Video - recording guest lectures in Collaborate

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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!


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