Getting started with Online Rooms to conduct exam reviews

Online Rooms can be used to facilitate interactive presentations in which students are not simple listening to information, but actively engaged in the material. This strategy should not be used to replace a face-to-face lecture; rather it can be used to conduct online exam reviews, library database tours, or guest speakers. Below is a list of steps and strategies for using Online Rooms to conduct exam reviews. Please review the information below and contact Amy Mangrich (amangric@uwm.edu) with questions or additional needs.

Navigation bar:

In order for your students to use Online Rooms, you will only need to add [Online Rooms] to your course navigation bar. I believe that you have already done this step, but here are a set of instructions that will walk you through the process: http://d2ltipsandtricks.blogspot.com/2011/08/adding-online-rooms-to-your-navigation.html

Room Setup:

You will create a separate Online Room for each of your review sessions. Here are a set of instruction that will walk through these steps: http://d2ltipsandtricks.blogspot.com/2011/05/creating-online-room-in-your-d2l-course.html

In Step 7, under [Advanced Properties], select:

- [Attendees raise their hand on entry]

- [Moderators can view all private chats]

- [Moderators can edit & delete this room]

- [Archive Mode:] to [Automatic]

If you want students to be able to use audio and whiteboard, select [Participants have unrestricted access to resources].

Online Room Tools:

In most exam review sessions, instructors will use two tools primarily, the Audio feature and the Application Share feature. Below are links to online versions of these tutorials:

Online Rooms/Elluminate Audio Setup Wizard: http://d2ltipsandtricks.blogspot.com/2011/09/online-rooms-audio-setup-wizard-quick.html

Online Rooms/Elluminate Application Sharing: http://d2ltipsandtricks.blogspot.com/2011/09/online-rooms-using-application-sharing.html

If you wish to broadcast video via a webcam, here are some pointers for using video communication in Online Rooms: http://d2ltipsandtricks.blogspot.com/2011/09/using-audio-video-panel-quick-reference.html

Preparing to access Online Rooms:

Please inform your students that they will need high-speed internet connection and may need to be connected to the internet using an Ethernet cable, especially if you are using Application Sharing.

It is recommended that users access Online Rooms using the Mozilla Firefox browser. This can be downloaded, free of charge, at: http://www.mozilla.org/en-US/firefox/new/

Also, inform your students that many companies do not allow employees to download software, so if they plan to access Online Rooms while at work, please have students visit the following website to ensure that they have the necessary permission to download and install Online Rooms/Elluminate software plug-ins and updates: http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=1473

Students can make sure their computer is setup correctly by accessing the following site: http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=1473

Students should check System Requirements in Step 1. Then test their connection, settings, and configure audio (if using) in the Configuration Room in Step 2.

Tips for preventing technical issues during meetings:

Additional tips for accessing Online Rooms can be found here: http://d2ltipsandtricks.blogspot.com/2011/05/tips-for-accessing-online-rooms.html

The most common issues associated with Elluminate relate to Audio Communication. Tips for using Audio Communication in Online Rooms can be found here: http://d2ltipsandtricks.blogspot.com/2011/05/using-audio-communication-in-online.html

Practice facilitating Online Room meetings:

If you would like to practice using Online Rooms before you begin using them in your own course, you can add a fake user to your D2L course site using these instructions: http://d2ltipsandtricks.blogspot.com/2009/08/adding-someone-to-your-d2l-course-site.html

In Step #4 of the helpsheet, type the work “fake” the search box. There will be fake students with username AND password (numbered sequentially) "fake100" through fake129.” Choose one of these users and select [Student] as the [Role] when prompted.

Once the fake student is enrolled in your course, setup a sample Online Room in your D2L course site. You may want to refer back to these instructions: http://d2ltipsandtricks.blogspot.com/2011/05/creating-online-room-in-your-d2l-course.html

In Step #10, under [Attendees], add the fake student to the sample room. Using a different computer, you can log in to D2L as of the fake students and enter the Online Room. The username AND password are the *same* for fake student accounts.

Getting started with Online Rooms for Interactive Presentations

Online Rooms can be used to facilitate interactive presentations in which students are not simple listening to information, but actively engaged in the material. This strategy should not be used to replace a face-to-face lecture, rather it can be used to conduct online exam reviews, library database tours, or guest speakers. Below is a list of steps and strategies for implementing interactive presentations using Online Rooms. Please review the information below and contact Amy Mangrich (amangric@uwm.edu) with questions or additional needs.

Navigation bar:

In order for students to use Online Rooms, you will only need to add [Online Rooms] to your course navigation bar. Here are a set of instructions that will walk you through the process: http://d2ltipsandtricks.blogspot.com/2011/08/adding-online-rooms-to-your-navigation.html

Room Setup:

You will create a separate Online Room for each of your review sessions. Here are a set of instruction that will walk through these steps: http://d2ltipsandtricks.blogspot.com/2011/05/creating-online-room-in-your-d2l-course.html

In Step 7, under [Advanced Properties], select:

- [Attendees raise their hand on entry]

- [Moderators can view all private chats]

- [Moderators can edit & delete this room]

- [Archive Mode:] to [Automatic]

If you want students to be able to use audio and whiteboard, select [Participants have unrestricted access to resources].

Online Room Tools:

In most interactive presentations, instructors will use two tools primarily, the Audio feature and the Application Share feature. Below are links to online versions of these tutorials:

- Online Rooms/Elluminate Audio Setup Wizard: http://d2ltipsandtricks.blogspot.com/2011/09/online-rooms-audio-setup-wizard-quick.html

- Online Rooms/Elluminate Application Sharing: http://d2ltipsandtricks.blogspot.com/2011/09/online-rooms-using-application-sharing.html

In addition, if you wish to use the polling feature and the whiteboard, links to online versions of these tutorials:

- Online Rooms/Elluminate Polling: http://d2ltipsandtricks.blogspot.com/2011/09/online-rooms-using-polling-feature.html

- Online Rooms/Elluminate Whiteboard: http://d2ltipsandtricks.blogspot.com/2011/09/online-rooms-introduction-to-whiteboard.html

Participant Tools:

For interactive presentations, it is very likely that your students will use chat, the polling feature, and the whiteboard. You may wish to distribute the following resources to the students in advance of the session:

Sending Chat Messages as a Participant in Online Rooms: http://d2ltipsandtricks.blogspot.com/2011/05/sending-chat-messages-as-participant-in.html

Using the Polling Feature as a Participant in Online Rooms: http://d2ltipsandtricks.blogspot.com/2012/04/using-polling-feature-as-participant-in.html

Using the Whiteboard as a Participant in Online Rooms: http://d2ltipsandtricks.blogspot.com/2012/04/using-whiteboard-as-participant-in.html

Preparing to access Online Rooms:

Please inform your students that they will need high-speed internet connection and may need to be connected to the internet using an Ethernet cable, especially if you are using Application Sharing.

It is recommended that users access Online Rooms using the Mozilla Firefox browser. This can be downloaded, free of charge, at: http://www.mozilla.org/en-US/firefox/new/

Also, inform your students that many companies do not allow employees to download software, so if they plan to access Online Rooms while at work, please have students visit the following website to ensure that they have the necessary permission to download and install Online Rooms/Elluminate software plug-ins and updates: http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=1473

Students can make sure their computer is setup correctly by accessing the following site: http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=1473 Students should check System Requirements in Step 1. Then test their connection, settings, and configure audio (if using) in the Configuration Room in Step 2.

Tips for preventing technical issues during meetings:

Additional tips for accessing Online Rooms can be found here: http://d2ltipsandtricks.blogspot.com/2011/05/tips-for-accessing-online-rooms.html

The most common issues associated with Elluminate relate to Audio Communication. Tips for using Audio Communication in Online Rooms can be found here: http://d2ltipsandtricks.blogspot.com/2011/05/using-audio-communication-in-online.html

If you (or your students) use the audio feature, you MUST use a microphone headset -or- if using the microphone in a laptop, you MUST use a pair of headphone to listen to the session. Noise-cancelling USB connected microphone headset can be purchase from Logitech.com, here: http://bit.ly/p670G3

Practice facilitating Online Room meetings:

If you would like to practice using Online Rooms before you begin using them in your own course, you can add a fake user to your D2L course site using these instructions: http://d2ltipsandtricks.blogspot.com/2009/08/adding-someone-to-your-d2l-course-site.html

In Step #4 of the helpsheet, type the work “fake” the search box. There will be fake students with username AND password (numbered sequentially) "fake100" through fake129.” Choose one of these users and select [Student] as the [Role] when prompted.

Once the fake student is enrolled in your course, setup a sample Online Room in your D2L course site. You may want to refer back to these instructions: http://d2ltipsandtricks.blogspot.com/2011/05/creating-online-room-in-your-d2l-course.html

In Step #10, under [Attendees], add the fake student to the sample room. Using a different computer, you can log in to D2L as of the fake students and enter the Online Room. The username AND password are the *same* for fake student accounts.

Accessing Online Room Recordings:

Access to recorded sessions can be found in the [OnlineRooms] tab of your D2L course site. On the left, under [Online Rooms Area], select [Archives]. Identify the [Name] of the session room and the date of the session. Please note, if more than one session is conducted in an Online Room, the recording [Name] will not change, but the recording [Start Date] can be used to identify the correct session.

Using the Whiteboard as a Participant in Online Rooms

Available Whiteboard Tool

A full set of mark-up tools are available for all session participants from the free floating Tools Palette. The palette can be repositioned anywhere on the screen.

Using the Polling Feature as a Participant in Online Rooms

Participants can respond to a poll using the available response options. The options are located in the Participants panel. Click the Polling Response Menu and click the desired response.

Online Rooms - Elevated Privileges

Users experiencing difficulty with application sharing or desktop sharing in Online Rooms may need to log into their local computer as an administrator.

The first time a user attempts application or desktop sharing, they may receive the following (very long) popup message.

• If they are logged into their computer as an administrator, they can proceed by clicking OK.  
• If not, they must log out of the computer and re-enter the session after logging into the computer as an administrator.

------------begin quote of popup message---------------------
Elevated Privileges


When User Account Control (UAC) is enabled on Vista, Application Sharing in Blackboard Collaborate may be hosted with either standard or elevated privileges. Elevated privileges are required to share applications that use elevated privileges.


Elevated privileges are acquired via Tools > Application Sharing > Request Elevated Privileges. They can be relinquished via Tools > Application Sharing > Yield Elevated Privileges (return you to standard privileges). If you are hosting a application sharing session with standard privileges and you (or a person remotely controlling your desktop or application) perform an action that requires elevated privileges, Vista will prompt you for consent via a UAC consent dialog. this will cause the application sharing session to terminate. Also, without elevated Privileges, sharing of application will require more host CPU time than sharing the desktop (all of it or a region).


If you are hosting an application sharing session with elevated privileges and you perform an action that requires elevated privileges, Vista will not prompt you for consent. Instead, the action automatically will be either denied (if you are logged on as a standard user) or allowed (if you are logged on as an administrator).


[select box] Never show this dialog again.  [button - OK]
------------end quote of popup message---------------------

Online Rooms - Understanding Permissions

Understanding Permissions

Your access to Blackboard Collaborate Web Conferencing features is managed by permissions. Moderators can change your permissions, either by changing the global permissions (those that apply to all Participants) or by changing your permissions only.

Permission Indicators in the Participants List

Only those individual permissions (granted or revoked) that represent exceptions to the global permissions are displayed in the Participants list. When a Moderator removes your permission to use a globally permitted feature, the icon representing that feature is stamped with a red X and appears next to your name in the Participants list.

In the example below, the global permissions are set to the default (permission to use Audio, Video, Chat and Whiteboard but not Application Sharing, Web Tour and Closed-Captioning) and the exceptions to these are indicated by the icons in the Participants list.

The Moderator has granted Charlie the Closed-Captioning permission and revoked his permission to transmit video . Lucy has been granted the Application Sharing permission. Ricky has been granted the Web Tour permission and his Audio permission has been revoked: .

The table below shows the icons associated with each permission and describes what the permissions entail.

Icon		Permissions
		The Audio permission allows Participants to talk in the session. If the permission is not granted, they can still listen to others.
		The Video permission allows Participants to transmit video in the session. If the permission is not granted, they can still preview their own video and view the video transmissions of others.
		The Chat permission allows Participants to enter chat messages in the session. If the permission is not granted, they can still send private chat messages to Moderators and read the Chat messages of others.
		The Whiteboard permission allows Participants to use the drawing tools in the Whiteboard. It doesn't allow them to load content (e.g., presentations) into the Whiteboard nor navigate between pages, both of which require Moderator privileges. If the permission is not granted, Participants can still view the Whiteboard content entered by Moderators.
		The Application Sharing permission allows Participants to host an Application Sharing session. It also enables them to request remote control of anyone's Application Sharing session or the desktop of Moderators or other Participants who also have the Application Sharing permission; in both cases, the request can be denied by the host. It does not allow Participants to switch to Application Sharing mode, which is necessary before application sharing can take place – only Moderators can switch modes. If the Application Sharing permission is not granted, Participants can still view others' shared applications or desktops.
		The Web Tour permission allows Participants to host Web Tours and Web Pushes. It does not allow Participants to switch to Web Tour Mode, which is necessary before a Web Tour can take place – only Moderators can switch modes. If the Web Tour permission is not granted, Participants can still view others' Web Tours.
		The Closed-Captioning permission allows Participants to enter text into the Closed-Captioning window. If this permission is not granted, Participants can still read the Closed-Captioning text of others. (Note: this permission can be set only from the Participant option menu – i.e, it cannot be set globally for all Participants.)

Online Rooms - Introduction to the Whiteboard

Using the Whiteboard Quick Reference Guide

The Whiteboard is the primary area for displaying content in a session. PowerPoint content can be loaded to the Whiteboard. Tools are available that allow all users to draw or write on the page. Multiple users can interact on a page simultaneously. Moreover, the pages are object oriented meaning that all objects placed on the Whiteboard can be edited. The Moderator controls access to the Whiteboard.

Managing Pages

The Moderator has the ability to:

• Add New Pages


• Clear content added to a Page


• Remove a Page from the session

Available Whiteboard Tool

A full set of mark-up tools are available for all session participants from the free floating Tools Palette. The palette can be repositioned anywhere on the screen.

Properties Editor Palette

The Pen, Text, Shape and Line tools all have editable properties. The properties include the ability to change the color, line thickness known as stroke or font and font size for text. The Editor Palette will appear below the Tools Palette when the tool is chosen.

There are seven different pointers from which to choose. To change the pointer:

1. Click the Pointer tool.

2. Hold down the mouse and the pointer options will open.

3. Select the new pointer.

Using Clip Art

A standard library of Clip Art images and Background images are available for Moderators and for Participants if they have the Whiteboard permission. Customized Clip Art collections can be created and reused. See the full Moderator’s User Guide for more information.

To add Clip Art to a page:

1. Click the Clip Art button

2. Select the desired image from the tabbed library.

Using the Screen Capture

The Tools palette has a screen capture tool. This tool is used to capture a screen shot of another application or your desktop and paste the captured image on a Whiteboard page.

1. Click the Place a screen capture on the screen button.

2. Place the capture window over the region you would like to capture. Resize the capture region by clicking and dragging the capture window.

3. Click OK to create the screen captures.

4. You will be returned to the web conferencing Whiteboard. Place the screen capture on the Whiteboard by moving you mouse to the desired location and single click.

Managing Content on the Whiteboard Page

Content added to a page can be manipulated by selecting the content and right-clicking. From the menu there are a lot of options including:

• Object alignment


• Cut, Copy, Paste


• Grouping


• Properties


• Explore Objects

Object Explorer

The Object Explorer is available by clicking Explore Objects… The Object Explorer tracks what has been placed on the Whiteboard and by whom. This is a great way for the Moderator to monitor content.

Whiteboard Tips

• Create interactive Whiteboard activities to engage participants.


• Conduct brainstorming activities on the Whiteboard.


• Load animated GIF images to the page after static PowerPoint has been loaded.


• Add clickable URLs to the page after PowerPoint content has been loaded.


• Save the Whiteboards in WBD or WBP format to reuse in future sessions.


• Save the Whiteboards as PDF to be viewed outside of a session.

Online Rooms - Using Web Tour

Using Web Tour Quick Reference Guide

Web Tour allows Moderators to take Participants to a series of websites via an embedded browser window within the Blackboard Collaborate content window. Web Tour allows Participants to interact independently with content in the window and allows Moderators to redirect participants to any link. Web Tour is a great way of taking users through a website and then allowing them to interact on their own. For example, you can use Web Tour to take attendees to a website and then have them individually research a topic or complete a survey.

Starting Web Tour

The Moderator is the only session participant that can start a Web Tour. To start:

1. Click the Web Tour button.

2. Type a URL and hit <ENTER> on the keyboard.

3. The webpage will appear in the Content window for all Participants.

Note:

The links are live for all Participants therefore they are free to navigate the website.

Follow Me is a Moderator options. When selected the Moderator is able to resynchronize all participants to a particular webpage by moving to that page.

Use the buttons to move to previously viewed pages.

Send a clickable URL to the Chat panel for Participants to bookmark or save.

Using Web Push

Web Push is designed to open a website on each participant’s computer in a browser window which is not embedded into Blackboard Collaborate. This will give each participant the opportunity to bookmark or save the website address. From the Options menu, select Open URL in Browser… The Moderator has no control over the pushed URL and cannot close the Participant’s browser window.

Tips

• For websites that require users to log in, ensure that everyone has a username/password. Alternatively, you can use Application Sharing to allow participants to see your view of the website.


• When using Web Push, ask participants to use the emoticons or polling checkmark to indicate they have saved the pushed website and are ready to continue.


• List the website URLs that you plan to use during your session in a text document or store in you Notes library. Copy and paste the appropriate URL from this document.


• Play music during a session or while people wait for the session to begin using the Web Tour feature. Use an existing website or set up your own webpage on which the music you would like to share plays automatically. Using Web Tour, enter the URL. This will open everyone’s browser and automatically play the music placed there. Participants who join late will also hear the music as Web Tour is active the moment they login.

Online Rooms - Using Application Sharing

Using Application Sharing Quick Reference Guide

Application Sharing allows a Moderator or Participant to share any application or the entire desktop with other attendees. The host of the application share can grant remote control of his or her application(s) to others. This allows for true hands-on training, demonstrations, and support applications.

Starting Application Sharing

The Moderator is the only session participant that can start Application Sharing. To start:

1. Click the Application Sharing button

2. Select Share Desktop or a specific application from the list. Only open applications that are not minimized will appear on the list.

3. Click Share.

4. The shared application will display in the Content Window for Participants.

Sizing and Controlling the Application

The session participant who is sharing an application should size the application to the approximate size of the content window. This will ensure room on the monitor to see the Blackboard Collaborate side panels and the application. By default a yellow box will appear around the region that is being displayed. A small controller will be available with a button for Stop, Pause and Snap Shot.

The Participant Hosting the shared application will have indicator next to their name in the Participants List.

Giving Control of Your Application or Desktop

To give control of the shared application to another participant in the session, do the following:

1. Select the Participant from the Participants List

2. From the Tools menu, select Application Sharing > Give Control of Shared Applications. The Participant now has the ability to interact with the shared application.

3. To regain control, from your keyboard hold down the CTRL key and the Space at the same time. Control is now back to the host.

Giving Participants Application Sharing Permission

By default Participants do not have the permission to use Application Sharing. The Moderator may give permission to all Participants from the Global Options menu or to a single participant from the Participants Option menu.

If the permission is given globally, you will not see a change in the Participants List. However if it is given to an individual Participant, the Application Sharing permission icon will appear next to that Participants name.

Steps:

1. Give the Participant(s) Application Sharing permission as described above.

2. Click on the Application Sharing button to switch to that mode.

3. The Participant must click the Start Sharing button, select an application and click Share. Now all session Participants will see the shared application.

4. The Application Sharing permission will change to an active status.

Tips

• When another attendee is controlling your application, it is important to keep you hand off the mouse so you do not compete for control.


• When another attendee is controlling your application, use the audio hot key F2 to turn on and off your audio.


• When another attendee is controlling your application, use the Tab key to move between the panels.


• To view what your participants are seeing, from the Tools menu, select Application Sharing > Show Preview Window. A thumbnail of the shared application will display in a new window.

• Do not place the Preview window on top of the shared application because it will block transmission and appear as a black box on the Participants screens.


• The cursor of the shared application can be distinguished from the computer cursor by setting the Application Sharing Preferences to Emphasize Cursor. The cursor will be displayed in this manner

• If the area being shared is larger than the Application Sharing window, it can be scaled to fit the window. Select Scale to fit.

• You can optimize application sharing by selecting the Image Quality you want to transmit. Normal is the default. Go to Preferences > Application Sharing > Hosting Options to make a change.

Online Rooms - Using the Polling Feature Wizard

Using the Polling Feature Wizard Quick Reference Guide

The Polling feature allows you to poll your participants at any time using one of four different types of polls: Yes/No, Multiple-Choice (A-C, A-D or A-E), and Class Pace. You can use Polling to obtain quick responses to verbal or written questions. The poll type can be changed as many times as needed during a session. The Yes/No poll type is the default. By saving the Whiteboard, anonymous polling results can be saved and reviewed later in or out of a Blackboard Collaborate session.

Polling Types:

Type of Poll	Response Buttons
Yes/No
Multiple Choice Option 1
Multiple Choice Option 2
Multiple Choice Option 3

To Poll Participants

1. From the Tools menu, select Polling, select Type and select the type of poll you wish to use. Or select Polling from the Global Options menu. The default is Yes/No.

2. Present the polling question to the Participants verbally or on the Whiteboard.

3. Instruct the Participants to respond using the available response options. The options are located in the Participants panel. Click the Polling Response Menu and click the desired response.

Viewing and Clearing Polling Results

While conducting a Poll, the Moderator will see the results tabulated under the Polling Response Menu. To delete the responses, click the Clear button.

Hide and Show Responses

Determine if you wish to show or hide the polling responses from the participants by selecting or deselecting Make Responses Visible from the Tools > Polling menu.

Locking Responses

The Moderator can choose to lock the polling responses to prevent Participants from changing their answer. Select Lock Responses from Tools > Polling.

Publishing Reponses to the Whiteboard

Publishing the responses places a graphical representation of the results on the Whiteboard.

Tips

• Use Polling to break up the session and engage Participants.


• Use the Whiteboard to present your Polling question along with the responses.


• Hide the Polling results from your Participants until they have responded to ensure honest feedback. Reveal the results only after everyone has responded.


• If the Polling results were shown to the Participants they will also be shown in the recording. Hidden results are not recorded.