Virtual Classroom (YouSeeU)

Virtual classroom (YouSeeU)

Note: Virtual Classroom (YouSeeU by Bongo) is now automatically activated in all Brightspace Courses and Sandboxes. Please note that a session cannot contain more than 150 participants with a maximum duration of 240 minutes.

Virtual Classroom (YouSeeU by Bongo) is suitable for online interactive classroom sessions (with a maximum of 150 participants per session and a duration maximum of 240 minutes), screen sharing & virtual whiteboard tools integrated, sharing sessions with external (not TU Delft) users, recording sessions and optional publishing of recordings to a Brightspace course offering.

During the Virtual Classroom, you can share:

  • PowerPoint slides, Word and PDF documents
  • Images
  • Annotations
  • Live drawing
  • Anything on your desktop
  • You can also use a webcam (you can share up to 7 webcams simultaneously).

Configuring Virtual Classroom

Note: if you want to save virtual classrooms, the calendar should be activated in Course Admin > Tools .

To schedule a meeting:

1.    Go to your course in Brightspace and select Collaboration and then Virtual Classroom in the Navigation bar. The first time you access YouSeeU interface, you might need to agree to share your information with our single sign-on service provider.

2.    After accessing Virtual Classroom, click the ”+” button to Schedule Meeting.

Note: the user that creates the meeting will be registered as moderator.

3.    A new window opens with the Schedule Meeting: give a name to your meeting as well as a date and time of the meeting.

4.    Choose the duration of the meeting (please note the maximum duration is 240 minutes) and if you want to automatically record your meeting. If you do not enable Automatically record meeting, you will still be able to record the meeting by clicking the Not Recording button in an ongoing meeting. This could be particularly useful if you need some initial time to prepare.

5.    You can also check the box Publish recorded meeting, which will convert the meeting link to a recording link available for viewing after processing, which may require 30-90 minutes depending on your meeting duration.

6.    It is also possible to allow for external participants. When ticking the respective box and saving the Schedule Meeting, you can then Copy External Link at the meeting Actions after you have created the meeting. This link can be sent to your external participants. When entering a meeting, external participants will only be prompted to enter their First and Last name. Be aware that anyone with a meeting link can enter the meeting.

7.    Then, select if the meeting is with the Whole class or not. When not selecting Invite entire class, you will be able to select the users you want to be able to join the meeting. Make sure you save the meeting settings and then click that meeting Actions and then Open meeting invites settings.

Be aware that users that haven’t yet accessed YouSeeU in the current course will not be listed for selection. Students can access the Virtual Classroom through the Collaboration tab on the Nav bar.

8. Lastly, if this will be a recurring meeting. You may have noticed that this option will only be visible if whole class is enabled as it is not possible to select users from the class in separate meetings. Recurring meetings are weekly meetings from 1 week up to 15 weeks and they keep the same settings for every meeting, including duration and start time.

9. Once you’re done click Save.

Students can access the Virtual Classroom through the Collaboration tab on the Nav bar, or you can add a scheduled meeting to your course content. The latter is only possible when you have selected invite entire class when setting up the meeting. To add the Virtual Classroom to content:

1.    Navigate to the course Content and click the module where you want to add the meeting.

2.    Then click Existing Activities and then Virtual Classroom.

3.    Choose the meeting you wish to add to your content. It’s recommended to review the title and description of the meeting as it will be added with the exact same information as when it was created in Virtual Classroom.

4.    Set up a start and end date if you wish your meeting to be visible at a certain time.

After scheduling a meeting, everyone with an instructor role or higher can enter the meeting room from the start time and during the meeting. Students will not be able to enter the meeting room until someone with an instructor role or higher enters.

To start a meeting:

1.    Go to Collaboration, click Virtual Classroom.

2.    Select your meeting from the scheduled meetings list.

3.    Click Launch in Actions or access the meeting at Course Content, Calendar Widget or the Course Schedule. You will then have access to the Meeting Lobby Page.

Note that Firefox and Chrome are the recommended browsers for Virtual Classroom sessions.

Instructors can enter the Lobby before the meeting start time, but they won’t have access to the Meeting Room. In the Lobby, instructors will find information about the Moderator, the Starting Time, Duration, Quick Tips and Session Management.

 

4.    After clicking the Enter Meeting Room instructors and students are asked “How would you like to join the audio?” with the option Microphone or Listen only (headphone icon).

If choosing Microphone, an private sound quality check is initialized. In the same screen, you can navigate to the audio settings. In this dialogue box you can chose the microphone and speaker source, check the audio stream volume and play sound.

5.    After the private audio test, you will have access to the Virtual Classroom canvas. To learn more about the canvas, click here.

Managing your Virtual Classroom

To manage a scheduled meeting, click Collaboration and then Virtual Classroom from the Navigation bar. You will then have an overview of the scheduled meetings and recordings.

When a meeting is scheduled it is possible to Launch, Copy External Link, Manage invites, Edit or Cancel. These options are available for each meeting Action.

1. Launch

Click here to launch your meeting.

2. Copy External Link

This option will be available when you select Allow external participants upon your meeting creation. Once the meeting is scheduled click on Copy External Link to share with external participants.

Note that this option will only be available prior to the meeting date.

3. Manage meetings

In case you didn’t invite the whole class to the meeting, use this option to select your invitations.

4. Edit

Within this option you can still edit the date, the time and the duration of your meeting. It is also possible to change the setting of the following:

  • Start record automatically
  • Automatic link to recording
  • Allow external participants

5. Cancel

Click Cancel to delete your scheduled meeting.

Important:

  • It is not possible to enter a meeting that has ended or that has not started yet.
  • Meetings that were scheduled in the past and did not have any participants stay visible on the Schedule meeting list.
  • It is not possible to edit or cancel a meeting that has started.
  • Due a technical issue it is not possible for instructors to delete scheduled meetings or recordings. If you wish to so, we recommend renaming the meeting, clearly signalling the meeting to delete (for example adding “to delete” at the end) and contacting Brightspace Support. We hope to solve this issue as soon as possible.

When having multiple meetings, you might need to scroll down to the Virtual Classroom overview in order to visualize the recorded meetings.

Recorded meetings do not become immediately available, they can take up to 90 minutes to process, depending on your meeting duration. After that, it is possible to Preview, Copy Public URL, Download or Delete every single meeting. These options are available under Actions.

1. Preview

Click on Preview to see a previous recorded meeting.

A pop up menu opens where you can see all the content that has been presented during the Virtual Classroom meeting.

2. Copy Public URL

Click Copy Public URL to retrieve the url of your presentation.

3. Download

Click Download to download the presentation as a zip file.

4. Delete

Click Delete to delete the presentation.

 

Important:
Please be aware that due a technical issue it is not possible for instructors to delete scheduled meetings or recordings. If you wish to so, we recommend renaming the meeting, clearly signalling the meeting to delete (for example adding “to delete” at the end) and contacting Brightspace Support. We hope to solve this issue as soon as possible.

Main Canvas Area

Centered in the middle is the space for slide presentation and desktop sharing. To learn how to upload a presentation, click here

While presenting slides, the presenter has access to a previous and next button and a Slide selecting drop-down. 

On the right-hand side of the canvas area, four buttons can be found:

These buttons can be used for (from top to bottom):

  1. Tools – For selecting drawing, writing or pointer .
  2. Annotation removal (similar to ctrl-z).
  3. Remove all annotations.
  4. Multi-User mode initialization – When selected, all users can make annotations.

At the top left, you can expand options for participants list, chat and shared webcams.

Clicking the first icon will show the Participants list on the left. As an instructor or a student it is possible to initiate a Private Chat with anyone by clicking on the user (unless the feature is locked in Settings) and Clear your own Status. Instructors can also Clear anyone else’s StatusMake anyone presenter and Kick a user.

At the top left, you can expand sections for participants list, chat and shared webcams.

Clicking the second icon opens the Public Chat on the left. 

If the Participant list is also open, they are displayed side by side. In case you have selected for Audio earlier on, you will get a welcoming message and also information and tips on how to join the audio, including phone access. Please note that only Instructors can join audio using phone. With Public Chat, both, Students and Instructors can send messages to each other. The Instructor can also Upload file at the top right, which can be uploaded from a local computer.

Title, recording and connection quality

At the top of screen, you’ll find the title of the meeting and next to it, the recording button.

The current Presenter can click it to start recording the meeting. The circle will then change to red and the Recording will be visible to all participants.

Be aware that if the Start record automatically option was checked when you scheduled the meeting, the session automatically starts recording the moment you enter the meeting room. However, clicking the record button sets start and end points for the final recording.

If you want to have some initial time to prepare the session, then don’t choose Start record automatically option when scheduling a meeting, and press the recording icon when you are ready.

There are 3 icons at the top right corner of the canvas:

The first icon is an internet connection speed indicator. This green/yellow/red indicator lets you know whether or not you are connected to your Virtual Classroom session with sufficient speed to participate fully in the meeting. You can click on the icon to get more information about your connection:

If you have a yellow or red indicator, you will likely experience issues like not being able to see or share webcams or desktop, as well as potential audio issues. If this is the case, using an Ethernet cable instead of WiFi might improve your connection.

The second icon allows to:

  • Enter Settings (more info here)
  • See information about your session
  • End the meeting 
  • (Temporarily) leave the meeting

 

Settings

Clicking the Settings icon allows you to change the default ApplicationClosed captions, Data Savings and Participants settings. Any changes made here can only be seen by the user who makes the changes.

In the Application settings it is possible to enable/disable Audio Alerts for Chat, Popup Alerts for Chat and to increase or decrease Font-Size.

Clicking the Settings icon allows you to change the default ApplicationClosed captions, Data Savings and Participants settings. Any changes made here can only be seen by the user who makes the changes.

The Closed Captions option allows each participant to self-assign himself (if no one else has done it before in the meeting) the stenographer role, providing real time captioning for the other participants. To do so, make sure to check the Closed captions checkbox. It is also possible to change the default Font-Family and Font-Size.

To be able to see captions, participants would then need to enable Closed captions as well and an overlay will appear within the Virtual Classroom meeting space; the user can resize and place this frame anywhere on the page.

Note: only one participant can take ownership of the stenographer role and anyone can take ownership. Be clear to instruct participants not to take unauthorized ownership of the stenograph role.

 

The stenographer will type into the frame and other participants who have activated the closed caption function will see, in real time, captions as they are added.

Clicking the Settings icon allows you to change the default ApplicationClosed captions, Data Savings and Participants settings. Any changes made here can only be seen by the user who makes the changes.

The Data Savings settings enable you lower the bandwidth usage, by allowing or disallowing camera sharing and/or desktop sharing

Clicking the Settings icon allows you to change the default ApplicationClosed captions, Data Savings and Participants settings. Any changes made here can only be seen by the user who makes the changes.

The Participants settings enable you to lock (disable) students’ webcam, microphone, and ability to chat publicly and/or privately. 

Clicking the Settings icon allows you to change the default ApplicationClosed captions, Data Savings and Participants settings. Any changes made here can only be seen by the user who makes the changes.

The final type of setting you can adjust are the Advanced settings. They enable you to route the data through a TURN server, which assists in firewalls for multimedia applications.

Audio settings, sharing webcam and desktop, drawing and participant status

The following settings and functionalities are available in the bottom center of the screen.

To mute or un-mute your microphone temporarily, click on the most left icon. There is only one button for both options. The icon will change according to the active option.

The following settings and functionalities are available in the bottom center of the screen.

To join or leave the audio, click the most left icon (microphone). There is only one button for both options. The icon will change according to the active option.

The following settings and functionalities are available in the bottom center of the screen.

Clicking the third icon from the left will open Video Menu.  From here, you can select to Share the Camera. The icon will now become red. When clicking on the icon again, you can now unshare your camera.

If you or any other participant is sharing his/her camera, you can navigate to the camera icon and select the swap option. This will make the camera view large, and the presentation small. When clicking on this icon again, you change back to the original lay-out.

 

 

 

 

 

The following settings and functionalities are available in the bottom center of the screen.

Clicking the fourth button, the Share Screen allows you to share an entire screen (from any screen you have currently available) or an Application Window (which only broadcasts a specific application window). 

Note: not all applications can be shared using the Application Window. Please confirm beforehand if the specific application used on the meeting can be shared using this functionality and if not use the entire screen functionality. It’s advisable to remove any possible distractions from a entire screen broadcast, so some preparation might be required.

 

In order to allow the desktop to be shared it is required to install a browser extension (Chrome) or permit the access (Firefox).

 

If using Firefox, simply select the Window to Share and click  Allow

 

 

 

 

 

 

If using Google Chrome, when asked, click  Yes to install the Chrome extension for desktop sharing. 

 

Note: Firefox Desktop sharing only allows to share windows, which are applications that are running, but not all of them, and doesn’t allow sharing the entire screen. Please use Google Chrome if you wish to use screen sharing.
A webpage at Chrome web store for that specific extension will open. Click + ADD TO CHROME.

The extension will then be added to Chrome. In order to Share your screen you might need to refresh the meeting page and click Share webcam once again.

Doing so, will display a window allowing the Presenter to share the Entire Screen or an Application Window.

The Entire Screen or the Application Window will then be displayed at the main canvas area replacing any slide that might have been present. You can pause or temporarily go back to your presentation by clicking the associated buttons on the bottom of the page.

The following settings and functionalities are available in the bottom center of the screen.

The last icon is Status

You can raise you hands or share status related to their understanding of the presentation by clicking the Status button below the presentation space.

 

This status will be displayed in the Participants pullout, in the circle to the left of the user’s name. 

Creating Groups

for more information about breakout-rooms click here

Make a meeting for every group and select “invite entire class”. Then let students go to the correct group themselves via “Collaboration”  > “Virtual Classroom”. It is also possible to add the meetings to a “Module”  or Content-item.

  •             Advantage: Least amount of work.
  •             Disadvantage: no restriction, every student can potentially access every group.

Make a meeting for every group when setting up the virtual classroom; do not select “invite entire class”. Then for every meeting go to the actions (three vertically stacked dots) menu and select “Manage invites”. Click on the persons you want in the group (Users that haven’t yet accessed YouSeeU in the current course will not be listed for selection).

Note: you can only add students who have accessed the virtual classroom in your course.

 

Optional: To add the meeting to the Content/(Sub)Module; add the meeting via “Existing Activities” => “External Learning Tools”. (All meetings are listed separately in the list. Do not select “Virtual Classroom launch”).

  • Advantage: Only students who are invited can enter.
  • Disadvantages: More work & students need to access Virtual Classroom before being able to              make the groups.

Make a meeting for every group; deselect “Invite entire class”, select ”Allow external participants” and Save the meeting. Then add (Sub)Modules in the Brightspace course for every group and restrict them to a group using the Release Conditions. After this you can add the correct meeting per group via “Existing Activities” => “External Learning Tools”. (All meetings are listed separately in the list. Do not select “Virtual Classroom launch”).

Another options is to mail every student the link with the correct meeting, but this is not advised as they can share the link and you cannot verify the identity of the students.

  •             Advantage: Less time consuming
  •             Disadvantage: Students might share the link and/or pretend to be someone else(!)

Actions: breakout room, mute all, initiate a poll, upload a presentation

Only the moderator will have access to Actions at the bottom left allowing him to go to Breakout Rooms, Mute AllUpload a presentation or Initiate a poll.

 

In Virtual Classroom, instructors can temporarily divide learners into 2-6 Breakout Rooms (small groups) for discussion. Learners can upload presentations, and share their desktop. The work in this space will not be saved or recorded. Breakout rooms are only available for instructor-scheduled sessions. More information about Breakout Rooms can be found here

Only the moderator will have access to Actions at the bottom left allowing him to go to Breakout Rooms, Mute AllUpload a presentation or Initiate a poll.

 

Mute all will mute the microphone sound of all participants, including yourself. You can confirm by checking the participant list and at the microphone icon if you have chosen to enter audio. By clicking again the Mute all it will change to Unmute all

 

Note: when Muting all, instructors can unmute a specific participant, at the participant list, including yourself. Students can also unmute themselves. If you wish to keep the sound muted for all participants and not having anyone unmuting themselves it is advised to include that instruction at the participation guidelines.

Only the moderator will have access to Actions at the bottom left allowing him to go to Breakout Rooms, Mute AllUpload a presentation or Initiate a poll.

When clicking the Initiate a poll option the moderator will have 8 options: Yes/No, True/False, A/B, A/B/C, A/B/C/D, A/B/C/D/E, A/B/C/D/E/F and Custom poll.

Choose the poll type from the menu that correlates with the type of question you will ask. Ask the poll question and allow time for participants to respond before publishing as it will close down the poll.

You can upload a file/slide with the poll questions and display it in the presentation window while combining them with the poll options.

You can also create a custom poll type if needed. When Create Custom… is selected, you will be prompted to enter polling choices. You may enter up to six answer choices for students to choose from.

As soon a type of poll is chosen by the moderator, students will see the available options and can chose one. The Live poll results  displays the current results before publishing.

Note: if a student enters a meeting while a poll has been initiated she/he will not be able to see it. The moderator would need to re-initiate the poll to allow the student to participate.

After clicking  close poll and publish results, the live poll results are displayed overlaying any existing loaded presentation and no more answers are allowed.

Note: make sure you publish the poll to share the results with everyone as well as to keep it visible if the meeting is being recorded.

The published poll results stays at the bottom right corner of the current slide and can be reviewed by returning to that specific slide.

Note: polls cannot be deleted from the bottom right corner but they can be replaced by another poll.

Only the moderator will have access to Actions at the bottom left allowing him to go to Breakout Rooms, Mute AllUpload a presentation or Initiate a poll.

Clicking the Upload a presentation activates an overlay window to select files for your presentation. 

You can drag a file from your computer into the uploading window or click on Click here for uploading to open your file browser.

After opening a file, each slide is then converted in pages for navigation. 

Files selected or dragged into the uploader will appear in a list of presentations with buttons to Start or Delete the file. The file most recently uploaded will automatically be shown in the presentation space.

To navigate between uploaded files for use in the presentation space, click the Actions button and select Upload a presentation to return to the list of uploaded files.

Then click the Start button for the file you would like to switch to.

Breakout Rooms

In Virtual Classroom, instructors can temporarily divide learners into 2-6 Breakout Rooms (small groups) for discussion. Learners can upload presentations, and share their desktop. The work in this space will not be saved or recorded. Breakout rooms are only available for instructor-scheduled sessions.

  1. To initiate Breakout Rooms, click the Actions button in the bottom left corner. Select Breakout Rooms.
  2. Select the number of breakout rooms you would like to create (minimum of 2 rooms, maximum of 6).
  3. Indicate the time limit for the breakout session.
  4. Drag and drop names in the main session to assign them to the preferred Breakout Room.
  5. When finished, click Create.
  6. Users will now receive an invitation to join their assigned Breakout Room. The first person to enter the breakout room will be assigned the Moderator role.

 

Note: If a user joins the main Virtual classroom late, you will be able to add them to a break out session by selecting “Invite to Breakout room”.
  • You can monitor Breakout Rooms by clicking the Actions button and selecting Show breakout rooms.
  • To join a Breakout Room, click Enter Room. The Breakout Room will open a new tab.
  • You can also join a Breakout Room by clicking on the drop down menu icon next to the meeting name.
  • If you would like to leave one breakout room and join another one, close the Breakout Room tab and repeat the process above.

There is a countdown timer at the top of the screen in a Breakout Room. Learners will automatically rejoin the main Virtual Classroom when the timer runs out.

You can also end a Breakout Room session by clicking on the Actions button and selecting “Close all Breakout Rooms”.

 

Further Help

When you open Virtual Classroom in a course offering in Brightspace, there is more help & information to be found under the action dots > “HELP?” in the upper right corner of the screen. If you do not manage to find the answer to your question here, you can always get in touch with the brightspace support desk

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