You can schedule a synchronous meeting with an individual student or multiple students in your course. Maximum webcams allowed to share is 7, but as many as 100 students can participate (without webcams) in the meeting. You can meet for office hours or to discuss a paper or a project. Documents can be uploaded and viewed during the meeting.
Click on the Virtual Classroom link in the navbar. (See Creating and Managing Navbars to add the Virtual Classroom link.)
When Virtual Classroom opens, you'll start at the meeting list/menu. To schedule a new meeting, click the plus (+) sign in the lower right corner.
Enter the name the meeting and the date and time of the meeting.
Use a name that easily identify the purpose, like "Office Hours" or "Guest Speaker."
Click on the date option and it will bring up a calendar.
You can select your date and move forward or backward like any web-based calendar. Then click OK when you have your date selected.
Note:: if you need to select multiple dates, the recurring option will help, so select the first day that this meeting room will start.
Click on the time option to bring up the clock.
The clock will default to the current time, if you click on the hour in the left pane, it will allow you to move the hand on the clock to set the hour; then click on the minutes in the left pane to set the time. Be sure to select AM or PM. Then click OK.
If you need to set a meeting up in a hurry, you can simply click the "Now" option to bypass the date and time selections and it will open the room immediately upon creation.
Next, choose the length of the meeting, by clicking the Max Duration option. The default time will be 60 minutes.
Your meeting duration options are 15 minutes, 30 minutes, 60 minutes, 75 minutes or 90 minutes.
The next options will ask if you want the meeting recorded automatically, if you want the link to the recording to post after it's completed, and if external participants (like a guest speaker) are allowed to join the meeting. If the whole class is invited to enter this room when it's open, then leave this box checked as well.
Note:: if you need to meet with individual students in private, then you would uncheck this box and add the individual students later.
If you need to schedule recurring meetings, such as Office Hours, then use above settings to create the first "day" of your scheduled meetings. For example, if you have office hours on Tuesdays and Thursdays at 10 am, then set the first meeting up for Tuesday at 10 on the first week that the meetings start. Then select the recurring option for Tuesday. Then set another meeting time for the Thursday dates.
Your options range from 1 week to 15 weeks. A link for each meeting will be generated and automatically added as an event to the calendar.
Once you have the meeting set up, click Save.
If you unchecked Whole Class to create a private meeting room, then you will click on the vertical ellipsis next to the scheduled meeting date. This will open a menu where you can launch the meeting, edit the meeting or delete/cancel the meeting. But to invite/add individual participants, you'll select the Open meeting invites settings link.
You may need to click Sync Roster to ensure all students are listed in the Available column. Then, click the student(s) that need to be added and they will populate the Invited column. If you select an incorrect invitee, simply click on their name in the invited column to remove them. Then click Save to close the window.
Once your meetings are set, your Active Meetings page will list all of the scheduled meetings with dates and times. You can sort this list in ascending or descending order of date.
Each meeting has a vertical ellipsis action menu, as shown previously. If you selected to allow external participants, you'll see an added option in the menu: Copy External Link. This grabs the URL easily for you to paste into an email invite or post to a website or course without having to launch the lobby page to grab the URL.
When you click Launch from the menu, it will open the meeting lobby page. The meeting lobby page contains the name of the moderator (room creator), the invite link (if set for external participants), and the starting date/time. Each meeting room is also given a dial-in number so that participants without access to headphones can listen to the meeting. When the meeting time has started, the Enter Meeting Room button will be blue and active.
When the starting time has not yet occurred, the Enter Meeting Room button is grayed out and inactive. However, a notice of when the room will open does appear above the button.
Note: Firefox and Chrome are the recommended browsers for Virtual Classroom sessions. It is also recommended that headphones are used to prevent echo.
To create a quicklink to a virtual classroom session:
When your session begins, you'll first be asked how you want to join the audio.
Selecting Listen only will let you in immediately and give you access to hear the meeting via speakers or headphones, but you cannot be heard. Selecting Audio will bring up another menu for selecting the microphone and speakers that you want to use for the meeting. You might also be prompted to "allow" the software access to your input devices.
Once you have your audio settings in place and enter the room, you'll see a quick-view tutorial showing you the different settings in the room. Click anywhere on the screen to dismiss this tutorial.>
There is an internet connection speed indicator in the upper right corner. This green/yellow/red indicator lets you know whether or not you are connected to your Virtual Classroom session with sufficient speed to participate fully in the meeting. You can click on the circle to get more information about your connection. If you have a yellow or red indicator, you will likely experience issues like not being able to see or share webcams or desktop, as well as potential audio issues.
Note: Pay close attention for the browser permissions particularly when testing your mic and webcam
If your Virtual Classroom session was scheduled with recording enabled, you will see the word Recording next to the record icon.
If the start recording automatically option was checked, recording begins when you enter the classroom. However, clicking the record button will start recording manually. These recordings are saved in the Recorded section of your Meetings page.
The Virtual Classroom space is pre-loaded with 10 pages of whiteboard space. (There is a URL at the bottom of the first whiteboard page for a webpage that has support and tutorials related to Virtual Classroom).
To navigate between pages in the presentation/whiteboard space, you can either use the left or right arrow buttons or skip directly to a specific page by selecting the slide number in the drop down menu.
The side toolbar has many different tools that can be used during the presentation. To view the Annotation Tools, click on Enable Drawing. This will open the toolbar on the right side of the screen. The first tool that is automatically selected is the Move
and ResizeTool. This tool allows you to zoom in using a scroll wheel, or to move the image by clicking and dragging.
The second tool is the pen tool. This can be used to draw or write on the presentation. To use the tool you will click down and drag your mouse to draw your image, or write what you wish.
The next three tools are the Shape tools. These tools allow you to draw a rectangle, circle, or triangle within the whiteboard or presentation. To use the tool you will click down and drag your mouse to make the size of the shape you wish.
The sixth tool is the Line tool. This tool allows you to draw a line within the presentation. To use the tool you will click down and drag your mouse to make the size of the line you wish.
The seventh tool is the text box. This tool allows you to draw a text box within the presentation. To use the tool you will click down and drag your mouse to make the size of the text box you wish. You will then be able to type within the box. You can change the size of the letters and the color in the menu above the text box. Note: Make sure to make the text box big enough for what you wish to write as you will not be able to resize it afterwards.
You are allowed to clear all annotations. When you use this function it will only clear the annotations within the page that you are on. This will not affect other pages of the whiteboard or presentation.
To clear the last action you did within the whiteboard or presentation space, click the Undo button.
You are also able to change the thickness of the pencil and of the borders of the shapes you draw. To change
the size you will drag theslider to the right to increase the line/border thickness.
You are also able to change the color of the pencil and of the shapes that you draw. To view color options, click the color box below the slider. A new window will open that allows you to choose from a range of color choices or create a custom color.
To add a file to use in the presentation space, click the Actions button in the bottom left corner of the Virtual Classroom space. Next, select Upload a presentation.
You can drag a file from your computer into the uploading window or click on Click here for uploading to open a file selector. Files selected or dragged into the uploader will appear in a list of presentations with buttons to Show or Delete the file. The file most recently uploaded will automatically be shown in the presentation space.
To navigate between uploaded files for use in the presentation space, click the Actions button and select Upload a presentation to return to the list of uploaded files. Then click the Show button for the file you would like to switch to.
If you have uploaded a presentation and wish to move to the blank whiteboard you will need to click the Actions button at the bottom of the screen and select Upload a presentation.
Click the Show button next to the default file. This will navigate back to the whiteboard in the presentation space.
To start a poll question, click the Actions button at the bottom of the screen and select Initiate a poll.
Choose the poll type from the menu that correlates with the type of question you will ask. Ask the poll question and allow time for participants to respond. The poll question can also be uploaded and displayed in the presentation window.
You can also create a custom poll type if needed. When Custom Poll… is selected, you will be prompted to enter polling choices. You may enter up to six answer choices for students to choose from. When finished, click Start poll.
To display poll results in the presentation window, click Publish.
Participants can raise their hands or share status related to their understanding of the presentation by clicking the Status button below the presentation space.
This status will be displayed in the Participants pullout, in the circle to the left of the user’s name.
As the Instructor and moderator of the Virtual Classroom session, clicking on a participant’s name opens a popout menu. Here you are able to open a private chat, clear the participant’s status, make the participant the presenter, kick the participant out of the session.
Instructors also have the ability to allow or disallow certain features within the Virtual Classroom space for students. To view which features can be restricted, click the vertical ellipses in the top right-hand corner of the screen and select Open settings.
You are able to lock students’ webcam, microphone, and ability to chat publicly and/or privately.
The stenographer role allows for any participant in an instructor driven Virtual Classroom session to provide real time captioning for participants. To access Closed captioning the Virtual Classroom environment, click on the vertical ellipses in the upper right corner then select Open settings.
Next, activate the Closed captioning resource by selecting the Closed captions tab on the left and clicking the check box. There are
also optional drop down menus to change the font, size and color of the text. Any changes made here are only seen by the user that makes the changes. When
you are finished, click save to return to the main meeting space.
The Closed captions overlay will appear within the Virtual Classroom meeting space; the user can resize and place this frame anywhere on the page. The instructor will identify the individual who will type the captions and advise that person to become the stenographer by clicking the Take ownership button.
Note:Only one participant should take ownership of the stenographer role.
The stenographer will type into the frame and other participants who have activated the closed caption function will see the real time captions as they are added.
Once the meeting has concluded, click on the vertical ellipses and then select Logout to exit the meeting.