultra. Check the box next to Available to Users, then click Submit.

Sessions in Collaborate Ultra Course Room vs. Separate Session

This is very similar to how Classic operated; you can access the Course Room anytime. It is located at the top of the Collaborate Ultra Dashboard and individual sessions are located below.

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Sessions recorded in the Course Room can be renamed in the recordings area. Sessions can also be created separately.

If a session name is grayed out, it means it is no longer accessible. This could either mean it is upcoming or it is in the past, depending on the Filter by options you have set.

Session Option #1

A session can be created for each event. You may name this session whatever you’d like. The recording will automatically take the name of the session.

Session Option #2

Rooms can be set up that remain open, similar to how it’s now done in Classic. You would make sure the rooms remain open, go into the room, record, and the recording would be named something similar to the following: COM M1 – Practices of Medicine Session 1 – Recording 1 These sessions would also have a timestamp of when they were recorded, and you can rename these recordings from the recording area. When renaming, the session name will remain as part of the recording name.

Creating a Session

Navigate to the Collaborate Ultra launch area via the link on your course’s left-hand navigation menu. Click Create Session.

The course room is an open Collaborate session dedicated to your course. This makes it easier for you to use Collaborate with the Ultra experience in your courses. It also provides you and your students a convenient launch point for classes or impromptu meetings.

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Session Name, Start and End times

No end, Repeat Session, Early Entry

Type your session name here. If you’re going to create four rooms that remain open and rename recordings, name accordingly. If it’s a session you’re creating just for one event, you might want to go ahead and name it specifically.

If it’s a room you’re leaving open, just make sure the start time is a time that’s already come and gone. If this is a one-time session, it’s fine to put the start time at exactly the time the event starts. Just make sure you set up Early Entry (see below).

You’ll want to check this box if your session is to remain open. You can also check this box if you do have an end time and just aren’t sure yet. You can always change the end time after the fact to close the session.

Be careful about your end time. If your session goes over, users will not be able to join after your end time. Our suggestion is to pad your end time by at least an hour.

Repeat session allows you to open your session during certain days/times. It will close your session at the end time and reopen it at the start time based on the parameters you set.

We recommend setting Early Entry to allow participants to enter at least 30 minutes prior to the start time of the session.

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Session Settings

This is the default role all attendees will be given. We recommend keeping it Participant. If you do want to allow the group to share content (Presenter) or assign additional Moderators, you can grant different roles within the session to everyone or specific people.

If you have any students reach out and say they can’t download the session recording, this is why. You will need to make sure this box is checked to allow the download of recordings. You can always go back in and check it after the fact if you need to do so.

The “Participants can:” can also be accessed once inside the session. If you are setting up a lecture, we recommend only checking the “Post chat messages” option. This way, participants won’t even have an option to turn on their cameras or microphones.

Participants can dial into a session whether or not they have access to a computer.

Once you are done editing the Session or Course Room settings, click Save.

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Recordings

Starting/Stopping the Recording

1. Click Open Session menu in the upper left-hand corner of the room.

2. Click Start Recording.

3. If you or any participants see this icon in the upper left-hand corner of the room, the session is actively recording.

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4. When you are done recording, click Open Session menu again.

5. Click Stop Recording.

6. When you are completely finished, click Leave Session, which is accessed from the Session menu as well.

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Accessing Recordings in the Course/Collaborate Ultra Dashboard

Here’s how students and instructors can access and view/download recordings:

1. Inside the course, click on the Collaborate Ultra link in the left-hand navigation menu.

2. This will launch the Collaborate Ultra Dashboard. From here, click on the three horizontal dashes to activate the menu.

3. Then, click Recordings.

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4. In the recordings area, locate the recording you want to look at. Click the ( ) to the right of that recording to expand that recording’s menu.

From here, you can Watch now (view recording in browser), Download (download a copy of the mp4 file on your computer), Delete (instructors/admins only… this action is final!), and Copy link (copy a link of the recording to send to anyone you’d like).

Renaming Recordings

1. In the recordings area, locate the recording you want to rename. Click the ( ) to the right of that recording to expand that recording’s menu.

2. Click Edit name.

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3. Type the new name of your recording and click Save.

Linking Collaborate Recordings in Course Content for Viewing

1. In the recordings area, locate the recording of which you want to copy the link. Click the ( ) to the right of that recording to expand that recording’s menu and Click Copy link. This will copy the link to the clipboard.

2. Put the hyperlink wherever in your Blackboard course you wish.

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3. When students click on the link, they will be taken directly to the playback page for the recording.

Note: If students want to download the recording, they will need to access it through the Collaborate Ultra Dashboard.

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Steps to Start Session on Podium Computer for Lectures 1. Use Google Chrome browser 2. Click on session link; Join Session 3. Click to open Collaborate Panel (purple icon in lower right-hand corner of screen)

4. Navigate over to cog icon, click for My Settings

5. Under Audio and Video Settings, click Set up your camera and microphone a. Audio Test (make sure purple bar is moving as you speak) b. Video Test (make sure your camera is showing and adjusted properly)

6. Expand Notification Settings menu. Make sure all options are unchecked. For lectures, we recommend making sure all audio and visual notifications are turned off, or unchecked.

7. Expand Session Settings menu. Make sure all options are unchecked. For lectures, we recommend making sure participants cannot share audio, video, post chat messages, or draw on whiteboard and files (all boxes stay unchecked).

8. Now, click on the Share Content icon on the Collaborate Panel

9. Click Share Application/Screen 10. Click Entire Screen

If it’s your first time using the computer, your browser will want to install an add-on. If so, you’ll have to re-click on the Share Application/Screen button and click Entire Screen again once it’s downloaded.

11. Select which screen you’d like to share (if applicable) You will want to share the screen where the presentation will be broadcast. For computers with dual setups, please make sure you are sharing the correct screen.

12. Once you select the screen to share, you will see an infinite loop of windows in your browser. Don’t worry, this is expected!

The Collaborate Panel

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13. At the bottom of your desktop, you will also see what we call the Desktop Sharing prompt. Click the Hide option.

There will be two active Chrome events running in your taskbar; one will be the main window you have the Collaborate Session running in, and the other will be the above Desktop Sharing prompt.

When you are ready to stop sharing, we recommend leaving the Desktop Sharing prompt minimized and using the Stop Sharing button instead:

Note: If you plan to share content from a web browser to show your class, we recommend doing so from another type of browser (Internet Explorer or Firefox) instead of using a new tab on the Chrome browser where Collaborate Ultra is running. It makes it harder to accidentally close the browser running Collaborate.

14. Now, click microphone icon at bottom of screen to share audio. Click the camera icon to share video (if applicable).

15. STOP. Please double-check to make sure the microphone icon looks like this prior to starting the recording!

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16. Click Open Session menu in the upper left-hand corner of the room.

17. Click Start Recording

If you or any participants see this icon in the upper left-hand corner of the room, the session is actively recording.

If you wish, you may join the session from another computer to make sure it’s broadcasting properly.

18. Once you have clicked Start Recording and double-checked to make sure your audio is enabled, minimize your Chrome browser window.

19. When you are done recording, maximize the browser window and click Open Session menu again.

20. Click Stop Recording.

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21. When you are completely finished, click Leave Session, which is accessed from the Session menu as well.

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Settings Maps

Dashboard Course Room/Individual Session Settings Map

• Expand Menu to Access the following: o Guest Access

Guest Role Guest Link

o Event Details Start End

• No end (open session) • Repeat session

o Repeat Daily o Repeat Weekly o Repeat Monthly o Days of the week to repeat o End after occurrences

• Early Entry o No early entry o 15 min before start time o 30 min before start time o 45 min before start time o 60 min before start time

o Session Settings Default Attendee Role

• Participant • Presenter • Moderator

Recording • Allow recording downloads • Anonymize chat messages

Moderator Permissions • Show profile pictures for moderator only

Participants can: • Share audio • Share video • Post Chat Messages • Draw on whiteboard and files

Enable session telephony • Allow attendees to join session using a telephone

Private Chat • Participants can only chat privately with moderators • Moderators supervise all private chats

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In Session – My Settings Map

*It’s always a good practice to double-check your in-session settings as soon as you enter the room.

• Audio and Video Settings o Set up your camera and microphone o Use your phone for audio o Speaker Volume o Microphone Volume

• Notification Settings o Someone joined or left the breakout group or session

Visual notification Audio notification

o Someone posts a chat message Visual notification Audio notification

o Closed captioning available Visual notification

o Someone raises their hand Visual notification Audio notification

• Session Settings o Only show profile pictures for moderators o Participants can:

*These settings will override the dashboard settings. It’s always a good practice to double-check your in-session settings as soon as you enter the room.

• Share audio • Share video • Post chat messages • Draw on whiteboard and files

o Allow recording downloads o Participants

Do not share audio Do not share video Do not share whiteboard/files