Monday, 29 May 2023, 9:27 AM
Site: Flinders Learning Online
Topic: FLO Staff Support (FLO_Staff_Support)
Glossary: How-to glossary

Video - recording guest lectures in Collaborate

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

Guest lecturers can record video in Collaborate without needing a FAN. They can use Collaborate to record their webcam, their screen, or a file they share on screen (such as a PowerPoint presentation). There are better ways to record a guest lecture, which we have detailed in Recording a guest lecture for online, but this will be fine if other alternatives are not available.

There are two ways to set this up:

We've also included some instructions for your guest lecturer

    Recording inside your topic

    Recording using your topic’s Collaborate tool is the easiest way to record in collaborate, but there is a small risk that students may enter the room while the recording is being made.

    1. Open Collaborate.

    2. Create a session called ‘Recording in progress - do not enter’

    3. In event details:
        - tick the Guest access box
        - select ‘No end (open session)’

    4. In session settings:
       - make the default attendee role ‘Moderator
       - select ‘Allow recording downloads
       - Click on the save button.

    5. Click on the three dots on the right side of the session you created. Copy the guest link
      Click on the three dots to open the menu. The guest link is at the bottom of the menu that pops up.
    6. Send this link to your guest lecturer, along with the instructions we have included below.

    7. Once the recording has finished you can rename the recording(s). Students can access the recordings from this space, or you can share a link to the recording.

    8. Once the recording is done, delete the session if it is no longer required

    9. When the speaker has finished, you can download the recording and add it to MyMedia.

    Recording in a sandpit

    Recording in a sandpit (that students can’t access) may be preferred if you are concerned that students may enter the recording. 

    1. Open your sandpit. If you do not have a sandpit, you can request one from your local eLearning support team

    2. Open the collaborate tool. If you do not have one in your sandpit it is easy to add one.

    3. Create a session called ‘Record a video in Collaborate’

    4. In event details: select ‘No end (open session)’

    5. In session settings:
       - make the default attendee role ‘Moderator’
       - select ‘Allow recording downloads’
       - Click on the Create button (or 'Save' if you are editing an existing session).

    6. Click on the three dots on the right side of the session you created. Copy the guest link
      Click on the three dots to open the menu. The guest link is at the bottom of the menu that pops up.
    7. Send this link to your guest lecturer, along with the instructions we have included below.

    8. When the speaker has finished, you can download the recording and add it to MyMedia.

    Instructions for your guest lecturer

    Setting up:

    To record you will need a webcam and microphone. If you are using a laptop, this is usually built in. If you are using a PC, you can plug in a portable webcam and a headset. You can go into the session at any time to check your mic and video setup without needing to record.

    To record:
    1. You will have been given a link to enter the Collaborate room. When you enter the room you will be prompted to check your microphone and camera, and allow Collaborate access to your browser (to access the microphone and camera)

    2. You should be the only person in the room. If you are the only person in the room you will see the following message after you have checked your microphone and video.

      Collaborate message when you are the only person in the room

    3. Turn your microphone and webcam on using the buttons on the bottom of the screen

      The microphone and camera icons, inside a red box for emphasis

    4. If you are sharing a file or your screen, use the purple icon in the bottom right corner to the screen. Click on the Share button (highlighted in red below), then choose share file or share application.

       - Share file is best for PowerPoint.
       - Share application is best when you need to show a website or some other software application (e.g. excel)

      The share button is highlighted with a red border.

      For more information, view the guide to sharing in Collaborate.

    5. When you are ready, record your session – open the black session icon in the top left corner (see the 3 stripes)

      The start recording link is the first item in the session menu

    6. Tips for recording:
    • Position the camera slightly above your eyes, so you are looking up (and no one is looking up your nose). If you are using a laptop, put a few books underneath it to raise it up.
    • Talk to the webcam and not your screen. Your audience will feel like you are looking them in the eye, which is what you would do if you were speaking face to face.
    • Keep it short. Instead of doing an hour long video, do several smaller videos on the key points (5-10 mins each). Research shows that we pay significantly greater attention to shorter videos.
    • Have some notes, but not a script. Scripts can sometimes feel artificial. Try preparing a brief outline, and tape it next to your webcam for easy reference
    • It’s okay to NOT be perfect. We’re all human, and a few umms and ahhs are okay.
    • Smile when you talk. You will sound and look better.
    1. To finish recording, open the Session menu and select Stop Recording

    2. Let the person who you are helping know that your recordings are done

    3. Congratulate yourself for helping our students. Thank you!

    Video - recording rooms

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

    This entry relates to Video.

    The University has 2 recording studios and 4 recording pods:

    • Sturt South - room S418
    • Central Library - room 109 (4 separate pods)
    • Social Science South - room 374

      These rooms are available to all staff on a self-service basis. All rooms have the ability to do video and audio recording. The studio at Sturt also has green screen technology, which replaces the green wall behind you with a backdrop of your choice (PowerPoint presentation, images, video, websites (live) or even Skype or WebEx calls).

      No specialist skills are required to use these rooms, making high-quality professional-looking video accessible to everyone.

      The following information is available to help you use these rooms. Please pay close attention to those items marked *.


      Access to the rooms

      All staff cards have access to the rooms. Standard access is between 8am and 6pm, Monday to Friday. If you require access outside of these times or for general access problems, please submit a Service One request (Facilities > Building or room access) requesting access to the required recording room.

      Remember: This room is accessible by anyone so please ensure you do not leave your personal belongings in there as it is not secure. This also applies to your USB stick.


      Booking the rooms

      You are able to manage your own bookings for these rooms using the following process:

      1. Using your Outlook calendar, find a day and time that you’re available and create a new meeting request.
      2. In the To field, enter the room name below to invite the room to your meeting. Add any other meeting attendees.
        • Room - U_LIB_109a_Recording Pod 1 (2)
        • Room - U_LIB_109b_Recording Pod 2 (2)
        • Room - U_LIB_109c_Recording Pod 3 (2)
        • Room - U_LIB_109d_Recording Pod 4 (2)
        • Room - U_SSS_374_Recording Studio (5)
        • Room - U_STS_418_Recording_Studio (4)
      3. Click on scheduling assistant tab to check the availability of the room and other attendees. If the room is already booked at the time you’ve chosen, you will need to adjust the date/time.
      4. Complete any other details associated with your meeting and click send.
      5. If the room is available at your chosen time your booking will automatically be accepted. If the room is already booked, your request will automatically be rejected, and you’ll need to send a new one.

      If you have made a booking and can no longer make it – please cancel your booking so other staff have the option to use the room at that time.


      Arranging a familiarisation session

      If you are unfamiliar with the room, a member of your local eLearning team can run a session in the room with you. This session should take no more than 30 minutes. Please submit a Service One request (Education > Recording room familiaristion session) to arrange this and a member of the eLearning team will book this for you at a mutually convenient time.

      Once the familiarisation session is booked you may want to consider booking a recording session directly after your familiarisation session to practice recording something.


      Preparation before you arrive

      1. Create your PowerPoint slides
        • Set the aspect ratio of your presentation to 16:9 (widescreen mode) to fill the screen in the room and prevent black bars appearing down both sides of your final recording.
        • Leave a blank area in each slide to provide you with space to stand without obscuring your information.
        • Make your slides visually interesting yet neat, tidy and clear. Limit the amount of words and use sharp, high-quality images. Complicated and busy slides will overwhelm your audience.
        • Use colour but consider visually impaired audiences and make your background and text visually contrasting.
        • Ensure a minimum font size of 24pt to ensure readability on a small screen (phone or tablet).
        • You may want to use some of the Flinders corporate PowerPoint slides. If so, download them from Flinders Press Branded Templates (scroll down and look for Recording Studio Corporate Powerpoint Slides).
        • Maintain a consistent look across all slides (background/fonts/colours).

      2. Plan your message
        • We suggest preparing a clear and concise script to keep yourself on track and prevent you from forgetting anything important.
        • The rooms don't have teleprompter/auto-cue technology so make sure you rehearse beforehand. This will help you to appear relaxed and natural.
        • Keep your message generic to ensure your video is reusable. Don’t include dates/times (of assessments for example) as these will make your video single use only.
        • Aim for your recordings to contain shorter snippets of information (<= 7 minutes if possible). If a concept takes longer to explain, find natural breaks and create multiple videos.
        • Consider adding questions or prompting reflections within your video, giving the appearance of 1:1 dialogue, making the video more personal and possibly promoting deeper level thinking.
        • Ensure any resources you did not create yourself are copyright compliant and can be rebroadcast e.g. a YouTube clip cannot be recorded and then published in FLO. You can submit a “Copyright for my teaching material’ or a "Copyright for research" request in Service One if you have any questions about your material.

      3. Dress for success
        • Consider what you wear to ensure it works well on camera and with your slides.
        • If using green screen function, Don’t wear any green as you will be replaced by your backdrop.
        • Aim for a bold single colour that contrasts with your slide background colour.
        • Avoid thin stripes and plain white (it’s too stark under the lights).
        • Be aware wear lanyards or shiny jewellery that can rattle or reflect the light.

      4. What to bring with you on the day
        • An empty USB (16GB USB 3.0 version is recommended. This will store approx. 3 hrs of recording time).
        • Your presentation on a separate USB or available via the network.
        • Your mobile phone in case you need to authenticate with Okta when you log into the system.
        • Your staff ID card to access the room.


      Tips to produce a professional recording

      1. Engage your audience
        • The camera is the connection to your audience – good camera interaction is important.
        • Use body language and expression to connect and engage with your audience.
        • Show enthusiasm for your subject through facial expressions, voice and hand gestures and include humour where possible (making sure it is culturally inclusive).
        • If you use a script, consider how you are going to read the script and maintain eye contact with the camera. Do not read large slabs of a script looking down at notes on the lectern etc. eLearning support staff can provide support in mimicking a teleprompter/auto-cue, but it is still better to be well-rehearsed than just reading multiple paragraphs of text from paper or screen.
        • Motivate your audience by explaining what they will get out of watching your video.
        • If recording two people conversing (for example an interview with an invited content expert), the presenters can alternate between looking at each other and the camera – this engages the audience as the 'third person' in the interview/discussion.

      2. Don't be the distraction
        • Make sure you maintain eye contact with the camera keeping your head still. It is distracting if your eyes are roaming.
        • Speak clearly at a consistent volume, and at a moderate speed.
        • Don't constantly move around, stay in position in front of the camera so that your audience can focus on you and read your body language. Although moving back and forth across the stage can add to the entertainment value of your recording, try to avoid overusing this stage effect.

      3. Creating visual engagement
        • Use explanations of concepts that have worked well with your students in the past, preferably with strong and relevant visuals as support.
        • You can use annotation and animation within your presentation to add to your explanations and the visual engagement.
        • An alternative to always being in shot is to have some slides where you leave the stage (get out of shot completely), so your slide is the focus. When ready you can step back into shot and continue your presentation. This allows the audience to focus on different things, and not on you constantly.

      4. Don't rush
        • When explaining or demonstrating websites or specialist software, move your mouse slowly and allow time to show hover hints or popups. The mouse cursor in your final video may end up being very small, so the added benefit of the room is that you can point to items.
        • If you muddle your words, start the sentence, or even the whole section or PowerPoint slide, again. You can edit the mistakes out later. When restarting, compose yourself and leave a few seconds of silence and no movement before starting speaking, to facilitate the editing process later.


      Setting up when you arrive in the room

      1. Try to prevent unnecessary interruptions
        • Place your phone out of sight and switch it off or turn it to silent.
        • If you have any other software open on the computer, close it to prevent pop-up or audio interruptions (e.g. email notifications)
        • Pop-up interruptions may be an issue if trying to demonstrate/record websites. You can contact your eLearning team for advice.

      2. Make things readable for your audience
        • This is particularly important for web pages and Excel.

      3. Know how to navigate your presentation
        • If possible, learn the short-cut key commands to navigate through your presentation during your recording.
        • Avoid going back to previous slides to re-explain a concept – students can review the video as many times as they need.

      4. Good audio is crucial to engagement
        • Always check the microphone is working correctly before starting your recording.
        • Some rooms have fixed room microphones, or you will need to attach one of the lapel microphones to yourself and switch it on.
        • If using a lapel mic, place the microphone cable under your clothing if possible, to hide it from the camera and avoid getting tangled with your hands during your recording and place the radio transmitter unit in a pocket/belt using the attached belt clip.


      Technical support

       As these are a self-service recording rooms, on-demand technical support is not always available. If you encounter any difficulties, please contact your eLearning team on 15000.

       If there are problems with your recording, you can book another session in the room.


      Room help guides


      Edit your recorded video

      Depending on the number of mistakes and outtakes in your raw video recording, you will need to allow time for the editing and upload process. You do not need to be a perfectionist; if the video demonstrates passion and provides a clear explanation, students will understand and accept the odd word stumble, ‘umms’ and ‘errs’.

      MyMedia (Kaltura) has a simple built-in editor that allows easy trimming of the start and end of a video to remove the bits where you are getting into position, and when you finish your recording and have to walk to the wall-mounted control panel in the room to press the stop button. Your video will look much more professional if you edit out these parts.

      If you need more extensive editing within a video, you may need to do so at your desktop PC using desktop video editing software such as Camtasia. The TechSmith tutorials will guide you through this process or your local eLearning support team can provide training with Camtasia.

      If you are not confident with the video editing process or software, review the help guides and videos available before making changes to the original raw video. Make a copy of your video before you begin any changes. Make your edits to the copy of the original file, never overwrite the original.

      Always play back the entire final edited version of your recording before publishing to your FLO site to check for errors or glitches etc, and if possible, ask another person to review the final edited video before making it available to students on FLO.


      Add captions to your video

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


      Upload your video to FLO

      Ensure your students can view/play your video via FLO from a variety of devices, platforms and browsers by uploading to My Media (Kaltura), then embedding your video within a FLO activity in your FLO site. Avoid using YouTube or other video streaming services to house your video, as they are out of our control and may not play on all platforms and personal devices or may require special browser plug-ins or add-ons.

      Take care where you put the videos within your FLO site. Make sure they are in a logical place and if online discussion or reflection is encouraged after viewing, then ensure students can easily access the location in FLO where this collaboration will occur.

      Whenever possible, upload a PDF 'handout/notes' version of the presentation (PowerPoint etc) to the FLO site which students can download/print and/or use to add handwritten notes while viewing the video. 

      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

      Video - upload a video to My Media (Kaltura) in FLO

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

      MyMedia iconYou've created a video. Now you can upload the video to My Media (Kaltura) in FLO and embed it in topic activities for students to view. All common audio and video formats are accepted (eg mp4, mp3, avi, wmv, mov and flv), and can be streamed on all devices, including mobile devices.

      Before you continue reading

      The instructions below are for uploading a video file that you have created outside of FLO.

      If you are creating a video using the Kaltura Desktop Recorder, your video is uploaded to your My Media when you save the recording. There are separate instructions on how to use the Desktop Recorder.

      The next steps:

      1. Upload the video to your My Media and publish into topics
      2. Edit the video after uploading (if required)
      3. Embed the video from the topic Media Vault in teaching activities in FLO topics (separate entry)

      Upload a video to your My Media and publish into topics
      Uploading a video saves it in your My Media, a personal media repository within FLO that's only visible to you. Once you've uploaded the video to My Media, you can then publish into your topic's Media Vault for use by the teaching team, and embed it into activities for students to view. 

      1. Log in to FLO, open the drop-down menu next to your profile picture and select My Media My Media icon

      2. In the top-right corner, click Add New > Media Upload
        Add new video upload

      3. Select and upload the media from your computer (you can drag and drop from a folder or your computer, or use the Choose a file to upload button to browse your computer). The typical upload time for a fast home network is 10 MB per minute. The recommended maximum file size is 150 MB.
        Upload media - drag and drop or browse

      4. While the upload processes, enter a name and a detailed description. These fields are mandatory for publishing the video for use in topics.
      5. If you're going to reuse the video in multiple topics, or for a number of years, keep the name and description free of anything too time-specific or too topic-specific. For example, in the image below, the original video file was saved on the computer as 'Week 2 - Literature Review'. Removing 'Week 2' from the title when uploaded means that if next year the activity changes to Week 4, there's no need to also update the video name and description. The description field also allows some basic text formatting and adding web links (useful if you want to link to related online resources). 
      6. Optional: You can also tag the video with relevant keywords so it's more 'searchable' within FLO. 
        Upload video name description tags

      1. Optional: If you want to add a collaborator to your video (i.e. give them permission to use or edit it in a particular way), scroll down to the section Co-Editors and Co-Publishers and click the Add Collaborator button (this button will be available once the video has finished uploading).
        Add collaborator

        Type the collaborator's name or FAN, select from the following permissions, then click the Add button to save your changes:
      • Co-Editor will allow them to edit your video
      • Co-Publisher will allow them to publish your video
      • Co-Viewer will allow them to view your video

      Collaborator settings

      1. Click the Save Changes button. Note: You can't publish the video into a topic/s Media Vault until you've saved
        Save changes

      2. You'll see confirmation banners that your video is saved in My Media, and that it's set to 'Private'. 
        Upload confirmation

      3. To make the video available for use in your topics (and so that everyone in the teaching team can use it in activities), you should now publish it into the Media Vault for your topic/s. Select Published, then wait for your list of topics to appear underneath. Tick the topic/s where you want to publish the video (you can select one or multiple), then click the Save Changes button
        Publish to topics

      4. The system will confirm the video has been published to the selected topic/s Media Vault. 
        Publish to vault confirmed

      5. Next, it's a good idea to Preview the upload. 
        click Preview Media

      6. If the video is ready to use in topic/s, skip to the instructions on embedding a video from the topic Media Vault. If you want to edit the video (i.e. do things like trim or cut out sections of the video, add captions, add chapter markers, etc) then see the section below Edit a video after uploading.

      Edit a video after uploading
      If you need to edit a video after it's been uploaded, you have access to a range of basic editing tools in My Media to trim, cut out sections and replace video. You can also add captions, chapter markers and more. You can edit your video immediately after uploading, or at any time. For detailed information and instructions for using the editing tools, see the entry: Video - edit in FLO (Kaltura).

      Next step

      Now you've published the video to your FLO site's Media Vault, you'll need to embed the video where students can see it.

        Training and support



      Kaltura in FLO (self-paced workshop)


      eLearning support team

      For uploading from iOS Apple devices, use Safari rather than Okta.

      Video - welcome video

      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 topic administration-related resources are provided below. 

      Online topic orientation

      Welcome videos are an important component of your FLO site. They welcome students to your topic, and can often be the first contact they have with teaching staff. But what does it take to make a welcome video?

      The first point of call is to plan what will go in the video. Some key components include:

      • Introduce who you are and what your role is
      • Welcome students to your topic, including the name of the topic
      • Provide a brief overview of the topic, how it will run, and what it is about. This information need not be too detailed
      • Explain to students how they can contact you (and other teaching staff) and provide some examples of the sorts of things they might contact you about. Remember to explain how you will be using announcements and emails, and your preferences around phone calls
      • Keep it short and simple – a welcome video does not need to be more than a few minutes in length

      Here's an example of a welcome video:

      Once you have finished your planning, you will need to create the video. You can approach this task in multiple ways. Go to Video - main entry (2. Build, 3. Test and 4. Administer) for useful information about making and uploading your welcome video.


      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:

      Wiki - create a wiki

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

      wiki iconThis entry relates to the Wiki activity.

      See also Create wiki pages and/or a template for how to provide a structure for the wiki to guide student use.

      Before you start

      If you are planning on having wikis for different groups of students, make sure your groups have been created with students allocated:

      Make sure to add the groups to a grouping.

      1. Turn editing on
        click 'turn editing on'

      2. Click Add an activity or resource to open the Activity Chooser
        'add an activity or resource' button

      3. Click the Wiki icon
        Wiki icon

      4. Enter a name for the first page of the wiki

      5. Open the Wiki settings section

      6. Choose your type of sub wiki:
        • Single wiki for topic: everyone in the class contributes to a single shared space
        • One wiki per group: each group has a separate collaborative space
        • Separate wiki for every user: every student has their own space

      7. If you have one wiki per group, open Common module settings, and change the Group mode to:
        • Separate groups if you want each group to have their own private space, or 
        • Visible groups if you want each group to have their own space but be able to see (not edit) other groups' wikis

        group mode

        Set the Grouping to be the grouping containing the student groups

        Timeline block: Using the 'Expect completed on' date in the Activity completion section will show a date to students in the Timeline block.

      8. Click Save and display

      Wiki - create wiki pages and/or a template

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

      wiki icon This entry relates to the Wiki activity.

      To support students to use the wiki, it may be helpful to create wiki pages for them, or a template they can use. If you choose to let them create their own pages, you can provide guidelines on how to do this, which means using the wiki activity yourself.

      Create wiki pages

      Creating wiki pages can be confusing if you aren't familiar with wikis. A key principle is that pages in a wiki should be linked together in some way. To ensure this happens, you need to create a link to the new page before you can create the new page itself.

      Set up wiki links (pages)

      When editing a page, links are created by typing the title of a page you want to link to inside double square brackets. For example, if you wish to link to a page titled Application, you would type [[Application]].

      1. Open the wiki

      2. Click Create page 
        wiki page

      3. Think of a title for your page. The title of all pages should be different to each other. A page title should describe the content of the page (like a chapter of a book). An example title might be 'Brainstorming ideas A'

      4. Decide which page should link to your new page. If the wiki is small this might be the start page. Otherwise, find an appropriate page

      5. Edit the page that will contain the link by clicking the Edit tab

      6. Find the point where you would like the link to go and type it in: [[Brainstorming ideas A]]. Think carefully about the page title because both titles and pages are permanent and cannot be renamed or deleted
        type link in double square brackets

      7. Save this change. The link you have created should appear, ready for use
        Click the newly created link

      8. When you click the link, you will be asked whether you want to create a new page. click Create page
        click 'create page'

      9. The edit window appears for your new page. Type the initial text for your page in the Content area, then click Save changes. Your page is now created
        Insert content and save

      Create a wiki template

      Templates can be created to provide structure to students' or groups' wiki pages. If you do not use a template, students/groups will be presented with a blank page to start. Providing a template makes it easier for students to get started with the wiki – they can focus on collaboration (if using a group wiki) and content rather than structure. However, it depends on the purpose/learning outcomes of the assessment item.

      1. Create a new wiki and click Save and display

      2. Click Create page to begin editing the wiki

      3. In the Content area, enter headings, text, links, images etc to create a template
        wiki template

      4. Click Save changes

      5. Click the Wiki index link (top-right corner)
        wiki index

      6. Click Download as wiki template file 
        download as wiki template file

      7. Save the generated zip file

      8. Return to the topic homepage and locate the wiki activity. Click the drop-down Edit menu and choose Edit settings
        Edit wiki settings

      9. Under Wiki settings, upload the zip file in the Template area
        upload the template

      10. Click Save and display
      Note: If you want to make changes to the template, you will need to go through this process again.

      Wiki - main entry

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

      wiki iconWikis enable students to create content (a collection of webpages) in your topic, thus giving them control over their learning. The wiki can also become a legacy/resource for future topics, which validates the activity and makes it authentic (product-focused). Wikis are also suitable for self-reflection on an individual basis. You can monitor the student's learning through a self-reflective wiki. 

      A wiki can be collaborative (everyone in the group can edit it) or individual (separate wiki for every user) where everyone has their own wiki which only they can edit.

      A history of previous versions of each page in the wiki is kept, listing the edits made by each participant.

      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 wiki-related resources are provided below. 

      Providing constructive feedback in FLO | Authentic and Active Learning | Providing students with comprehensive assessment information and support in FLO

      1. Plan

      Consider what you are trying to do and which wiki type will be the best fit (Single wiki for topic, One wiki per group, Separate wiki for every user). Depending on the wiki settings, design purpose and learning outcomes (which could include digital literacy and graduate qualities), you could use them for:

      • group lecture notes or study guides (Single wiki for topic)
      • students to collaboratively author an online book, creating content on a subject set by the teacher (One wiki per group)
      • personal journals, individual study plans, self-reflection (Separate wiki for every user)

      2. Build

      Choose what type of wiki is suitable and set it up. The following instructions are in separate entries (Create a wiki and Create wiki pages and/or a template) or you can link to the individual instructions here.

                  3. Test

                  Once you have finish setting up the wiki, 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

                  You can see what a wiki user has done (eg how they have contributed, if a group wiki) using the History tab. You can also annotate the wiki using the Annotate tab.
                  Wiki menu

                  Mark a group or individual wiki in FLO
                  1. In the wiki, click the Participation by user link (top-right corner)
                    participation by user

                  2. Use the Grades dropdown menus to assign a grade to each student
                    grades menus

                  3. Click Save grades

                  5. Review

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

                    Training and support



                  FLO: Quizzes – the basics workshop


                  eLearning support teams