Facilitating Sessions Using Blackboard Collaborate

Step 1: Using a Chrome browser log into Blackboard and navigate to your course. Note: Chrome is the best browser, IE, Edge, Firefox, etc. may cause connectivity issues. 

Step 2: Click on your Collaborate Menu link that you created. Click on the session you wish to facilitate.

Blackboard Collaborate session link

Step 3: Click on Join Session.

Join session link

This will place you in the session as the moderator. Your room will likely be empty as you will generally be the first joining.

Open session with room empty notification
Step 4: You will want to load any files and/or open any windows (youtube, word, and other websites or applications) so your content is prepared.

Click on the Collaborate Panel (purple chevron) in the lower-left corner to open the menu.

Pink chevron

This will open session tools that you will use during the session. 

Step 5: Click on the Share Content Icon to display the share content options. 

Session task tool options

Share Application/Screen:

You will be asked if you want to Share your Entire Screen or Just an Application. If you share your Entire Screen students will be able to see everything that you have open and your tabs, etc.  They cannot take control of your desktop, they can only view it. You will need to select the screen that you wish to share before the share button is enabled. 

Remember to select share audio of you are using embedded videos or YouTube. 

NOTE: When you share your entire screen the image will display as an accordion of screens. This is normal until you select a different tab.  

If you select Just an Application, you will be asked which application you want to share.  Choose the application you want to share.
NOTE: You must already have the application open before you can share it.  We recommend opening the applications you want to share BEFORE the session starts.

Tip: If you have Youtube video content in PowerPoint, you may consider using the Share Screen so you can navigate between your PowerPoint and Youtube windows for the most effective play of the video.

Share Camera

The Share camera option gives you the ability to share more than one camera. Share your video and share another camera connected to your computer. Students can see you and anything else you want to show. You’re only limited by the number of cameras and USB ports in your computer.

Share Files:

You can upload GIF, JPEG and PNG images, PDF files, or PowerPoint presentations of 60MB or lower to your session. You can upload multiple presentations, however, the total size allowed is 125 MB or lower for any particular session. Files can also be loaded prior to the session starting, the files will remain in the session until they are deleted by the moderator. 

Once you select share files, you can drag and drop the corresponding files into the area. You can also click on the area to open and select files from your computer. 

add files drop area

The files will load below, when are you are ready to share, you click on the appropriate file and then select share now. To stop sharing you can select the stop sharing icon. 

For more information on Sharing Files please view the video below. 

You are ready to facilitate the session.

Step 6: Using the audio and visual controls at the bottom of the screen:
Unmute your microphone so participants can hear you (when you join the session the microphone is automatically muted) You will see a green microphone when you have successfully unmuted. The same applies for students/participants of the session regarding muted audio.

Enable your video so participants can see you (when you join the session the camera is automatically disabled). Click on the video camera icon to enable. The same applies for students/participants regarding disabled video.

Important Note: Your audio/video will be enabled until you disable it, so essentially your audio and camera is on. If you take a break or assign an activity it is a good idea to turn your audio/video off/disable until break is over and re-enable when you resume the synchronous session, so your break actions are private.

audio and visual controls

Facilitation Tips:

Video: If video is not required for the session, we recommend video is not enabled by the moderator/faculty and students/participants as it takes of bandwidth and may affect performance. 

Audio: Advise students/participants to mute their audio when they are not speaking during the session. If they have a question they can use the “raise hand” feature beside the video icon.


Step 7:
click on the Collaborate panel (purple chevron) in the lower right-hand corner of your screen.

Pink chevron

Click on the participant icon to identify who has joined your session.

Collaborate tools with the participant icon identified in purple

In this example, you are the only one in the room. As participants join the session this number will increase and their name will appear above in the attendee list.

list of attendees including names and collaborate role

If you have asked students/participants to mute their microphones but are still hearing background noise and it is disrupting to the session, the moderator/faculty can automatically mute all microphones. To do this:
Click on the three dots to the right of the attendees at the top of the Participant icon in Session Tools.

2 Attendees

Click on Mute all.

screen capture of Mute all

Step 8: If you plan to record the session, advise the participants.

To begin the recording, click on the menu icon in the top left of your screen to open the menu. 

Menu icon

Click on Start Recording.

start recording icon

The recording icon will appear beside your menu icon.

Recording icon will remind students the session is being recorded

Step 9: Moderator/presenter will now share files, share your screen/application, or bring up a whiteboard.

Session task tool options

 

Step 10. Open and monitor the chat window by selecting the chat icon (chat bubble). 

Chat window settings

You can enter a chat to welcome participants by typing in the Say something text box. Here is where you will monitor the chat during the session. You will see options at the top of the page to chat with specific attendees, (find someone to chat with) every one or moderators.

chat options 

Monitor raised hands. You can identify any students wishing to communicate by monitoring the chat window and watching for a student who raises their hand. Raised hands will turn the icon pink and add a number indicating a raised hand. Address the question and then click on the icon to lower the hand and continue the session.

raised hand icon

Note: If you are sharing your screen you can edit the notifications so that you will still see when someone adds to the chat or raises their hand. You can add visual and audio notifications. This allows you to minimize the session details and still monitor the session. 

Select session settings and then edit the notification settings. 

Notification settings details

Step 11. Remember to stop recording at the end of the session. Click on the menu icon and then Stop Recording. 

Recording icon will remind students the session is being recorded Stop recording icon

Depending on the length of your session, it will take a little time to process the recording.

If you want instructions on how to view/share the recording, see the tip sheet – Viewing Your Bb Collaborate Recording.

Step 12. At the bottom of the menu icon you will see the option to Leave Session. 

  • Log in using Chrome for best functionality. 
  • When facilitating a collaborate session remotely, it is a good idea to practice a few times before your first session. This can be done by using two computers side by side or having a friend or colleague join a session using the guest link. 
  • Ensure that your mic and camera are working. It is best to use a headset to reduce any background noise. 
  • Ask participants to mute their mics to reduce any background noise as well. They can unmute it when they have a question. 
  • Preload materials whenever possible, this can occur using the share files area by uploading the file options or you can open the applications or websites that you will be using. (Setting up Your Collaborate Session)
  • Check-in with your participants throughout the session the same way you would if you were in the classroom. 
  • Keep the chat feature open to monitor questions and comments or ensure notification settings allow pop-ups so that you are notified when someone posts to the chat area. 
  • Remember to start and end the recording if required.
  • Remember to Leave Session when finished. 

NOTE: You will need to share information with your students regarding their access to and participation in these sessions. This can be done by email, announcements or both. Please see the recommended Sample Email/Announcement. Feel free to cut and paste this message so that you can edit and update it as required for your course. 

The following is a guide that can be shared with your students. It outlines some best practices and troubleshooting as well as how to access and participate in a collaborate session. 

Accessing and Participating in a Collaborate Session in Bb

  • Before starting the class, you will need to ensure you have access to a camera and/or microphone. If the teaching station is not equipped with a hover cam you will need to reserve one through the service desk.

      Myloyalist portal icons with service desk equipment book outlined in red.

  • Once there,  you will need to follow the booking options. Once you filter using Staff or Faculty you will have access to the search area. Search for document camera and then add to basket.

       document camera usb

  • Before you start your session, you will need to plug the document camera directly into the computer. 
  • When you start your session the document camera will be one of the audio options as well as the camera option.
  • Ensure that the camera is facing you and not the students and remember to stay within the camera range when facilitating the class. 
  • It is recommended that you have another person, typically a student, log into the collaborate session from the classroom so they can monitor the chat and any questions that the online students might have. 
  • Remember to acknowledge the online students throughout your presentation and check in with them periodically to see if there are any questions. 
  • It is also a good idea to look at the camera when addressing online students. This makes the session more personal for online users.
  • Remember to start the recording if needed. 
  • Remember to stop recording and Leave Session at the end of the class.  
  • Join the session early. Give yourself time to learn what you can and can’t do in the session. Add a profile picture and set up your audio and video. If you are presenting, make sure you can share content. Practice using the tools.
  • Be on time. If you can’t be early, be on time. Let the moderator know if you are going to be late or absent. Everyone can set notifications to alert them when someone has joined the session and may see who is joining when.
  • Introduce yourself. Don’t assume everyone automatically recognizes your voice. State your name the first few times you speak. Let moderators know who is participating. Give everyone a chance to know you.
  • Make eye contact. If you are sharing video, look at the camera and not the session. It may feel weird but it shows you are engaged in the session. If you need to multi-task during the session, shut your video off to avoid looking distracted.
  • Mute yourself when not speaking. Nothing is more distracting than background noise. For example, typing or a private conversation. It can also give the impression that you aren’t paying attention.
  • Be professional. You may be joining the session from somewhere private but you are not alone. You are face-to-face with your peers, instructors, and guest experts. Make a good impression. Participate. Don’t talk over someone. Raise your hand if there is no opening to speak. Type questions and feedback in the chat. Pick your best profile picture. Watch your mannerisms and facial expressions.
  • Take an active part. Use the feedback feature and chat to show your engagement.
  • Keep your focus. Close all programs on your computer except for the browser you are using for your Collaborate session.
  • Use a hard-wired (Ethernet) connection, if available. If not available, use a Wifi connection.
  • Stay up to date. Only use up-to-date Internet browsers that are supported by Blackboard Collaborate.  
  • Limit video use. Use video during the session only when necessary.