Tuesday, 27 July 2021, 9:05 PM
Site: Flinders Learning Online
Topic: FLO Staff Support (FLO_Staff_Support)
Glossary: How-to glossary
C

Calendar - main entry

The Calendar is a centralised place where all dates and events are recorded and collected. You can add events to the Calendar as part of an active teaching approach. Students can also add events (eg group meetings) in the Calendar and personalise their student view.

1. Plan  |  2. Build ||  Support 

The Calendar helps students keep track of events within the topic (including assignment due dates) and take responsibility for their learning. They can also export the Calendar into their personal calendar (eg Microsoft Outlook, Google Calendar) for better access.

The calendar is enabled in all topics by default, but you are encouraged to add the upcoming events block, which shows students a streamlined view of upcoming dates.


1. Plan

Think about how your students might use the calendar tool to help them successfully engage with your topic, and promote it to them in your introduction/orientation to the FLO site.


2. Build

Add key dates to the calendar (new event)

Most assessment dates will automatically go in the Calendar (cut off dates being the exception) but you can also manually add key dates (students can also add dates.)

  1. Open the Calendar from the navigation menu (within a topic, the calendar link is below the topic’s links so you will need to scroll down the list).

    The calendar as it appears in the navigation menu. In this picture, it is marked with a red border.

  2. Click on either the date of the booking or the New event button.

  3. Specify the Event title

  4. Choose the Date and time of the event

  5. Specify the type of event.
    1. If Topic, the entry will be shown to the entire class.
    2. If User, it will be private to you only
    3. If Group, it will be visible to only the group you choose

  6. To add an end date, description or set it as a repeating event, click on the Show more link

  7. Click the Save button
Export the calendar to Outlook (or another calendar)

You can import events in your FLO site into your Outlook calendar (or another calendar). This may help you manage the topic/events. There are two steps in this process: in FLO and in your calendar in Outlook.

Note: External calendar programs such as Outlook may only sync to calendars periodically, so the calendar may not update instantly. Outlook will sync every three hours.

In FLO

  1. Open the calendar from the Navigation menu.

    The calendar in the navigation menu. In this image it is marked with a red border

  2. Click on the Export calendar button underneath the calendar.

  3. Choose which events and the time frame you wish to export. For the most information, select ‘all events’ and ‘custom range’.

    The export calendar screen. The options suggested above are marked with red borders

  4. Click on the Get calendar URL button. Copy the Calendar URL that will appear underneath the button.

  5. You can now import the calendar. The steps from this point vary depending on what website/app you use.

In Microsoft Outlook

  1. Open Outlook on your computer and select Add Calendar > From Internet from the Calendar tab


  2. Paste the Calendar URL you copied in the indicated space and click on the OK button

  3. Click Yes when asked to receive updates from the Calendar

    A picture of the box that appears asking you to receive updates from the calendar

Other Calendars

View the help pages for the website or app you are using to find out how to add the calendar URL.


  Training and support

  Troubleshooting

Support

Contact you local eLearning support team

No known issues with this tool


Chat - main entry

1. Plan  |  2. Build   | 3. Test  |  4. Administer   | 5. Review  ||   Support
chat iconChat is a communication tool that enables participants to have text-based, real-time synchronous discussions. Chat enhances social presence in a topic, particularly for students who are external. If between student and teacher, chat enables active teaching and feedback.

Chats are especially useful when the group chatting is not able to meet face-to-face, such as:

  • regular meetings of students participating in online topics so they can share experiences with others in the same topic but in a different location
  • a student temporarily unable to attend in person chatting with their teacher to catch up with work
  • students on work experience discussing their experiences with each other and their teacher
  • a question and answer session with an invited speaker in a different location
  • sessions to help students prepare for tests or exams where the teacher, or other students, pose sample questions.

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 chat-related resources are provided below. 

Inspirational and engaged teaching | Engaging students in a synchronous session | Communication, interaction and collaboration tools in FLO


1. Plan

For considerations and questions, you might ask when planning/designing


2. Build

Create a chat room

The chat activity provides a real-time text chat interface for users in the topic.

  1. In your topic, click the Turn editing on button

      turn editing on icon

  2. In the week/module where you would like the chat to appear, click Add an activity or resource

     Add an activity or resource
  3. Select Chat chat icon , then press Add 

  4. Add a Name and Description for your chat
    adding a new chat - name and description

  5. If you want to set a particular date/time for the chat session, open the Chat sessions section and set the Repeat/publish session times.
    Timeline block: 'Repeat/publish session times' will show to students in the Timeline block.

  6. Click Save and display
    save and display button


3. Test

Once you have set up the assignment, ask your local eLearning support team to check it for you (especially if this is the first time you have set up this activity). It is best to amend mistakes before

students have access to the chat.

  • dates (has been rolled over from a previous year?)
  • availability (is it available to students?)
  • groups/grouping
  • restrict access (does it need to be restricted to a certain cohort of students?)


4. Administer

Users have the option of accessing the chat tool via an accessible interface. Users with visual impairments should use the accessible version.

use more accessible interface link


5. Review

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


  Training and support

  Troubleshooting

Support

eLearning support teams

You may have one of the following issues:

  • See the Administer section for issues with vision-impaired students

Choice (poll/survey) - build a choice activity

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

choice iconThe choice (poll/survey) activity is a way of engaging with students in your topic, and applying a just-in-time or responsive approach to your teaching. It is an example of active teaching and feedback. Using the choice activity or a similar tool in a lecture adds interactivity.

The choice tool enables a teacher to ask a single question and offer a selection of possible responses. 

In this guide, find out how to:


Create a choice activity

  1. In your topic, clickturn editing on to turn editing on
  2. In the week/module where you want to create the activity, click
    activity add
  3. Select Choice
    choice option 
  4. Give the choice a Name and Description
    name and description

  5. Under Options, enter the different options students can select.
    options
  6. If you need more spaces, click
    add three fields

  7. Under Availability, select when you want to allow the responses from and until

    Timeline block: 'Allow responses until' will show to students in the Timeline block.

  8. Under Results, select if/when results are displayed to students. Note that students only see aggregated results, they do not see who selected which option.


    Students will be told when they submit give an answer if/how their answers will be seen by others.

  9. Click
    save and display

View the results of a choice activity

  1. In the choice activity, click on View X responses
    view 3 responses
  2. This will show votes for each option.


Make a selection on behalf of a student

As a teacher you can now make a selection on behalf of a student.

  1. In the choice activity, click on View X responses
  2. Select the student
  3. In the Choose an action drop down list select a preference

Choice (poll/survey) - main entry

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

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

choice iconThe choice (poll/survey) activity is a way of engaging with students in your topic, and applying a just-in-time or responsive approach to your teaching. It is an example of active teaching and feedback. Using the choice activity or a similar tool in a lecture adds interactivity. the Active Quiz has a greater level of interactivity.

The choice tool enables a teacher to ask a single question and offer a selection of possible responses. Choice results may be published after students have answered, after a certain date, or not at all. Results may be published with student names or anonymously. The choice can not be graded (for a gradeable alternative, check out the Active quiz).



1. Plan

Creating a choice activity requires you to know what you are going to ask your students. Do you have more than one question? How many options/responses are you going to offer? Is the activity going to be anonymous?

A choice activity may be used:

  • as a quick poll to stimulate thinking about a module
  • to quickly test students' understanding (e.g. in a lecture/workshop)
  • to facilitate student decision-making (e.g. allowing students to vote on a direction for the topic)

2. Build

Creating a choice poll can be completed once you have the question and answers/options created.

    1. Create a choice activity
    2. View the results of a choice activity

    3. Test

    • The first time you use the Choice activity, it recommended to do so with a small group of students.
    • Preview the choice activity in FLO (Profile >Switch role to> Student)


    4. Administer

    • Be sure to check your responses and acknowledge the results  
    • Share the results with your students - either automatically through the Choice tool or afterwards using a visualisation tool, like a word cloud or pie chart

    5. Review

    Before using the same choice activity, consider reviewing your activities prior to use.

    • View the choice as a student - switch your role and vote
    • Evaluate the purpose of the choice activity - what does it add for your students? When is it best utilised?

      Training and support

      Troubleshooting

    Training

    None available

    Support

    eLearning support teams

    You may have one of the following issues:

    Choice (poll/survey) - troubleshooting

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

    Questions/problems


    My students cannot see the results of my choice activity

    In the settings for the choice activity, under the Results heading, make sure the option is selected for students to view results either all the time after they have made a selection or after the activity is closed.

    Select edit settings in the choice administraion block

    select publish results


    Collaborate - administration guide

    Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'break-out' spaces. Using the Collaborate activity in a topic ideally consists of the following 5 stages.

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

    Collaborate icon

    When running your Collaborate sessions there are a range of functions available for you to use.

    Disabled features

    To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

    • Timer (a countdown timer)
    • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
    • The number of videos showing at any one time in some browsers has been reduced from 4 to 2


    Use an introductory PowerPoint slide

    An introductory PowerPoint slide for Collaborate can be placed as a starting slide to help students get started and troubleshoot common technical issues.


    Record the session

    Any Collaborate session can be recorded for playback at a later date. If enabled, participants and moderators are also able to download the recording (subject to the settings being changed) for offline viewing (or reuse in a subsequent year). Session recordings record all collaboration, sharing, chat messages, voice and video.

    If showing a video/other material during the recording, you may want to stop it temporarily to avoid breaching copyright. If in doubt, check with the Library (Service One > Education > Copyright for my teaching material).

    recordings

    For instructions on how to record a session, access the Record Sessions support material.

    Recordings are accessed through the Collaborate link within your FLO topic and are processed shortly after the recording session has finished. The processing time varies depending on the length of the recording, but it is typically under 30 minutes.

    For more information on accessing or downloading a recording, access the recording support materials



    Present content during a session

    There are 3 methods of sharing content with your participants

    • Share files - recommended for best overall experience for users on low bandwidth. Can share PowerPoint (each slide is optimised during upload), PDF files, images (gif, jpeg, png)
    • Share application - share your desktop or a software application
    • Share camera - share more than one camera at a time, e.g. a document camera or a camera pointed at an experiment.
    • Share audio and video - use Chrome browser to share audio and video streams and files.
    Note:

    1. Before sharing audio and video, it is important to consider both copyright implication and internet connection bandwidth. Copyright information can be found on Copyright for teachers page. If in doubt, check with the Library (Service One > Education > Copyright for my teaching material). Users with limited bandwidth can experience difficulty in sharing or viewing the content. For more information on how bandwidth affects content sharing , access the Network Connect support material.

    2. PowerPoint presentations can be shared in a collaborate session by either sharing a file or sharing an application. When sharing a file, your presentation is converted to a series of images and hence slides are "flattened" - animations are removed. Files are also pre-loaded, which generally provides a better experience for people with slower internet connections. Sharing a PowerPoint application will keep animations but will use more bandwidth. Animations in your PowerPoint can be simulated by a series of slides with increasing content for use with the share files method.


    Manage recordings

    • Re-using Collaborate recordings in my topics

    If you wish to reuse a recording from one topic availability to another, you'll need to download the recording and upload to your My Media and publish to your topic's Media Vault.
    If the recording is not capturing any collaboration or participation, it may be worth considering desktop video recording tools such as the Kaltura desktop recorder or Camtasia.

    • How do I rename my recordings?

    Open the Recording options and select Recording settings. The recording name always begins with the session name. Edits to the name change the text after the backslash (/) only.

    Rename recordings

    • How do I download my recordings?

    You must allow session recording downloads for each session. Open a session's Session Settings and check Allow download recording. Any recordings made in this session can be downloaded.  

    If your once-off session has finished and you have forgotten to allow downloads, you can edit the session settings, change the end date to a few minutes into the future and tick the box that allows downloading. When the session expires, you will be able to download the recording. Please be aware however that students can access the session before the new end time.

    If you have forgotten to allow downloads for your recurring session, there is no way to retroactively allow downloads (to prevent confidential discussions from being disseminated). You can make future sessions downloadable by deleting any upcoming sessions and creating a new set of recurring sessions with the download settings enabled.


    Live captioning

    The below actions need to be done for each individual Collaborate session.

    Captions entered during the live session are included when the session is recorded. If your session had more than one caption track, only the first available one is captured.

    Moderator actions
    1. Open the right panel and select Attendees.
    2. Click the 3 dots next to the Participant name who you are promoting to Captioner
    3. Select Make captioner
      Modorator attendance window
    4. The Captioner will need to accept the function to start. Once accepted a CC will be place in front of their name.
    5. No other action is required after this.
    Closed captioner actions
    1. Login to FLO and navigate to the Topic Collaborate session
    2. Enter session
    3. Make yourself known to the Moderator and what your role is either via voice or chat window. 
    4. Request to be promoted to captioner.
    5. Accept captioner function
      Captioner accept window
    6. The caption window will open at the bottom of the screen.
    7. You can change your name in the caption window if you want. Click your name and type new name eg. Closed captions
      Captioner option window
    8. If you want to see the presenter talk and not the presentation, click the picture-in-picture button (bottom right) to swap your view.
    9. Begin to type captions. Text will auto wrap, or you can press Enter for new lines.
      This will become a scrolling window as more text is added.
    Participant requiring captions
    1. When you enter the room an option to accept/decline captioning will be available. Click Yes.
      Participant colse caption accept screen
    2. Captions will automatically appear at the bottom of the screen. Any captions typed before activating captions will not be viewed but could be viewed later if the session is recorded.

    Add captions or subtitles

    Captions and subtitles make the session more accessible and allow for student diversity.

    You can upload Video Text Tracks (VTT) caption and SubRip Subtitle (SRT) files to add or replace captions in recordings. From Recordings, find the recording you want, open the Recording options menu, and select Add caption source.

    Adding captions or subtitles


    Invite someone from outside your topic

    Use the guest link to invite people from outside of the FLO topic into the Collaborate session.

    guest link


    Join a session via phone

    Please note: You must allow users to join their session using a telephone before attendees can dial-in. This is setting is on by default, but can be disabled.

    If you are having audio difficulties you can use your phone for audio.

    If you are in the Collaborate room, open the session menu and select Use your phone for audio. You will be given a phone number plus a personal PIN. You can still stay in the session to see the presentations and use the chat, but your phone provides the audio. Note: the PIN is unique to you for that session only.

    You can also call into a Collaborate session without joining the session. From your list of sessions, select the name of the session you want to call into. Select the Anonymous dial-in information from the menu. You will see a phone number to call and a PIN to enter to join the session.

    For further instructions, visit Collaborate's official user guide

    The box under 'anonymous dial in' lists the phone number to be called (first line) and the PIN that needs to be entered (second line)

    When you use Anonymous dial-in, your phone is not paired with your account or session avatar. You appear in the session as an anonymous caller to other attendees.

    Anonymous caller

    Tips:

    Time sessions

    You can set a timer for everyone in the session or make it just visible to other moderators. Open the Collaborate panel, select Share Content and start the Timer.
    Timing sessions

    Record attendance at sessions

    Filter sessions to locate the completed session
    View reports
    You can export session attendance reports as a CSV file to view and manipulate in Excel.
    Attendance_report_CSV_export


    Download poll results

    You can also download Poll reports from Collaborate. The report includes the poll question and how each attendee responded.


    After you leave the session, open the Session options menu and select View reports.

    Collaborate report



    Accessibility and screen readers

    Accessibility in Blackboard Collaborate covers a range of items to make the experience enjoyable for all.
    Collaborate has full screen reader support of all key workflows and Blackboard recommends:
    • Firefox® and JAWS on a Windows®system
    • Safari®and VoiceOver on a Mac®

    For the best Collaborate experience with your screen reader it is advisable to use one of the following browsers:

    • Windows 10 - Firefox with JAWS v17: Provisional
    • Windows 7 - Firefox with JAWS v17: Compatible
    • macOS:
      • Safari with VoiceOver: Certified
      • Firefox with ViceOver: Provisional

    Support for a range of other functions is also included:

    You will also find screen reader support for whiteboard activities and uploaded files, but as a presenter you should avoid 'share application' and use 'file share' instead. The use of file share is also helps to optimise performance for users on low bandwidth.

    Collaborate also supports live closed captioning, if there is someone available to live caption and this is an option for you.

    Collaborate - allow students to record video

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

    Collaborate iconThis entry relates to both video creation and Collaborate.

    While students can record and upload videos in Kaltura using the Desktop Recorder, there may be circumstances where Collaborate may be more suitable (e.g. group recordings, recordings for an entire class).

    Warning! Recordings will be available to all students in the topic.

    • If recordings need to be private, students will need to use another method.
    • If you want to have a confidential discussion you can use a sandpit.

    To set up a collaborate session where students can record themselves:

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

      create session button

    2. In event details, select No end (open session)

      The no end box appears under the end date

    3. Click on the Session settings tab.Change the default attendee role to Moderator, and tick the Allow recording downloads box.

      The default attendee role and download options are the first two options in the Session settings tab

    4. Click on the Create button to create your session or click on Save changes to an existing session.


    Information to give to students

    Send them the following information so they know what to do:

    1. At a mutually convenient time for the whole group, enter the Collaborate session called 'Record a video in Collaborate'
    2. Check your microphone and camera as prompted
    3. To record your session, open the Session menu in the top left corner (the black button with the three lines). You don't have to start recording immediately - you can take a few moments to get organised.
      The start recording link is the first item in the session menu

    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. To finish recording, open the Session menu again and select Stop Recording
    6. Let the topic coordinator know that your recording is done and when you did it, so they can rename it for you

    Collaborate - building guide

    Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'break-out' spaces. Using the Collaborate activity in a topic ideally consists of the following 5 stages.

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

    Collaborate icon

    Collaborate is the official web conferencing tool for learning and teaching at Flinders University.

    Disabled features

    To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

    • Timer (a countdown timer)
    • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
    • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

    Add Collaborate to your FLO topic

    Blackboard Collaborate uses modern browser technologies and, for the best experience, please use Google Chrome. Before using Collaborate, please ensure your Google Chrome is up-to-date. Scheduling sessions and Moderator (teacher) access is facilitated through an integration in FLO. Generally, students will also access Collaborate through a FLO topic, but public URLs can also be generated if required (e.g. the Collaborate session will involve users external to Flinders University).

    By default, a Collaborate link will be placed in your FLO site and hidden from students (until you unhide the link). However, a link can be added manually. To utilise Collaborate in your topic, complete the following steps:

    1. Turn editing on in your topic

    2. Select 'Add an activity or resource'

    3. Select the Collaborate activity
        Add a collaborate activity

    4. Add a title to the Activity name field

    5. Click on Show more...
    6. In the Activity description paste in this following sentence 

      Collaborate is an online live collaboration space, including chat, audio, video, images, files, and screen-sharing. By entering Collaborate sessions you consent to being recorded. Please check your settings prior to your session.

    7. Tick the box Display description on topic page

    8. Select Save and display

    The Collaborate landing page for your topic will be displayed.
    Note: Please contact your eLearning Support team if you require assistance adding Collaborate to your topic.

    By default, the only room available is the 'Course room' - the course room is a room that is perpetually open and does not have a set start or end time. This is useful for ad-hoc appointments or testing your device for use with Collaborate (e.g. browser version, webcam and microphone).

    We recommend leaving the Course room enabled, but this can be disabled if desired by selecting the menu icon for the Course room and choosing 'Lock course room':

    Lock course room

    See the Collaborate support materials for more information.

    This is a quick guide to Collaborate with a brief but comprehensive listing of how to set up/manage a Collaborate session.  It is recommended these be used when running sessions, feel free to make the participant guide URL available to your students via a link in your FLO topic https://staff.flinders.edu.au/content/dam/staff/documents/collaborate/collaborate-participant-visual-guide.pdf


    Create sessions for teaching

    By default, Collaborate provides a 'Course room' which is always open for impromptu sessions. If you'd like to schedule one (or more repeating sessions) with a start and an end date, you'll need to create sessions within the Collaborate interface.

    create session

    To add sessions in Collaborate, access the Collaborate activity created in the step above and refer to the detailed information on creating and editing sessions. When creating repeat sessions, you can select show occurrences to view all occurrences of the session.

    List of created sessions

    The default settings for a Collaborate session are as follows:

    • Early access available 15 minutes before session
    • Recorded sessions are not permitted to be downloaded
    • The default role for students is 'Participant'
    • Participants can share:
      • Audio
      • Video / webcam
      • Post chat messages
      • Draw on the whiteboard
      • Attendees can join the session using a telephone and pin number

    For more on session settings, please review the support materials here.

    Collaborate - conduct a secure session with someone

    Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'break-out' spaces. Using the Collaborate activity in a topic ideally consists of the following 5 stages.

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

    Collaborate icon  You're able to run secure sessions outside of the Collaborate instance within your teaching topic.

    Disabled features

    To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

    • Timer (a countdown timer)
    • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
    • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

    At times you may have a need to run a Collaborate session and be confident no-one else can just “wander in”. Examples could be:

    • Confidential discussions concerning assessments or access plans with a student
    • Assessing a student’s viva voce
    • Confidential meetings between staff members

    Creating a Collaborate session within a teaching topic means anyone enrolled in the topic can see the link and access the session, so be aware the session is not private. If you need to create a private session we recommend using an instance of Collaborate within your own sandpit. If you do not have a sandpit you can request one by submitting a Service One request to Education Services > FLO - general query.


    Step 1 - Open your sandpit

    • Open your FLO sandpit and add Collaborate if it’s not already there. If you do not have a sandpit, you can request one from your eLearning support team.
    • If you are conducting private meetings we recommend keeping Collaborate hidden within your sandpit, especially if you have given other people access to your site. This will ensure they cannot see the meeting sessions and enter the room.
    • It is not usually possible to keep Collaborate hidden within your topic site, hence why we recommend using a sandpit for this functionality.

    Step 2 - Create your session

    • Create a session for your meeting.
    • Ensure you have ticked Guest access under the 'Event details' heading
      guest access

    • Click on the Create button to save the session.

     

    Step 3 - Copy the guest link

    • Once the session has been set up, click on the three dots to the right of the session listing (see below) and chose copy guest link from the sub-menu.

      session already created

    Step 4 - Invite the participant

    • You can email the guest link to the participant so they’re able to join the session taking place within your sandpit.
      OR
    • Within your topic, you can add a URL and restrict access to the intended student. Ensure you give the session a meaningful name and paste in the correct guest link. Don't put this URL into your sandpit as your students won't have access, it must be placed in your topic FLO site.

      Invite the participant

    Step 5 - Restrict the session

    • Restrict the session to the students’ ID number (student ID) so they’re the only person who can follow the link and gain access to the session.
    • NOTE: if the meeting is confidential you must also close the eye to the left of the student ID details, so the link isn’t visible in your FLO site.
    • It would also be good practice to consider the name of the session to ensure confidential information is kept private.

    restrict access

    Collaborate - hybrid classes

    Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'breakout' spaces. It is also compatible with a growing number of classrooms.

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

    Collaborate icon

    This entry relates to the Collaborate tool.


    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 Collaborate-related resources are provided below. 

    Running hybrid classes | Teaching offshore students online | Engaging students in a synchronous session

    Disabled features

    To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

    • Timer (a countdown timer)
    • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
    • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

    1. Plan

    Finding a compatible classroom

    Not all classrooms are set up for hybrid teaching. Check your topic’s timetable against the list of compatible classrooms. If your room is not compatible, lodge a Service One request to change your classroom. If you cannot get a compatible room, contact your local eLearning team to borrow a group chat kit.  The kits are ideal for small group sessions, have a 30m wireless range and are best placed in the middle of the room.



    2. Build

    Create a session so that online students can attend. Notify students how to access the online session.

    Keep the design of your lesson in mind: What are you trying to achieve with students during their class? Your college’s Academic Developer and Learning Designer may be able to provide some guidance.

    Content preparation

    You may need to put resources and activities online that you would normally deliver in class, so both your online and face-to-face students can access them.



    3. Test

    Provide a time before the first class where students can test their technology setup.

    Some students may need to purchase a headset or webcam to be able to fully engage in a hybrid class raising equity issues; to assist Adelaide-based students the library is equipped with spaces where students can access Collaborate using a computer with the necessary equipment.    



    4. Administer

    The Collaborate - administration guide provides a view of the key features you may use while using Collaborate.

    The following resources may help you achieve the most from using Collaborate:

    When a class starts, encourage some students in the classroom to log into Collaborate with their cameras on and microphones off, to help the sense of inclusion for remote students. The camera can be directed at a wider room, and does not have to be recording a particular student.

    Tips for after a session:   



    5. Review



      Training and support

      Troubleshooting

    Training

    Disabled features

    To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

    • Timer (a countdown timer)
    • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
    • The number of videos showing at any one time in some browsers has been reduced from 4 to 2)

    Collaborate - main entry

    Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'breakout' spaces. It is also compatible with a growing number of classrooms. Using the Collaborate activity in a topic ideally consists of the following 5 stages.

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

    Collaborate icon

    This entry relates to the Collaborate tool.


    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 Collaborate-related resources are provided below. 

    Using online teaching tools to optimise face-to-face timeCommunication, interaction and collaboration tools in FLO | Considerations associated with planning the creation of videos for teaching | Engaging students in a synchronous session | Communication, interaction and collaboration tools in FLO | Facilitating Student-Teacher interaction in FLO

    Disabled features

    To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

    • Timer (a countdown timer)
    • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
    • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

    Collaborate is the official web conferencing tool for learning and teaching at Flinders University.


      1. Plan

      The following provides information on best practice and use cases for Collaborate, along with guidance on adding and creating Collaborate sessions within your FLO topic.

      In the Collaborate planning guide, explore the key topics associated with planning to use Collaborate, such as:

      You may also want to check out our guide to using Collaborate in hybrid classes.


      2. Build

      You have planned your use of the Collaborate virtual classroom. Now add the Collaborate shortcut to FLO (if it's not already there) and create your sessions.

      1. Add Collaborate to your FLO topic
      2. Create sessions for teaching
      3. Conduct a secure session with someone
      4. Allow students to record video inside Collaborate

      3. Test

      When using a tool like Collaborate for the first time, it is a good idea to give yourself and your students the opportunity to test they can enter the room. This will help reduce unnecessary technical issues before scheduling important sessions.


      4. Administer

      There are several key aspects associated with the management of sessions.

      An introductory PowerPoint slide for Collaborate (available here) can be placed as a starting slide to help students get started and troubleshoot common technical issues.

        5. Review

        It is important that you evaluate your use of Collaborate at the conclusion of each session. This will help you to improve your use of the tool and therefore enhance learning and teaching.

        If you wish to collaborate as a teaching team (ie with other staff) you could use Teams – an online video and audio-enabled meeting place that allows you to meet with anyone, anywhere, in real-time using a web browser on your computer or mobile device, including iPad, iPhone or Android.




          Training and support

          Troubleshooting

        Training

        Flinders offers both Face-to-Face training, online training and has a recording of our training for Collaborate:

        Support

        Disabled features

        To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

        • Timer (a countdown timer)
        • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
        • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

        Collaborate - planning guide

        Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'break-out' spaces. Using the Collaborate activity in a topic ideally consists of the following 5 stages.

        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. 

        Accessibility and inclusivity in FLO | Accessibility and Inclusivity in the Classroom

        Disabled features

        To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

        • Timer (a countdown timer)
        • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
        • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

        Collaborate icon

        Collaborate is the official web conferencing tool for learning and teaching at Flinders University. Below is a summary of considerations when planning to use Collaborate in your teaching:


        What do you want to achieve with Collaborate?

        Collaborate can be used for a range of different purposes: One-to-one, one-to-many and, many-to-many.

        • One to one
          • Discussion/consultation between one academic and one student
            This format usually replaces a face-to-face consultation/meeting due to distance as a barrier for staff or student. May be useful for discussing topics virtually face-to-face for remote students, including supervised research students, where a document needs to be shared on the screen (in comparison to a phone only discussion which does not require a visual sharing). Not traditionally recorded, but individual video camera advisable.

          • Presentation by an individual student for assessment purpose to one other (teacher)
            This format will replace the face-to-face aural/visual presentation due to distance as a barrier. Individual student presents to an assessor (teacher). Not traditionally recorded, but individual video camera advisable.

        • One to many
          • Group discussion between students and teacher
            This format is useful for discussing assessment requirements prior to submission, where distance or time is a barrier. Students are provided with the opportunity to ask questions of their teacher and/or peers to help clarify any confusing information associated with the assessment task. Aural discussions are more useful at clarifying points than written email or forum posts, as ideas can be expressed differently. The session can be recorded to provide the information for non-attendees. Individual (presenter) video camera advisable.

          • Tutorials and lecture-style sessions
            This format sees one presenter/teacher presenting to multiple participants, where discussion or quizzing interaction is encouraged. The session can be recorded to provide the information for non-attendees or as revision for attendees. If no interaction is encouraged for this session, then the presentation may be best recorded using video creation tools like Camtasia or the Kaltura desktop recorder, both freely available at Flinders University. Individual (presenter) video camera advisable.

          • Presentation by a student for assessment or activity to a group of students

            This format is used in classrooms, where off-site students present to an on-campus class. View the room booking list and search for 'web conferencing' to find compatible rooms.

          • Student/other is absent from a physical classroom but can participate remotely
            You can conduct Collaborate sessions in enabled rooms on campus. This means that you can bring off-campus participants (students, guest lecturers) into the physical classroom, and have off-campus participants attend your classes synchronously. 

        • Many to many
          • Group discussion between students
            This format opens communication equally between all participants in a session. Common Uses for this approach is for student peer discussion over a shared task or assessment where location is a barrier. Other uses for this approach is to discuss topics from tutorial tasks. Breaking up large groups of students into small groups for facilitating the discussion is appropriate in this format. Individual video camera and recording of the session not advisable.

          • Presentation by a group of students for assessment or other task to another group of students
            This format will replace the face-to-face aural/visual presentation due to distance as a barrier. Students present to a small group of students and an assessor (teacher). The session can be recorded to provide information for non-attendees. Individual video camera not advisable (especially as break-out rooms are not recorded).

            Collaborate can also be used in some classrooms, meaning that off-site students could present to an on-campus class or vice versa. To find compatible classrooms, view the room booking list and search for 'web conferencing'.

          • Collaborative task between students
            This format includes students sharing documents and screens to support their collaboration, such as preparing for a presentation or other activity. Individual video camera and recording of the session not advisable.


        What does Collaborate look like?

        Collaborate provides Moderators (teachers in a session) and Participants (students in a session) with a simple, clean and user-friendly interface. The following video provides a quick introduction to the Collaborate interface:

        For more information on the Collaborate interface, please see the Collaborate support material for Session Interface Update


        Things to consider when planning your session


        Moderating large numbers or rich student collaboration can quickly become difficult in an online classroom. When planning your sessions, consider the interaction that you are wanting your students to partake in. The more complex the interactions, the more likely you'll need to support your students to complete the task.

        In some circumstances (eg large sessions, break-out rooms etc.) it may be best to have multiple Moderators present to facilitate the online session. Multiple Moderators allow a presenter to concentrate on presenting while other moderators monitor the chat, provide basic technical support to students etc.

         

        Time Zones

        The times in Collaborate are converted and displayed according to the timezones set on the student's device. For example, if you are in Adelaide and create a session that starts at 3 pm, a student in Sydney or Melbourne will see that it starts at 3:30 pm.


        Consider the student cohort

        Before holding a formal or required session, it is worth offering one or two informal Collaborate sessions to ensure your students are familiar with the technology and are able to test their microphone and webcam (if this is required).

        It is also important to consider students with limited bandwidth (eg students located in remote locations, students using mobile devices) as some features such as screen sharing or multiple webcams require a large amount of bandwidth to stream.

        Collaborate provides many features to assist in managing differing bandwidths. You can easily determine a student's relative ability to exchange audio, video, or application sharing during a session with the new session user connectivity indicators. It will also dynamically adjust what is being displayed within the session for each participant based on their current connection. For more information on how this works, access the Network Connect support material.

         

        Collaborate recordings for future use

        Collaborate recordings will be retained for the life of the FLO topic or 1 year. If you wish to reuse a recording from one topic availability to another, you'll need to download the recording and upload it to your Media Vault.

        If the recording is not capturing any collaboration or participation, it may be worth considering desktop video recording tools such as Camtasia or the Kaltura desktop recorder.

         

        Allowing students to moderate their own sessions

        The course room can be used by students and this does not require a staff member to be present - students can access the Course Room at any time from any device. By default, a Participants role allows them to share their audio and video. To find out more about roles in Collaborate, access the 'What can the different roles do' support materials.

        If you'd like your students to have all of the permissions that a Moderator has, your Course Room can be altered to give any person that enters Moderator (or Presenter) permissions. This will provide students with the collaborative tools outlined in the 'Collaborative sharing tools' section.

        Moderator for student

         

        Using Collaborate for assessment

        Please contact your College eLearning team to talk through considerations around using Collaborate for assessment purposes.

         

        Accessibility

        Collaborate has been built with enhanced accessibility features including support for JAWS, VoiceOver, Live Closed Captioning, Keyboard Navigation and Screen readers. For more information on these features, see the following information:


        Collaborative and sharing tools

        Collaborate provides several tools to share content and engage with session participants. These tools are as follows:

        • Breakout groups: Split participants within the session into small groups for collaboration
        • Chat: Text chat with all participants (chat also allows a restricted chat between Moderators)
        • Polling: Poll Participants with simple polls such as True / False or using 1 - 4 options that you define
        • Document or screen sharing: Either share your screen or upload a document to present to all participants

          Supported file types for uploaded documents include: .ppt, .pptx, .pdf and supported image files include: .gif, .jpeg, .png. It is recommended that you upload PowerPoint / PDF files rather than share your screen as this requires less bandwidth for all participants and increases the accessibility of the content

        The following video provides an overview of these sharing tools:

         


        Software, equipment, teaching spaces and telephone dialling

        Software

        For modern browsers, Collaborate does not require the installation of additional software or plugins. Flinders recommends using Google Chrome (latest available version) and Google Chrome version 79+ is required to utilise the application sharing and break-out room features.

        For staff computers managed by Flinders University, we recommend checking the Software Centre to ensure you have the most recent version of Google Chrome installed. Click here for instructions on using the Software Centre.

        More information on system requirements can be found here.

         

        Equipment

        When enabling your microphone or webcam in Collaborate, you'll need to provide Google Chrome permission to activate and transmit your webcam. Please refer to the Collaborate support materials when using Google Chrome.

        Video/webcam: When using Google Chrome, Collaborate is able to transmit up to five videos and audio (webcam and microphone) streams. Although more microphones and webcams can be enabled, Collaborate prioritises the top five based on who is currently speaking. There may be a slight delay while Collaborate re-enables a microphone/webcam for a participant that Collaborate has previously muted.

        Audio: It is recommended that any user who is speaking uses a headset with a microphone or uses the teleconference number to reduce the occurrence of background noise and feedback. Although Collaborate has echo cancellation built-in, using a headset will give the best experience. If a student does not have a headset, we advise requesting the student to use the teleconference number.

        Video chat kits are available for loan to academic staff for use in desktop video conferencing, virtual classroom sessions (eg Collaborate) or recording short videos for FLO. Each eLearning support team has:

        • 2 webchat kits (consisting of a webcam and USB headset)
        • 1 web group chat kit (consisting of a webcam and a Bluetooth microphone/speaker).
        An introductory PowerPoint slide for Collaborate (available here) can be placed as a starting slide to help students get started and troubleshoot common technical issues.

        Please contact your local eLearning support team for further details and booking.

         

        Teaching spaces and meeting rooms

        Flinders University has a number of teaching spaces and meeting rooms suitable for Collaborate. Please refer to the room booking list to see rooms that support web conferencing (including classrooms).

        IDS have produced a user guide for using Collaborate in a classroom.

         

        Telephone dialling / Teleconference number

        Collaborate allows users (moderators and participants) to listen/talk into a session by dialling into a telephone number and enter the session PIN (please note: each pin is unique to a session and an individual user in that session) - commonly referred to as teleconferencing. This is useful if a participant does not have the correct equipment, or is struggling to enable their microphone. Each participant receives a unique PIN for each session they enter (PIN is available within the Session Menu) and can dial into a local or international number to participate within the session. For help using this functionality click here.

        The local number for Adelaide is +61 8 7100 1859.




        Support for mobile browsers

        Collaborate works on mobile phones for participants and presenters, but some of the presentation features are limited.


        What mobile browsers does Collaborate work on?

        Collaborate supports the browsers on recent versions of iOS and Android. The Collaborate website has further details on what these are.

        Older mobile phones may work, but there is no guarantee that all features will work correctly.


        Features available on mobile browsers
        • Audio, video and chat are available
        • Breakout rooms and polling are available
        • Staus and feedback (e.g. raising hands) is available

        Screen sharing

        • You cannot initiate screen sharing on a mobile browser
        • Students on mobile browsers can view screen sharing started by other people

        File sharing

        • Files stored on your phone can be shared
        • Files previously uploaded to the room can be shared
        • On an iPhone, files stored in other third-party apps (e.g. OneDrive) are not accessible
        • On Android, files stored in other third-party apps (e.g. OneDrive) can be accessed

        Collaborate - testing guide

        Collaborate is a live, collaborative space that provides the ability to chat, screen-share, share audio and video, poll students, collaborate using a virtual whiteboard or group participants into small 'break-out' spaces. Using the Collaborate activity in a topic ideally consists of the following 5 stages.

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

        To help increase the stability of the system and increase performance, the following features are temporarily disabled by the vendor:

        • Timer (a countdown timer)
        • Chat typing indicator (a visual indicator that someone is typing. Chat is otherwise functional.)
        • The number of videos showing at any one time in some browsers has been reduced from 4 to 2

        Collaborate icon

        To ensure you don't disrupt your Collaborate teaching sessions with troubleshooting issues, it's advisable to run test sessions with students at key times. To do this you can either create a session and informally invite your students to visit during a scheduled time, or you can encourage your students to visit you using the 'Course Room'.


        Orientation / troubleshooting session for your students

        • Orientation session
          This should be arranged for the beginning of the semester and is a great way for everyone to come together and test their equipment in an informal session. This is then stress free as there's time to fix any technical issues students may be experiencing.

        • Using Collaborate to bring online students or guest speakers into a physical classroom
          This can be arranged with the group of students who are coming in remotely. The eLearning team can also help you test the classroom to ensure everything works as expected.

        • Using Collaborate at home
          This may not necessarily have students involved in the test, but you can arrange a call either with a colleague or a member of the eLearning team to test if your equipment works before your session.

        • Regular Collaborate sessions
          If you're running regular sessions within your topic, we advise joining the room a little early and encouraging your students to do the same so there is time to sort out any issues that may arise before the session is scheduled to begin.

        • FLO student support
          The FLO student help desk is available to support students when they require assistance with Collaborate.

        Course room (unlocked room)

        By default, Collaborate provides a 'Course Room' which is always open for impromptu sessions. It is also a good place to test access to a room for future scheduled sessions.

        The Course Room is open at all times and gives students the opportunity to meet with you or with each other at any time without the need to schedule sessions. It also enables users (you and your students) to check that they can enter the room and use some features, like video, audio and chat.

        course room unlocked

        If you'd like to schedule one (or more repeating sessions) with a start and an end date, you'll need to create sessions within the Collaborate interface.