Collaborate Classroom - Setting up a Room

The University of Adelaide now has Bb Collaborate as a core technology within MyUni. Before deciding to use this asynchronous virtual classroom technology please do the following:

Before using Collaborate for the first time it is critical that you check that your computer has the required software and hardware that you need in order to successfully use Collaborate.

Visit the Blackboard Support page for Collaborate first time users to check your computer meets Collaborate requirements. Make sure that both your operating system and your Java installation get the green ticks of approval.
Ensure your computer configuration meets the Collaborate requirements regarding supported operating systems and browsers - see minimum system requirements .
NOTE: The University Service Desk can only provide support if the system requirements of your computer meet the minimum system requirements set by Collaborate.
Make sure your computer setup includes microphone and speakers – better yet use a headset with an attached microphone (it will help enormously if the headset with microphone has a USB connection and “plug and play” setup). Having an operational microphone is particularly important if you are expected to speak in the Collaborate event.
Check your audio setup before the event – see Using the Audio Setup Wizard – alternatively your Collaborate host may open the event a short time before the official start time to give you time to run the Audio Setup Wizard at the start of the event.
If you are using an iPad or iPhone to access the Collaborate event you will need to first download and install an app – see Mobile Collaboration and Web Conferencing
If you are using a Mac you may need to update some software – see Java - Mac OS X users unable to run Java

By the time you finish this tutorial you should be able to:

1. Find the Blackboard collaborate Virtual Classroom interactive tool within MyUni

2, Check and configure the Bb Collaborate conference room settings for the course

3. Create a new Room

4. Configure the room settings

1. Choose Blackboard Collaborate in the Interactive tools of MyUni

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1. Decide which area of your course you want to insert the link to your Bb Collaborate Classroom. Good pedagogy suggests that a synchronous event like a Bb Collaborate Classroom should be in context in an area like "Course Content". However by default there is a link to Bb Collaborate Classrooms in the Communication section of the course. We suggest you turn that link off on the Communication page and guide students through your contextual link/s

2. Select Tools > Blackboard Collaborate

2. Bb Collaborate List Page

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This is the "home page" for working with Bb Collaborate Virtual Classroom (VC) and all settings can be accessed from here.

1. There are two tabs, one shows the VC sessions that have been set up for the course, it has a search capability as these could be numerous over time. Next to this is another tab called "Previously Recorded" which lists all the sessions that have been recorded and the URL's of the archive recordings.

2. If you have multiple sessions over a period, the list of sessions may become long. Quite often it is helpful to be able to search for a specific session using the search fields

3. Here the individual sessions are listed with a hot link to the Bb Collaborate room itself

4. If you want to create a new session you click on the "Create Session" button. (Please refer to Step 9 below). The course defaults are usually OK for configuring a room so by accepting them, setting up a room is quite straightforward.

5. However the Bb Collaborate Building Block is configurable on how it sets up a Bb Collaborate VC. When you click the "Course Defaults" button a "Building Block Default Values" window appears.

3. Building Block Default Values Window: Search Defaults

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The Building Block Default Values Window has five tabs for setting the defaults of the Bb Collaborate VC as follows:

1. Search Defaults: Is where you set the ranges of the searches for both the sessions and the recordings The Institutional default is 7 days but is customizable.

2. Session Join Defaults: This window is how the user's name will appear in the session (Step 4 below)

3. Session Creation Information: This window has the settings for 11 different settings which are definable. (Step 5 & 6)

4. Session Creation Participation: This tab window is (Step 7)

5. Session Creation Sharing: This tab window is about setting up the Telephony if needed. (Step 8) This feature is not yet active within the University installation. This tutorial will be updated should this change.

Please select Submit before moving to the next tab. Note: There are two submit buttons which function identically and are there for convenience when there is page scrolling

4. Building Block Default Values Window: Session Join Defaults

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This window shows the default settings used by the University to display the name of a user within the Blackboard Collaborate session. The institution default is currently: FirstName LastName

1. Here the Instructor can change the institutional default to any of the shown options.

2. Once a setting has been changed you need to select the Submit button to save it

Then you can move onto the next tab " Session Creation Information" window if needed or select Submit.

5. Building Block Default Values Window: Session Creation Information Part A

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Here you can set the

1. The Session Title. Please note the default is defined under the window.

2. The Session Length. It is usually one hour.

3. When participants can enter the room. Usually 15 mins before the start of the session

You can then scroll down the window for the optional session attributes

6. Building Block Default Values Window: Session Creation Information Part B - Session Attributes (Optional)

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The session attributes all have defaults that be changed if desired.

4. Recording Mode: Default is manual i.e. moderator has to manually start and stop the recording.

5. Max Simultaneous Talkers: Default is usually 3 but moderators can change this if desired from settings when in the room itself.

6. Max Cameras: Also set at 3 but can be changed by moderators from settings when in the room itself.

7. Supervised: Default is off but if moderators wish they can set to on and see all private chat messages in the session. It would be good practice to advise students in advance each session if this is on. i.e Moderators can see the private chats between students.

8. All Permissions: All participants have full permissions access to session resources such as audio whiteboard etc. NOTE: This needs to be set to on if you are setting up a room for students to practice presenting for example. Where they log in automately as moderators.

9. Raise Hand on Entry: Participants automatically raise their hand when they join the session Default set to off.

10. Allow in-Session Invitations: Moderators can send invitations to join session from within the session. Default set to off.

11. Hide Names in Recordings: Names of session participants are hidden from viewers of the recordings. Default set to off.

When you are satisfied with the settings. Then you can move onto the next tab " Session Creation Participation" window if needed or:

12. Select the Submit button.

7. Building Block Default Values Window: Session Creation Participation

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There maybe times when you want to set up a room with colleagues and/or for students to rehearse presentations etc., so all participants need to be moderators on entry

1. This needs to be checked as the default is set to off.
Please Note: This setting needs the permission setting as on to increase permissions (#8 in Step 6 above)

When you are satisfied with the settings

2. Select the Submit button

8. Building Block Default Values Window: Session Creation Sharing [Not Active]

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Please leave these fields blank as this feature is not yet active within the University installation. This tutorial will be updated should this change.

1. Ensure you remember to select the Submit Button

9. Bb Collaborate Create Session Page: Configure the Room Part A

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Most of the time an instructor will just want to create a collaborate room and be satisfied with all the default settings. This step is the result of Selecting the Create Room Button on Step 2 above.

Please check that all settings

1. Session Title: The room has a default name but it is suggested that each room has a unique title for ease of identification

2. Session Type: Bb Collaborate is linked to you as an instructor and here you can choose whether this is just a room for this course or for more than one course you teach. Particularly useful for online office hours.

3. Courses: Here you can add or subtract courses you teach that share the room

4. Date: This indicates when the room is open or starts and closes or finishes. You can have a room start at the beginning of a course and finish at the ned. You can then use it for multiple sessions.

5. Early Session entry: Default is 15 mins before .... encouraging participants to join sessions early and do audio check etc. It helps the actual session flow.

10. Bb Collaborate Create Session Page: Configure the Room Part B

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Further settings when creating a room:

6. Repeat Session: If you check this box a pop down window appears for you to define the frequency e.g. daily and when you want the session repeated and until when.

7. Recording Mode: Default is manual which means moderators will get a warning at the start of the session to start recording, This is done manually and sometimes is forgotten. Train yourself to remember. Set to Automatic means everything including thing including the setup conversations at the start will be recorded,

8. Max Simultaneous Talkers: Default is 3 which means three people can speak the talk button at any one time. This is adjustable from within the room.

9. Max Cameras: Default is 3. The number of web cams allowed. Again this is adjustable using settings in the room.

10. Supervised: Default is off but if moderators wish they can set to on and see all private chat messages in the session. It would be good practice to advise students in advance each session if this is on. i.e Moderators can see the private chats between students.

11. All Permissions: All participants have full permissions access to session resources such as audio whiteboard etc. NOTE: This needs to be set to on if you are setting up a room for students to practice presenting for example. Where they log in automately as moderators.

12. Raise Hand on Entry: Participants automatically raise their hand when they join the session Default set to off.

13. Allow in-Session Invitations: Moderators can send invitations to join session from within the session. Default set to off.

14. Hide Names in Recordings: Names of session participants are hidden from viewers of the recordings. Default set to off.

When you are satisfied with the settings:

15. Select the Submit button

11. Adding the Bb Collaborate Room announcement to a Content Area

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It is recommended that moderators add the links and information to a Bb Collaborate Room in a content area in context of how it will be used. Please return to Bb Collaborate List Page (Step 2 above)

Your new room should now be listed.

1. Click on the double downwards arrows button next to the title and a drop down window will appear

2. Select Add Content item

The Add Content Item Details window will appear

12. Add Content Item Details

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1. Content Item Name: The default is the name of the Room.

2. Available Content Areas: Which content areas you want the item - it can be multiple areas.

3. Description: This is a description of the session.

4. Comment: A comment added to the Content Item.

5. Required: Can be checked

6. Date Restrictions: Please be careful to ensure the Content Item availability is aligned to the availability of the room.

Once completed remember

7. Select Submit.