Sunday, 19 September 2021, 4:48 AM
Site: Flinders Learning Online
Topic: FLO Staff Support (FLO_Staff_Support)
Glossary: How-to glossary
Jason Chan

Assignment - create a video assignment

1. Plan  |   2. Build   |  3. Test   | 4. Administer   |  5. Review  ||  Support

assignment iconThis entry relates to the Assignment activity.

Setting up a video assignment is very similar to setting up an assignment for file submissions. These instructions outline the settings that make video assignments as student-friendly as possible. Depending on students' familiarity with submitting video assignments, a practice upload of a video to a forum etc can be useful for checking their upload and embed process. Direct students to FLO Student Support for help submitting video assignments.

The best experience for students doing video assignments is for you to design the assignment submission so that students submit their video using My Media, which is part of Kaltura (the online video platform in FLO). Unlike the standard file upload option in FLO, My Media doesn't have a file size upload limit, so students won't need to compress their video files before submitting. Having to compress their video can affect the graphics and sound quality, which may make it difficult for you when watching and marking their video. Using My Media means that students will be able to provide a higher quality video file, and won't need to go through the additional stress of using a compression software prior to submission. 

Uploading to My Media can still take a little while if students have produced full-HD or very high resolution videos (which they tend to do when filming on mobile devices and/or using modern video editing software), so please encourage students to allow plenty of time for uploading and submitting. For example, testing on a high-speed home internet network and on the University network showed that uploading a 2GB video took around 20–30 minutes. Upload times depend on the speed of the internet connection students are using. 



Create a video assignment

Create an assignment (for file submissions) and make the following adjustments to the settings.


General settings

In the Description section, outline your assignment requirements for the video/s you want students to create including relevant privacy considerations. Include a link to the help documentation for students located in the FLO Student Support site: Assignment Submission > Video assignments.

General settings


Submission types settings

Essential step: Tick to enable the Online text submission type. Students will submit their video by embedding it from their My Media using the text editor. If students are only required to submit a video, you should also untick File submissions

Submission types setting for online text 

Optional step: If students also need to submit a text document or other additional files along with their video, you will need to select File submissions and restrict the accepted file types. It's recommended that you untick any video file types, as this will ensure students can't upload their video via this method (rather than via embedding from My Media).

Submission types settings for file types



  •   Training and support

      Troubleshooting

    Support

    Contact your eLearning support team

    Note: Students do not have access to/use of the Media Vault

    Attendance - main entry

    Whether you are starting from scratch or working with an attendance activity already created, using the attendance activity in a topic ideally consists of 5 stages, in a looped process.

    1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  ||  Support 
    Attendance icon Monitoring attendance in class is a measure of student engagement. It also allows students to take responsibility for their own learning. This is an active teaching strategy and can also contribute to learning analytics for the students in the topic.


    1. Plan

    The attendance activity in FLO allows a member of the teaching staff to take attendance during class, or for students to record their own attendance. The topic coordinator can create multiple sessions and can mark the attendance status as 'Present', 'Absent', 'Late' or 'Excused', or modify statuses to suit their needs. Reports are available for the entire class or individual students.

    2. Build

    You have planned your attendance activity. Now you are ready to set up your attendance activity. 


    Step 1: Create an attendance activity

      1. Click Turn Edit On button
        Turn editing on

      2. Click Add an activity or resource to open the activity chooser

        Add an activity or resource link

      3. Click the Attendance icon

        Attendance radio option

      4. Name the attendance sheet (eg Tutorial Attendance)

        Attendance Name

      5. Assign a grade type other than None to create an entry for this activity in the Gradebook. You are advised to select Point, not Scale, for the grade type. If you wish to use Scale, select Point as the grading method until all attendances are marked (ie all data is in the Gradebook), then change the grading type to Scale. Keep the grades hidden until you change to Scale (close the eye for this activity in the Gradebook), then release the grades. Students will still be able to view their attendance during the topic 
        Attendance Grade setting
      6. To mark attendance for a group of tutorials, under Group mode select Visible groups. Under Grouping, select the appropriate option. If your topic has scheduled tutorials in the timetable, you should see an option starting with the topic code and ending with 'Tutorial' (for example, NURS1003_2018_NS1_Tutorial)
        Attendance common module settings

      7. Click Save and display 


      Step 2: Add session(s)
      1. Click the Add session tab
        Add session tab
      2. There are two types of sessions: All students and Group of students. Ability to add different types depends on activity group mode (refer to step 6 under 'Create an attendance activity')
        • In group mode "No groups" you can add only All students sessions.
        • In group mode "Visible groups" you can add All students and Group of students sessions.
        • In group mode "Separate groups" you can add only Group of students sessions. 

        Note: If you want to link the sessions to the Student Management groups (for example, Tutorial or Practical), add your sessions using Group of students. This will also keep the list of students within the groups updated via the integration.

        Click and hold the Ctrl key to select multiple groups.

      3. Fill in details about the session you wish to record attendance for
        Add session section

      4. To create a repeating series of sessions (eg weekly tutorials), open the Multiple sessions section, and tick 'Repeat the session above as follows'. Select the day the specific session repeats on (if a tutorial session this will most likely be one day per week), frequency (Repeat every) (again, if a tutorial session this will most likely be one day per week), and session end date (Repeat until):
              
        Multiple sessions

      5. Click Add

      6. Repeat steps 1 to 5 to add sessions if required 


      Step 3: Set up grade acronym, description and points

      By default, the status descriptions are Present, Excused, Late, Absent and the allocated points are 2, 1, 1, 0 respectively.

      1. Click the Status set tab
        Status set tab
      2. To update an existing text/value, select the text box and enter a new text/value

      3. To set up a new status, fill in the line starting with an * and click the Add button

      4. Click Update


      3. Test

      Once you have set up the Attendance activity, ask your local eLearning support team to check it for you (especially if this is the first time you have set up this activity).


      4. Administer

      To administer your attendance activity, you can use a variety of functions (listed below). 


      Mark attendance for my topic
      1. Enter the Attendance activity

      2. Make sure the Sessions tab is selected
        Sessions tab

      3. To mark attendance by group (for example Tutorial group), select the dropdown list under Sessions

        Filter by group

      4. Click the Take attendance icon next to mark the session

        Mark attendance icon

      5. Give each student a mark:

        P (present) - worth 2 points
        E (excused) - worth 1 point
        L (late) - worth 1 point
        A (absent) - worth 0 point.


        You can also enter remarks for each.  These grades will be available in the gradebook.


        If the activity is set to 'visible', students will be able to view their status and any remarks

        Marking attendance

      6. Click Save attendance
      Note: If you want Scale to be the Grade type setting, make sure that Point is selected as the grading method until all attendances are marked (ie all data is in the Gradebook), then change the grading type to Scale. Keep the grades hidden (close the eye for this activity in the Gradebook) until you change to Scale, then release the grades. Students will still be able to view their attendance record as the topic progresses.

      Change a student's attendance record
      In the attendance activity, click the Sessions tab
      Sessions tab

      1. Locate the session you wish to alter, and click the green Change attendance icon.
        Change attendance icon

      2. Update the attendance record and click Save attendance


      Edit sessions
      In the attendance activity, click the Sessions tab
      Sessions tab

      1. To edit a session, click the Edit session icon
        Edit session icon

      2. To delete a session, click the Delete session icon
        Delete session icon

        5. Review

        How did your attendance activity go? Would you set up the activity differently next time? Talk to your colleagues and/or your local eLearning support team to get ideas for improvement.


          Training and support

          Troubleshooting

        Training/Support

        Contact your college eLearning support team

        You may have one of the following issues:


        Attendance - student self-recording

        1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  ||  Support 

        Attendance icon This entry relates to the Attendance activity.

        Once you have created an Attendance activity, you can create a session(s) where students record their attendance (self-record). You can check their attendance after the session and adjust it if you need to.



        Set up grade acronym, description, points and options specific to student self-recording attendance

        By default, the status descriptions are Present, Excused, Late, Absent and the allocated points are 2, 1, 1, 0 respectively. 

        1. Click the Status set tab 
          Status set tab
            
        2. To update an existing text/value, select the text box and enter a new text/value

        3. To set up a new status, fill in the line starting with an * and click the Add button

        4. Two options are specific to student self-recording of attendance:
          • Available for students (minutes) – Enter the number of minutes after the session starts that this status is available. If empty, this status will always be available, If set to 0 it will always be hidden to students. Refer to the screenshot below for an example of how to restrict the first 10 minutes of the session for students to mark their attendance as Present 
            Setting available for students (minutes)

          • Automatically set when not marked – In a session's setting, if automatic marking has been set to 'Set unmarked at end of session', the selected status takes effect if a student has not marked their own attendance. Refer to screenshot below for an example where students are marked as Absent if they have not marked their own attendance.
            Setting for automatically set when not marked

        5. Click Update 



        Add session(s)

        1. Click the Add session tab 
          Add session tab

        2. There are two types of sessions: All students and Group of students. Ability to add different types depends on activity group mode (refer to step 6 under Create an attendance activity)
          • In group mode "No groups" you can add only All students sessions.
          • In group mode "Visible groups" you can add All students and Group of students sessions.
          • In group mode "Separate groups" you can add only Group of students sessions. 
          • * If you want to link the sessions to the Student Management groups (for example, Tutorial or Practical), add your sessions using Group of students. This will also keep the list of students within the groups updated via the integration.

            Click and hold the Ctrl key to select multiple groups.

          • Fill in details about the session you wish to record attendance for
          Add session details


          Create repeating sessions

          If you wish to create a repeating series of sessions (eg weekly tutorials), open the Multiple sessions tab, and tick 'Repeat the session above as follows'. Select the day the specific session repeats on (if a tutorial session this will most likely be one day per week), frequency (Repeat every) and session end date (Repeat until)
                 
          Multiple sessions


          Student self-recording options

          1. To allow students to record their attendance, go to the Student recording section

          2. Tick Allow students to record own attendance

          3. Under Automatic marking, choose one of the following options
            • Disabled – Students will need to access the Attendance activity and mark themselves as Present
            • Yes – Students will be automatically marked depending on their first access to the topic
            • Set unmarked at end of session – Any students who have not marked their attendance will be set to the unmarked status selected. (Note: For this option, the unmarked status needs to be set first before you can add the session(s))  

          4. Under Student password, you can enter a custom password or tick Random password for the system to automatically create a random password. There is also the option Include QR code which displays a QR code containing a URL that students can scan with a mobile device to take them directly to the page where they record their attendance (see instructions below – this happens just before or during class time)

          5. Click Show more... to see more options

          6. Under Require network address, you can restrict attendance recording to particular subnets by specifying a comma-separated list of partial or full IP addresses. Untick this option if it is not relevant

          7. Under Prevent students sharing IP address, select Yes to prevent students from using the same device to take attendance for other students

          8. Click Add

          9. Add session(s) for other groups of students if required   



          Managing attendance


          Sessions with QR code enabled and password protected 

          For sessions where Automatic marking has been set to either Disabled or Set unmarked at end of session, the Include QR code option is ticked, and a password has been entered manually or randomly generated, you can display a QR code containing a URL that students can scan with a mobile device. 

          To display the QR code:

          1. Select the Sessions tab
            Sessions tab

          2. The list displays sessions in the current week by default. To see all sessions, click the All button
            See all sessions

          3. Click the key icon next to the session
            View password icon

          4. Click Show QR code
            Show QR code

          QR code

          Note: The QR code is unique and specific for each session. When students scan the QR code with their mobile device, it takes them directly to the page where they record their attendance, and fills in the password for them too. They only need to select the status 'Present' and record their attendance. 

          To view attendance:

          1. Click the green icon next to the session
            View attendance list

          2. In this case, the remarks contain the text 'Self-recorded'. You can change a student's attendance status at this point if required
            Remarks showing self recorded attendance


          QR code scanner for mobile devices 

          • iOS - iPhone and iPad devices running iOS 11 or newer has QR code recognition built into the camera app. More information at Scan a QR code with your iPhone, iPad, or iPod touch. For older versions of iOS, search the app store using keywords such as 'QR code' to find free QR code scanners.
          • Android - The Google Lens app supports scanning of QR codes. Download it from the Google Play store.


          Sessions with automatic marking
          For sessions where Automatic marking has been set to Yes, students will be automatically marked depending on their first access to the topic. To view attendance:

          1. Select the Sessions tab
            Sessions tab

          2. The list displays sessions in the current week by default. To see all sessions, click the All button
            See all sessions

          3. Click the green icon next to the session to view the attendance
            View attendance

          4. In this case, the remarks contain the text 'system auto recorded'. You can change a student's attendance status at this point if required
            View attendance list for sessions set up for automatic marking

          Attendance - troubleshooting

          1. Plan   2. Build  |  3. Test  |  4. Administer  |  5. Review  ||  Support  

          Questions/problems


          I've marked attendance incorrectly for the wrong session

          Once attendance has been marked, unfortunately it is not possible to undo it. You could either:



          Feedback - main entry

          Whether you are starting from scratch or working with a feedback activity already created, using the feedback activity in a topic ideally consists of 5 stages, in a looped process."]

          1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  ||  Support 

          Good practice guides and tip sheets

          Good practice guides and tip sheets have been developed to support quality in both curriculum design and teaching practice. Good practice guides provide a pedagogical overview and tip sheets provide you with practical strategies and ideas for implementation. Links to assignment-related resources are provided below. 

          Communication, interaction and collaboration tools in FLO | Facilitating Student-Teacher interaction in FLO 

          Feedback icon A feedback/survey/poll activity is an asynchronous way to measure how students are engaging with your topic materials. It might be useful to do this early on in the topic to check progress and identify any issues, which may allow you to make changes/adaptations that better meet student needs. A feedback activity mid-topic could help you determine how to scaffold activities that lead to topic completion and achievement of the learning outcomes. 


          1. Plan

          The feedback tool enables a teacher to create a custom survey for collecting feedback from participants using a variety of question types including multiple-choice, yes/no or text input. Feedback responses may be anonymous if desired, and results may be shown to all participants or restricted to teachers only.

          Feedback activities may be used to:

          • provide formative feedback about student learning (for example the Touchpoint survey)
          • evaluate a topic, helping improve the content for later participants
          • enable participants to sign up for events, etc.

          Example: Touchpoint survey

          This short survey is designed as a ‘snapshot’ to provide formative feedback about student learning. You can use it once or more in your topic to see how students are going with their learning.

          You can request the Touchpoint survey  from youreLearning support team and change the questions to suit your needs.


          2. Build

          You have planned your feedback. Now you are ready to set up your feedback. Below are instructions for creating a feedback activity and adding questions. Alternatively, you could ask your eLearning support team to add the Touchpoint survey to your topic, and alter the questions if you need to.


          Create a feedback activity
          1. Turn editing on using the green button – this button is available top left of screen on the topic homepage
            Turn editing on button

          2. Go to the module where you would like the Feedback activity to appear

          3. Click the Add an activity or resource link at the bottom of the module
            Add an activity or resource link

          4. Select Feedback from Activities tab
            Feedback activity option

          5. Give the feedback a Name and Description(optional)
            Feedback activity add name

          6. Open the Availability section and set an opening and closing date
            There are two settings under availability - 'Allow answers from' and 'Allows answers to'

            Timeline block: The 'Allow answers from' date will show to students in the Timeline block.

          7. Under Question and submission settings, set the Record user names option to either Anonymous or User's name will be logged and shown with answers
            Feedback activity record user names

          8. Under After submission, set the Show analysis page to Yes if you want students to see a summary of responses, otherwise leave as No
            Feedback activity show analysis page

          9. Click Save and display
            Save and display button


          Add questions to a feedback activity

          1. In the feedback activity, click Edit questions
            Edit questions tab

          2. Using the Select menu, choose the type of question to add
            Add question


            The types of questions are as follows:

            • Longer text answer
            • Multiple choice
            • Multiple choice (rated)
            • Numeric answer
            • Short text answer


            You can also add information and structural elements such as

            • Page break
            • Captcha
            • Label
            • Information
          3. Complete the required information and click Save question button


          3. Test

          Once you have set up the attendance, ask your local eLearning support team to check it for you (especially if this is the first time you have set up this activity).


          4. Administer

          These instructions include the use of the Touchpoint survey.

          View the results of a feedback activity

          1. Click the feedback tool from the topic page 
            Feedback activity Touchpoint icon 

          2. To view an analysis of submitted responses, select the Analysis tab 
            Analysis tab 

            By default, the responses from all participants will display in this view.  

            To view only the results submitted by members of a specific group, select that group from the drop-down menu. The option to view groups is only available if groups have been enabled in the administration settings of the activity (feedback administration>edit settings>common module settings) 

          3. To view responses on the individual level, select the Show responses tab 
            Show responses tab 
            If the survey is not anonymous, it is possible to view the set of responses submitted by each respondent. Filter by group or by first or last initial, then click on the date beside the respondent's name 
            view responses 
            Anonymous surveys responses can also be viewed at the individual level. Anonymity is maintained by the removal of the student's name, which is replaced by a response number.  
            show anonymous responses 
             
          4. To export responses, select the required format and click Download
            Export to Excel button


          5. Review

          How did your feedback activity go? Would you set up the activity differently next time around? If you used the Touchpoint survey, did you make changes to your topic during the teaching/learning process? If yes, were the changes successful? Talk to your colleagues and/or your local eLearning support team to get ideas for improvement. 


            Training and support

            Troubleshooting

          Training / Support

          Contact your college eLearning support team

          Currently, there are no known issues



          Feedback - Touchpoint survey

          1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  ||  Support 

          Feedback activityThis entry relates to the Feedback activity.

          The Touchpoint survey is a short survey designed as a ‘snapshot’ to provide formative feedback about student learning. The survey can be added to your topic early, mid and late (eg weeks 3- 4, 7, 11 or equivalent, depending on the topic structure), or just once in the topic. It prompts students to voluntarily and anonymously give feedback about their experience of the topic so far. 

          The questions are:

          • How are you going with this topic so far?
          • Is there any topic content (covered so far) that is not clear to you?
          • Are you having any difficulties with the topic? If so, what?
          • Could anything be improved about this topic or the teaching?

          These questions can be easily altered to suit your needs. The data provides formative feedback about where students are at, to allow adequate time to make changes to teaching if needed. It also helps reinforce that students are an active part of their own learning. The data from the survey remains with (is stored in) the topic.


          Use the Touchpoint survey in your FLO site

          1. Make a request to your local eLearning support team to have the tool added to your FLO site
          2. Unhide the tool (you can also edit/add questions if you like)
          3. Prompt students to use it via an announcement
          4. Later, click into it and check responses using the Show responses tab at the top (in the Analysis tab you can also Export to Excel)
          5. Think about what the results means for topic design and teaching
          6. Thank students and summarise your response via another announcement (to reward their efforts)
          7. Make any adjustments to the topic accordingly

          Styles and layout - optimise files

          Having large files (Microsoft PowerPoint, PDFs) in FLO may increase the time it takes the homepage to load and also the time it takes to download the files, depending on the internet speed.

          Here are a few steps you can take to reduce a file’s size.

          You can also download Word and PowerPoint Flinders University templates for use by staff here.These are already optimised and are ready for use.

          Remove unused background layouts in PowerPoint files

          Check if your PowerPoint file has unused background layouts

          1. From the Home tab, click on Layout

          2. Scroll to see all background layouts available in files
            Home tab - Layout

          Open slide master to remove layouts

          1. Select View tab

          2. Select Slide Master
            View Slide Master
          3. In the left panel, select and delete all background layouts not needed in presentation (for multiple slides, press and hold the Ctrl key)

          4. Close Master
            Select and delete background layouts

          Check successful removal

          1. Check available Layouts
            Check available layouts

          Video - add captions

          1. Plan  |   2. Build  |  3. Test   | 4. Administer  |  5. Review  ||  Support 

          My Media iconThis entry relates to Kaltura, the video platform in FLO, and how to add captions to a video you've already uploaded


          Why use captions?

          In addition to being an important requirement for accessibility, captions have been shown to be beneficial for the learning of all students.  

          A study conducted by Oregon State University in 2015 found that "more than half of students are using closed captions in their educational videos at least sometimes" and that students who did not report having disabilities "use captions almost as frequently as those who did". The respondents in the study "expressed strong agreement that captions help [them] focus, retain information, and overcome poor audio", that captions were "helpful learning aids" and that they helped "students with comprehension, accuracy, engagement, and the retention of information transmitted in course videos." (Read more about the study in this Educause review article, or find the full study.)

          You're able to add captions to all videos in Kaltura. However, if you're working with a student who has a Disability Access Plan (DAP), you should seek advice from a Disability Advisor at Health Counselling and Disability Services to discuss the student's needs and whether particular captioning services or requirements are included in the student's DAP. 


          Steps to request machine generated captions for a video

          The Kaltura video platform in FLO allows you to to request machine generated captions. Once you make a request, the captions are added to your video within approximately 30 minutes. 

          1. Log into FLO. You can add captions to the uploaded video in either:
            • your My Media repository: in the FLO navigation bar across the top of screen, open the drop-down menu next to your name and profile picture, then click My Media
            • the topic Media Vault, if you have published it there: open the topic, click the Navigation menu, then open the Media Vault (you'll find it after all the topic modules). 

          2. From the list of media, find the video you want to have captioned. Click its title to open. 
            Open video to caption

          3. Under the video, click the Actions drop-down menu and select Captions Requests.
            Action dropdwon open with caption request selected

          4. From the drop-down menus, select Service> Machine and Language >English, then click Submit
            Select Machine and English and submit

          5. You'll see a notification that your request is pending.


          6. Wait for around 30 minutes for the machine-generated captions to appear. Unfortunately, you don't get a notification when they arrive so you should check back after half an hour. One way to know they've arrived is that on your My Media or Media Vault entries page, auto-generated tags will appear next to the video.


          7. Open and play the video to review the caption quality. You'll notice:
            •  the video dimensions have changed slightly to accommodate the caption text
            •  a CC icon is now shown on the player. Use it to toggle the captions on/off
            • Show transcript button appears under the video. Click it to display the entire caption transcript. As the video plays, the relevant section of text is highlighted. 
            • The transcript can be downloaded as a text file. You could format this transcript and upload to FLO as a PDF.
           

          You can edit the captions to fix any inaccuracies – see below. 



          Steps to edit machine generated captions

          Once the captions been attached to your video, you should edit them for accuracy. At the moment the machine-generated captions have an accuracy rate of about 70%. 

          The caption accuracy will vary depending on things like:

          • how often you use acronyms or slang
          • how much subject specific terminology or jargon you use
          • your accent (the AI is currently best with American accents. If you have an Australian accent, you may find it struggles with the letter R)

          1. Open the video from your list of media entries in My Media or the topic Media Vault, by clicking its title to open. 

          2. Under the video, click the Actions drop-down menu and select Captions Requests.
            Actions dropdownwith captions requests selected

          3. You'll see your caption request with a status of Completed. Click the Edit icon (pencil) to open the caption editor.
            click the pencil icon

          4. The Closed Captions Editor opens, and from here you'll have the options here to adjust the caption text in a couple of different ways. 
            Closed Captions editor interface

          5. You can simply click a caption to open the text box, and type in / delete text as necessary. When you're finished within each caption textbox, just click away from it to close it. 
            editing caption text

          6. There's also a very handy Search and Replace feature that lets you correct multiple transcription errors quickly, much like the one in Word. If the caption text repeatedly has error for the same word (eg as in the examples below where FLO was always transcribed as flow, and invigilation was always transcribed as visualization), then enter the wrongly-transcribed word in the Search in Captions field, enter the correct word in the Replace with field, then click Replace. It'll change them all.
            Search and replace fields empty
             examples:
            search and replace tool

          7. Please note, there is no auto saving. If you have a long transcript, save it regularly to avoid session timeout. Click Save then Yes when prompted to confirm.
            Save caption edits  Confirm save caption edits

          8. If you've finished editing the captions and are ready to return to the video, click Back in the top right of screen.
            Back button


          Steps to delete a caption file

          If you want to delete the entire caption file from a video, you can do this but be aware that you cannot recover or re-order those captions once deleted. Depending on why you're deleting the captions, it may be a good idea to download and keep a copy of the file, in case you want to re-upload them in future. 

          To download the caption file (in case of future use)

          1. Open the video from your list of media entries in My Media or the topic Media Vault, by clicking its title to open. 
          2. Under the video, click the Actions drop-down menu and select Edit.
          3. Open the Captions tab. You'll see the captions file listed. To the right, there's a series of Action icons. Click the download icon
            download v ideo captions

          4. The caption file downloads in .srt format. Save it somewhere with your teaching resources in case you need it for future use. 

          Note: if you want to delete immediately after downloading, skip to step 3 below. 


          To delete the caption file

          1. Open the video from the My Media or the topic Media Vault  by clicking its title.
          2. From the Actions drop-down menu, click Edit.
          3. Open the Captions tab. You'll see the captions file listed. In the Action icons section, click Delete (cross icon).
            delete captions

          4. On the confirmation pop-up, click Delete to confirm. 
            confirm delete captions

          5. The file will be removed from the Captions tab. 


          What to do if you've deleted the caption track and need to reinstate it

          If you accidentally delete the caption track, at the moment you cannot reorder the machine generated captions within the tool. 

          If you go back into the Captions Request section (via the Actions drop-down menu), you'll still see the previous caption order you submitted. Although the request is listed here, you can't recover the captions. This listing is now simply a record of the request and you'll notice that the status indicator next to Completed is red, not green. If you try to re-order the caption track, you'll see this error message:

          error message for reordering captions


          You now have two options if you need to reinstate the caption file:

          • If you didn't download a copy of the captions file prior to deleting it, you'll need to re-upload the video using the replace  video tool , then order the captions for the newly uploaded version (as per the steps above).

          • If you downloaded and saved a copy of the original captions .srt file before deleting, you can just re-upload this in Captions Tab in Edit mode.
          1. Open the video from your list of entries in My Media or the topic Media Vault by clicking its title.
          2. From the Actions drop-down menu, click Edit.
          3. Click the Captions tab then click Upload captions file.
            click upload captions file

          4. Follow the prompts in the pop-up window to browse and find the saved .srt file on your computer and upload it, select the language and save.
            upload prompts for caption file

          5. You'll see the captions file listed in the Captions tab, and it'll be added back in to the video. Note: You cannot edit these captions via the Caption Editor.
            captions uploaded

          Video - analytics on student engagement with video

          1. Plan  |   2. Build  |  3. Test   | 4. Administer  |  5. Review  ||  Support 

          MyMedia iconThis entry relates to Kaltura, the video platform in FLO, and the analytics available in the topic Media Vault, where you can review student engagement with your topic video content.


          If you'd like insights into how your students are using video content in your topic, the analytics available in the topic Media Vault can be very useful. 

          These topic-wide analytics are only available if you publish your videos from your My Media into the Media Vault before embedding them into teaching activities. You can do this quickly and easily when you upload a video to FLO (see entry: upload to FLO), or if you didn't publish it to the topic Media Vault when you uploaded, you can do this from within My Media or from the Media Vault at any time after uploading. (see entry: Media Vault).


          Access the Media Vault analytics

          1. Open your topic (each Media Vault is linked with a topic, so you must be in the topic to access it). In the menu bar across the top of screen, open the Navigation menu. You may need to scroll down to find the Media Vault link, as it's the very last item after all modules. Click it to open.
            Open media vault from FLO menu

          2. In the Media Vault, open the menu icon in the top right, then select Analytics.
            open menu select Analytics

          3. Select the time period for which you want to view the analytics. The default is the last 60 days, but you can click the drop-down menu to select a different time period. Note: the analytics currently have a short delay; they are updated every 12 hours rather than in real time. 
            select analtyics time period

          You can then use each of the tabs to explore the available analytics, as explained below. 


          The Dashboard tab

          The dashboard gives you a snapshot of the topic overall, including which of your videos are most watched, which students are the most engaged with the video content, etc. Note that this does not include how many times a video has been downloaded.

          Media vault analytics dashboard

            

          The Media tab

          This tab provides more detailed analytics for each video in the topic Media Vault. Useful insights include:

          • the number of plays in channel - useful to see whether its been viewed by the majority of students in the topic. More plays in channel than the total number of students enrolled means they're watching it multiple times. 
            Note: "Plays in channel" refers to the number of plays in this topic, whereas total plays shows all plays for the video across the whole of FLO (ie if it's used in multiple topics)
          • the average drop-off rate - i.e what percentage of students stop watching before the end of the video?
          • the average view duration: how much of the total video duration are students watching? 

          Media vault analytics media summary


          You can also click the arrow on the left of each video title to see additional watch statistics for that video. 
          Media vault media details


          The Engagement tab

          The engagement tab shows the viewing and upload activity of each student in the topic. This information could potentially help you understand trends in student performance. 

          You'll see the list of enrolled students with their overall viewing and upload stats. Note that this does not included how many times a video has been downloaded.

          Media vault analytics enaggement summary


          You can also click the arrow on the left of each student name to see additional engagement statistics. This will show which videos they have viewed and what percentage of the video they did not watch (view drop off - a 0% drop-off  means the student has watched the video in full each time they have viewed it)

          Media vault analytics engagement details


          The Contribution tab

          This shows you a summary of which users have uploaded media content into the topic Media Vault (includes teaching staff and students).

          Media vault analytics contribution tab

          Video - Desktop Recorder

          1. Plan  |   2. Build   |  3. Test   |  4. Administer  |  5. Review  ||   Support  

          My Media iconThis entry relates to Kaltura, and its Desktop Recorder tool that you can use to build videos. 

          The Desktop Recorder is a free tool you can use to make simple videos for learning and upload directly to your My Media repository in FLO. You can use it to capture screen recordings, webcam and audio. When making screen recordings, you can also add annotations like drawing and highlighting to the slides, webpages or applications on screen as you record. It also has a whiteboard mode where you can record yourself drawing basic diagrams and graphics.     



          Download the Desktop Recorder

          There are two options for downloading and installing the Desktop Recorder:

          • If you're using a University computer, you can install this app from the Software Center (IDS Support Portal on your desktop).

            Or

          • Follow the instructions below.

          Note for Mac users: You will need session cookies enabled. Safari is the recommended browser for downloading this program.

          1. Log in to FLO. In the top right of screen next to your name and profile picture, open the drop-down menu then click My Media.
            My Media access

          2. On the right of your screen, click the Add New button, then Desktop Recorder. (If it's already installed on your computer, the Desktop Recorder will launch as per step 5 below). 
            Add new desktop recorder

          3. The next steps vary depending if you are using a Windows or a Mac computer. Use the tabs below to see instructions for your computer.
          Windows users
          1. Click Download for Windows 
            download for Windows 
          2. Check your browser for the downloaded installation file (in Chrome you'll see it appear in the bottom left; in Firefox, click the download arrow top right). When it's finished downloading, open the file

            Downloaded exe file

          3. The file will install; follow any prompts you see on screen. When the install is finished, Desktop Recorder will launch.

            Desktop recorder toolbar
          Mac users
          1. Click Download for Mac 
            download for Mac

          2. Open and run the download file from your browser

          3. Drag the Kaltura Capture Desktop Recorder icon into the Applications folder and authenticate as prompted 

            Drag to Applications

          4. The application will launch and you'll see a new icon in the Dock that looks like this:

            kaltura icon in Dock




          Create and upload a video with the Desktop Recorder

          1. Open The Kaltura Capture Desktop Recorder, either:

            • from the icon on your desktop (Windows) or from Applications (Mac)
              Kaltura capture icon

            • or, from within FLO. Open the drop-down menu next to your name and profile picture, click My Media > Add New > Desktop Recorder
              Add new Desktop Recorder

          2. The Recorder opens. Select the recording inputs for the type of video you'd like to create. You can click an icon to toggle the input on/off. See the table below for which inputs to use for different kinds of video. 

            desktop recorder toolbar

            Video type Use cases Recorder inputs to select
            Screen recording (no audio) Record a simple, short process or demonstration on screen that doesn't need explanation / narration. Screen only. Click Camera and Audio to turn them off. 
            If you have multiple monitors, you can use the drop-down menu to select which one to record. Choose whether you want Full Screen recording, or to select a specific area on your screen. 
            Screen recording only inputs
            Screen recording (with audio)

            Record presentation slides with narration (good for lecture videos).

            Record a demonstration of using a website or database, software application, or other learning resource. 

            Show an image, diagram etc and talk about it.

            Optional: Use the annotation tools to overlay a markup over the content on screen.
            Screen and Audio. Click Camera to turn it off. 
            If you have multiple monitors, you can use the drop-down menu to select which one to record. Choose whether you want Full Screen recording, or to select a specific area on your screen.
            screen recording with audio inputs
            Talking head (webcam video) Present directly to camera. Great for explainer videos, welcome, or announcement videos.  Camera and Audio. Click Screen to turn it off
            webcam and audio recording
            Multi-stream recording (screen recording plus webcam talking head) This is useful for when you want to show slides, websites or images on screen, but also want to connect to your audience by  being visible as a 'talking head'. Research shows that students find this more engaging than just slides with narration. 

            When you record in this way, the Desktop Recorder will create two video streams – one for the screen recording, and one for the webcam. When students watch the video, they'll be able to choose how the two streams are displayed, and change it as they watch (it's interactive).

            They can view as:

            • picture in picture view, with one stream displayed in the bottom corner and the other filling the screen. The student can switch between the streams whenever they like, that is, they can maximise the screen recording and have your talking head in the bottom left corner, or maximise your talking head, and have the screen recording on the bottom corner. 

            • side-by side: splits the screen in half and plays both streams side by side. 

            You don't need to do any additional editing to make this interactive viewing experience possible. When you create a multi-stream recording, the video player students to watch the video in FLO provides that functionality. 
            All three inputs – Screen, Camera and Audio
            If you have multiple monitors, you can use the drop-down menu to select which one to record. Choose whether you want Full Screen recording, or to select a specific area on your screen.

            Multistream recording inputs selected
            Audio only You could use this for voice-only content, for example, as a way to 'speak' to your students for a reminder or topic announcement.  Audio only. Click Screen and Camera to turn them off.
            audio only recording input

          3. Click the red Record button. You'll see a 3-2-1 countdown, then the recording begins. 
              Click record

          4. The recording toolbar will reduce in size and display in the bottom right of screen. You may need to move it or minimise it to make sure it isn't included in your video. As you record, you can pause and resume at any time. If you make a mistake and want to discard what you've recorded, click the cross icon to cancel the whole recording.

            Note: if you make a mistake while recording, don't worry! You can always cut it out after uploading your video to FLO, with the editing tools available in My Media.  



            If you minimise the toolbar, you will need to know these keystrokes to pause and stop your recording. TIP: write them on a sticky note by your screen.

            PC Mac Action
            Ctrl + Shift + R
            ⌘+ Shift + R Record / Pause(Rest) / Resume
            Ctrl + Shift + S
            ⌘ + Shift + S Stop
            Ctrl + Shift + C
            ⌘ + Shift + C Control

          5. When you're done, click the Stop button then Yes, Stop it to confirm. 
            Stop recording

          6. A preview of your video opens in a pop-up window. Enter a name and description (both mandatory fields that are required to publish the video for use in teaching activities), and optional, add tags (keywords) to increase the 'searchability' of your video in FLO. 
            Video name descriptions and tags added

          7. Click Save & Upload. This saves the recording and uploads it directly into your My Media repository in FLO.

            Note: the Save option saves the video into your Desktop Recorder library, but won't upload to FLO. You can always access the video in the Recorder library at a later stage and upload it. 
            Click save and upload

          8. You'll see the upload progress percentage displayed; it may take a few minutes to complete. 
            Upload progress

          9. When the upload is complete, you can click the URL displayed under the video to access it in My Media. From there, you can edit the video if necessary, publish it to topic Media Vaults for use in topic activities, add captions and more. 
            Click URL to open in My media

          10. Kaltura has options to delete videos. These links (highlighted in red in the below image) delete copies of the videos stored on your computer. This is particularly handy for computers with smaller hard drives.

            Note that this won't delete videos in My Media.
            A 'Delete all uploaded files' link is above the first recording. Each recording also has an individual delete link that deletes just that video.



          Publish a video to the Media Vault

          After uploading the video to your My Media, you will need to publish the video to your Media Vault. Instructions on how to do this are in a separate resource, with different methods depending on how the video was added. When using the Desktop Recorder we recommend using option 2.

          Publish videos to a topic media vault



          Edit a video created with the Desktop Recorder

          Any video uploaded to FLO can be edited inside FLO

          Video - download YouTube video files and upload to Kaltura (My Media)

          1. Plan  |   2. Build  |  3. Test   | 4. Administer   |  5. Review  ||   Support 

          These instructions assume that you have stored your video in a YouTube account (do not download the work of other people without their written permission).

          If you have the original source file you can simply upload that file to Kaltura (My Media) instead.


          Download video from YouTube 

          Find the required video in 'YouTube Studio' view

          1. Click on the account options menu. From the menu, select YouTube studio.
            Access Youtube  Studio

          2. In Studio, select 'Videos' from the left menu
            Select Videos

          3. Locate the required video, and use the 3 dots (options) to access the actions menu
            Access actions menu

          4. Select download. The video will be saved in your downloads folder as an mp4 file
            Select Download


          Upload your video to FLO and embed it in your topic

          Follow the instructions in the FLO Staff Support page - 'Video - upload a video to Kaltura (My Media) in FLO'.

          Note: there are 3 steps

          1. Upload video to My Media
          2. Publish to the Topic media vault
          3. Embed the video where required in your topic. Generally, this would be in a 'Page' resource


            Training and support

            Troubleshooting

          Support 



          Video - edit in FLO (Kaltura)

          1. Plan  |   2. Build  |  3. Test   | 4. Administer   |  5. Review   ||  Support  

          My Media iconThis entry relates to Kaltura, the video platform in FLO, and how to edit a video you've already uploaded into FLO. 



          Open the video for editing

          There are a number of different kinds of edits you can make to your video once it's uploaded. 

          1. Find the video you want to edit (either in your My Media entries page or the topic Media Vault) and click the video title to to open it. 
          2. Under the video, click the Actions drop-down menu. There are two different kinds of Edit tools available on this menu; see more below.

            Video Action drop-down with edit options


          The Edit tools explained

          With the Edit tool (pencil icon) option Edit iconyou can make basic updates such as:

          • video details, including the name, description and tags. Note: a name and description are required for publishing the video for use in topic teaching and learning activities. 
          • options; here you can enable anyone with access to the video to create their own clips
          • change the video thumbnail to a preferred image from within the video, or another image you upload
          • add chapters on the timeline so that students can easily skip to the sections in the video they want to view
          • replace a video 

          Note, as of a March 2019 update to the video platform, a new captioning feature is now available. We recommend using this tool as an easier alternative to manually uploading a caption text file through the Caption tab in this Edit screen. 


          The Launch Editor option Launch editor iconopens the Video Editor pop-up, which has some more advanced tools similar to those you may have seen in other video editing software.
          It allows you to do things like:

          • trim the start and end of the video
          • split the video into multiple clips, each of which you can then trim & edit 
          • add fade in & fade out to the start and end of clips


          Using the general edit tools

          You can edit content each tab as explained below.  Always remember to save changes after making updates. 

          Details tab

          • Use the tools to update your title and description (you would have added something in these fields when you uploaded the video). To increase the opportunity for reuse of your video, put specific dates or lecture information  where you embed it within activities in FLO, rather than in the video title or description. You can format the description text, and include links, for example to related content online. Both the name and description are mandatory fields you must fill in before publishing the video for use in topic teaching activities. 
          • Use tags to increase the searchability of your video in FLO. 

            Details tab


          Options tab

          Here you can tick the box to enable other users to create clips from your video. This is helpful particularly when you've shared your video to a topic Media Vault for other teaching staff to access and embed within other activities. If for example, a 2-minute clip in the middle of your 6-minute video was useful for another teaching team member to use in a specific activity, they could create the 2 minute clip and use that as needed, rather than having students watch the full 6 minutes.

          Options tab


          Thumbnails tab

          Use this tab to change the thumbnail image that's displayed when the media is embedded in a FLO activity. You can:

          • upload an image from your computer
          • capture a specific frame within the video, or
          • select from ten auto-generated thumbnails
          • download the current thumbnail in case you want to save/keep the image

          Click the option you want to use and follow the on-screen prompts.

          Thumbnails tab  


          Timeline tab - chapters

          Creating chapters is useful when you have a longer video and it might help students to be able to jump to particular sections, especially when they are reviewing or revising the content. 

          1. Watch the video preview above the timeline, and click Pause when it gets to the point where you want to add the chapter marker. In the timeline, you'll see the red line indicating the position. 
            Pause timeline

          2. Click the chapter icon at the start of the timeline to add a chapter at that point. 
            Add chapter

          3. A chapter marker will be added to the timeline and the chapter editing section will appear at the bottom of screen. Name the chapter. You also have the option to: give it a description (useful to give students a summary of what's in that section of the video); to manually re-position it more precisely on the timeline by clicking the up and down arrows next to the timestamp; and add a custom chapter thumbnail. After updating, click Save changes. You can also Delete a chapter from the timeline here if you need to. 
            Enter chapter marker information

          4. Repeat this process for as many chapters as you need, then play the video to see the results. 


          Timeline tab - adding slides

          The other tool available on the Timeline tab is the option to upload and manage slides on the timeline. Essentially, adding slides creates multiple 'streams' of visuals in your video - one for the video itself and another for the slide images. Using this option, students can have a highly interactive and customisable viewing experience as they watch. They can switch between the slide and the video view, or create a picture in picture, or side by side view. They're able to control what content they want to focus on. Here's how the end product will look to students, in split screen and 'picture-in-picture' mode (the red highlights show the controls to change the view, which appear when you hover on the video):

          Slides added to video examples

          To add the slides:

          1. Click the Slides icon at the start of the timeline, then click the upload icon, choose the slide resolution as prompted, then select the PowerPoint slide deck from where it's saved on your computer. 
            Add slides

          2. The slides will be uploaded and the tool will automatically spread them out equally across the timeline. To re-position a slide on the timeline, just click and drag it. 
            Drag slides

          3. Any time you select a slide, you'll see its information displayed below with additional editing options. You have the option to give it name and/or a description,  and to manually re-position it more precisely on the timeline by clicking the up and down arrows next to the timestamp. If you update anything, click Save changes. You can also Delete a slide from the timeline here if you need to. 
            Edit each slide


          Replace video tab

          Please refer to this detailed entry for replacing a video in My Media



          Launch the Video Editor to trim, splice and edit media

           The Video Editor interface allows you to do things like:

          • trim the start and end of the video: useful to edit out the bits where you started and ended the video recording.  Note, if you added titles and /or credits in the Desktop Recorder or another program before uploading, trimming the start and end of the video will cut them off.
          • split the video into multiple clips, each of which you can then trim & edit: useful for editing out bloopers in the middle
          • add fade in & fade out to the start and end of clips:  to create smooth transitions between different sections or where pieces of content have been chopped out

          1. To open the Editor, open the video by clicking its title
          2. Click the Actions drop-down menu, click Launch Editor
          3. You'll see this interface, where you can edit the video as needed. 
            • The top right section is the video player, where you can watch the video and preview any changes you make as you edit.
            • The bottom section is the video editing track. Here you can click and drag the timeline marker to the right spot in the video, and use things like the split tool (scissors icon), set in tool (brackets icons), delete tool (bin icon) and fade in/out tools to make your desired edits. 

              Video Editor interface
          This video provides an overview of how to use the tools in the Video Editor. 


          4. When you've finished editing, there's two options for saving - you need to think about where and how the video is used before you choose the save option that's best for your context:

          • If you want the changes to be applied to the original video, click Save, then OK on the final prompt. This is generally the best option if you haven't started using the video in activities yet. If your video is already published to the Media Vault in your topic/s and/or already embedded in teaching activities, it's important to note that any edits you apply to the original video will be applied there too. Only use this Save option if you're comfortable applying the edits to the video everywhere it's used in FLO (including previous year's topics). Once you save these changes, they cannot be undone. If for any reason you need to revert to the original video, you'd need to use the replace video tool to re-upload the original from your computer. 
            Save button highlighted

          • If your video is already in use in teaching activities, you may want to Save a copy instead. This will preserve the original video, and create a copy (called a 'clip') with the changes you've just made.
            Click save a copy

            Give the new version a name and click Create
          Name and create the new copy

          To continue making changes to the new version, and/or to publish it to topic Media Vault for use in activities, click Go to Media Page
          Go to media page

          Video - manage topic video content with the Media Vault (Kaltura)

          1. Plan  |   2. Build  |  3. Test   | 4. Administer   |  5. Review  ||   Support 

          MyMedia iconThis entry relates to Kaltura, the video platform in FLO, and its topic Media Vault available in each topic, where your videos can be stored and shared with others for use in topic activities.    

           


          What's the topic Media Vault and how is it different to My Media?

          Both My Media and the topic Media Vault are part of Kaltura, the video hosting platform in FLO. Each FLO topic has its own topic Media Vault, which is only visible to teaching staff in the topic. The topic Media Vault is different to your personal My Media repository, which only you can access. Once you've uploaded your video to My Media, you can publish it to a topic Media Vault (or multiple topic vaults), where its accessible to any staff who have an editing role in the topic. That means that anyone in the teaching team can embed the video into topic teaching activities, and do things like adding captions, viewing video analytics and more. 

          When you publish a video from your personal My Media repository into a topic Media Vault, the video isn't cloned or copied. What actually happens is that behind the scenes, the system creates a link to the original video that's in your My Media. The benefit of this is that if you edit, replace, or update the video in your My Media repository, the changes take effect in the linked video in each topic Media Vault too, meaning you don't have to maintain multiple versions of the video in multiple places in FLO. 

          Adding videos to the topic Media Vault is useful for managing video, particularly in the following scenarios:

          • When topic rollovers happen at the end of each study period, any videos you've embedded in FLO teaching activities from your My Media will carry across as is into the future versions of the topic. But, if you or another member of the teaching team delete the activity in which the video is embedded, only the owner of the media (i.e. you) has access to the video and can re-embed it from their My Media. If you've left the teaching team, it may mean the resource needs to be recovered from the system backend (college eLearning teams would need to do this) However, if you've added to the topic Media Vault, any member of the teaching team can access and re-embed it, even if you're no longer teaching in the topic. 
          • Once videos are added to a topic Media Vault, that entire collection of media can be bulk imported into a Media Vault for another topic. Great for easy sharing across multiple topic availabilities, or topics with similar curriculum. Ask your eLearning team for support to explore this option. 
          • If you have lots of video content and you teach into multiple topics, your My Media repository can get very full, and over time it may get harder to see which videos belong in which topic. If you publish to the topic Media Vault, it's easier to collate and sort all the videos before you embedding them into topic activities. It also enables the whole teaching team to do things like embed the video or add captions, rather than you being the only 'owner' of the video who can do that work. 

          • The Video Analytics available in Media Vault give you a richer overview of how students are engaging with all video content across the entire topic, rather than the individual video analytics provided in your My Media. 



          Find the topic Media Vault

          1. Open your topic (each Media Vault is linked with a topic, so you must be in the topic to access it).

          2. From the Navigation drawer on the left (open the drawer if it is closed), go down to find the Media Vault link and click it to open (it's the very last item after all the modules). 

            Navigation menu



          Publish videos to a topic Media Vault

          There are several ways to publish videos to a topic Media Vault. 

          Option 1. The quickest, easiest method: Do it when you upload

          When you upload a video to FLO, you can just publish to the topic Media Vault as part of the upload steps. No extra work, just a couple of clicks. For instructions, refer to the entry: upload a video to FLO.

          Option 2. Any time after uploading, publish to the topic Media Vault

          If you didn't publish a video to topic Media Vault during the upload process, you can still do so at any time. 

          1. From the FLO menu bar across the top of screen, open the drop-down menu next to your profile picture and click My Media.

            Flo menu my  media

          2. You'll see your list of uploaded videos. Tick to select one or more videos. Click Actions> Publish, then select the topic/s you want to add it to, and click Save changes. The videos will be added to the topic/s Media Vault.

            Publish from My Media

            Alternatively, if you are previewing a video in My Media you can find the Actions link under the bottom-right corner of the video.

          Option 3. From within the topic Media Vault, 'add' the video from My Media (videos must be uploaded to My Media already). 

          1. Open the topic Media Vault. To find the Media Vault, go to the Navigation menu and scroll to the bottom and select Media Vault

          2. Click Add Media to open your personal My Media repository. 

            Add media

          3. From your list of videos in My Media, select any you want to add to the vault, then click Publish.


          Option 4. For adding libraries of third-party videos, for example clips from an online textbook or online video learning provider, please contact your eLearning team



          What can I and other teaching team members do with the videos in the vault? 

          Once videos are in the vault, the teaching team has shared use of the videos. All of you can use, share and administer those videos. This includes helpful things like:

          Video - replace a video

          1. Plan  |   2. Build  |  3. Test   | 4. Administer  |  5. Review  ||  Support 

          MyMedia iconThis entry relates to Kaltura, the video platform in FLO, and how to replace a video you've already uploaded with a new or updated version. To update your video, you'd first need to do that in the software that you created it in originally (eg for Camtasia, Snagit, iMovie, open the original video project file, make changes, then export a new version). In some cases, you may need to produce a new version of the video rather then edit the original.


          How replacing works

          My Media allows you to easily replace an existing video with an updated version. Instead of having to manually delete an existing video and upload a new one into each activity where the video is used, you can just swap out the video file. The benefits of using the replace tool are:

          • if you've embedded the video in multiple places with a topic or multiple topics (ie in modules and pages) it'll simply be updated in all of those places; you won't have to manually embed the new version in each spot. 
          • your video analytics will be preserved 

          But it's important to know that the new version will appear in every place that video is embedded, in all topics, including previous year/study periods


          When to replace a video vs upload a new version 

          Because the replace function replaces the video everywhere it appears in FLO, you need to think carefully about whether replacing is the right option. 

          If you've only made minor changes to the video (eg you've fixed an editing error or made one or two minor additions/deletions), it's probably OK to replace it. But if you've made major changes to the content, replacing it might not be the best approach. It's important to consider what impact there might be on student learning if you swap out the video.


          Scenario Yes No
          Students have already done work based on, or in response to, the original video (e.g discussion forum posts, assignments).
          Is the nature of the change likely to affect that learning, work, or assignment? 
          Replacing isn't recommended. 
          Leave the original in place. If you want students to use the new version for other activities in the topic, upload the new version and embed it into the relevant activities, as per the usual steps. 

          Replacing should be fine
          The video is embedded in previous years' topics. Students have access to topics they have studied previously and may revisit the topic content.
          Will replacing the video affect the it's usefulness for that previous student cohort?
          Replacing isn't recommended. 
          Leave the original in place so it stays the same in the previous topic/s.
          Upload the new version to My Media. In your current topic, go to any activities where the video is already embedded, remove the old version, then embed the new version. 
          Replacing should be fine
          You or other teaching staff have embedded the video in other topics. 
          Is the nature of the change likely to affect student learning in other topics? 
          Replacing isn't recommended. 
          Leave the original in place so it stays the same in the other topic/s.
          Upload the new version to My Media. In your current topic, go to any activities where the video is already embedded, remove the old version, then embed the new version. 
          Replacing should be fine, but consider discussing with other teaching staff who've used the video elsewhere before you do so. 

          Steps for replacing a video

          Once you've created a new/updated version of the video and have the file saved on your computer, you can replace it in FLO. 

          1. Login to FLO, open the drop-down menu next to your profile avatar, and select My Media

          2. From your list of media, find the video you want to replace. 
             Video entry highlighted in the My Media main page list

          3. Check where the video is published by clicking the green Published button next to the video. You'll see a  list of all topics in which the video has been added to the topic Media Vault - it may or may not be embedded in activities within these topics. Consider checking where the video is used in each topic, especially if other teaching staff might have embedded it into activities. 
            Published information displayed

          4. Click the pencil icon in the right corner to open the Edit interface for the video. 
            Edit icon highlighted

          5. Click the Replace media tab. 
            Replace video tab highlighted

          6. Click Choose a file to upload then follow the prompts to find and select the file on your computer.
            Choose file to upload button highlighted

          7. The file will be uploaded, and you'll see a final prompt to make sure you want to proceed with the replacement. Click Approve replacement
            Approve to continue

          8. You'll see a notification confirming that the video has been replaced in all FLO topic media vaults and wherever it's embedded within activities.
            replace video successful