1
St. Edward’s University Global Digital Classroom Faculty Manual
Global Digital
Classroom
Faculty Manual
Best Practices and Instructions
Manual Version 1.0
January 2014
Last Update 01/09/2014
2
St. Edward’s University Global Digital Classroom Faculty Manual
Contents
Best Practices on Conducting a Video Conference or Recording a Class Session.............................................3
As a Presenter ........................................................................................................................................... 3
Prepare in Advance and Timing ............................................................................................................ 3
Tips on Presenting ................................................................................................................................. 3
Steps on using a Global Digital Classroom to Record a Session using the Presentation Mode........................4
Steps on using a Global Digital Classroom to Record a Session using the Video Conference Mode and
Connecting to a Remote Location.....................................................................................................................7
Steps on Conducting a Video Conference with More than one Guest or Group .............................................8
Using Show and Share.....................................................................................................................................10
Students Viewing Published Videos ................................................................................................................12
Resources ........................................................................................................................................................14
This document is for internal educational and training use only. It is released to faculty or staff with
documented authorization and the educational need to access the Global Digital Classrooms.
Additionally, please note that this document is subject to frequent updates as updates are done to the Global
Digital Classrooms. However, this will serve as an initial guide to familiarize SEU Faculty and Staff with the use of
the equipment and software used in the Global Digital Classrooms.
Last Update 01/09/2014
3
St. Edward’s University Global Digital Classroom Faculty Manual
Best Practices on Conducting a Video Conference or Recording a Class
Session.
This section provides best practices on conducting a video conference or recording a class session in the
Global Digital Classrooms.
As a Presenter
Prepare in Advance and Timing
 Do prepare in advance for the meeting.
 Arrive at the conference room early and ensure the camera is set up correctly in the view as
needed (User Services will help make adjustments). Ensure that the furniture is set up correctly
for the audience. The setup time is crucial for establishing successful connections and should
be utilized to prepare for the upcoming presentation/conference.
 With a User Services staff member walk the room to test the video and check the audio, both
talking and listening, from various points in the room.
 The setup time is crucial for establishing successful connections and should be utilized to
prepare for the upcoming presentation/conference.
 When room scheduling permits, call each conference location at least 10 minutes before the
actual start time. This allows problems to be identified and resolved prior to the start of the
meeting.
 If additional information will be used during the meeting (documents, PDFs, PowerPoints, Etc.),
communicate the information with all sites by sending it in advance of the meeting even if you
plan to use those materials with the system during the meeting.
 Have distinct, well-advertised start and end times. Start and end on the dot. End the video
conference or stop recording at the end of the session. Do not have the webcam or audio on
outside the published times. You don’t want remote participants to hear offhand or even
undiplomatic remarks.
Tips on Presenting
 Introduce yourself and other participants when your site joins the conference.
 Use names to direct questions to specific people.
 Be courteous to other participants (wait for the person to finish speaking before jumping in).
 Make the session animated.
 Be yourself and have fun!
 Don’t carry on side conversations with your room audience. It is discourteous to your remote
listeners and can make them wonder what they are missing.
 Don’t pace widely or fast. You will literally make people seasick.
 Don’t walk constantly in and out of the camera’s view.
 View the screen display in the back of the room to see how the remote site is viewing you in the
classroom.
 Speak in crisp, conversational tones and pay close attention.
 When possible mute your mobile phone.
 Eliminate background noises near microphones (for example, laptop computer fan, mobile
Last Update 01/09/2014
4
St. Edward’s University Global Digital Classroom Faculty Manual







phones).
Avoid touching your face, fidgeting or moving too much.
Small noises can be big distractions. Avoid shuffling paper, covering the microphone, tapping
fingers, or clicking pens. These noises are easily picked up by the microphone and transmitted to
other viewers.
When choosing clothes for the video conference, keep it simple—dark, solid colors are always a
good choice.
Make it a standard practice for all sites to mute their microphones when not speaking. This
allows the current speaker to be seen by all sites without interruption.
Be aware of the transmission delay, pause for others to comment. Start talking and keep talking
and don't hesitate because you see or hear something unexpected. Small delays are always
present. Don't ask, "Can you hear me?” After speaking, pause to allow others to comment.
Ensure when setting the camera that overhead lights are not seen and the reflection of any
lighting on the table are not on camera. Make sure any blinds and doors are closed.
Avoid back lighting (bright sunlight from windows), by lowering the blinds.
Steps on using a Global Digital Classroom to Record a Session using the
Presentation Mode
1. Click on the Power Button on the Smart Podium in lower left hand corner. (This large screen on
the podium)
2. On the Extron click on Press Here to begin.
3. On the Extron select the Presentation Mode (This will automatically turn on the TV Displays in
the room. Select Videoconference Mode if external speakers or groups will be joining the class.
For a standard class, select Presentation mode. Presentation Mode will allow the instructor to
share a presentation or content on the main display.)
4. Note: On the Extron there is also an option to move the window shades up and down.
Last Update 01/09/2014
5
St. Edward’s University Global Digital Classroom Faculty Manual
5. Check the front microphone on the teacher’s station table to make sure the microphone is on.
(A green light will display.) Note: If setting up recording to start before class wait to turn this on.
6. On the Smart Podium click on the vControl Profile.
Last Update 01/09/2014
6
St. Edward’s University Global Digital Classroom Faculty Manual
7. To start recording a session in the click on the Round Green Start Button in vControl.
8. On the vControl click on Record and click on “Show my Courses”
9. Select your Name from “Please identify yourself” (The scrolling is not intuitive, you must left
click, hold and drag to scroll through the list in the grey space to the right of the names listed.)
10. Select your Course.
11. Select Record (This will call the Recording server. You will see numbers countdown on the
screens in the room to start the recording.)
12. After the session you will then end the recording by clicking on the end recording button.
13. At the end of the session there is a bright red icon to turn the System Off.
Note: Once the recorded video has ended then the video will be sent over to the Show and
Share server for processing. This takes time, depending on the length of the video. See the
Show and Share instructions on page 10.
Last Update 01/09/2014
7
St. Edward’s University Global Digital Classroom Faculty Manual
Steps on using a Global Digital Classroom to Record a Session using the
Video Conference Mode and Connecting to a Remote Location
Refer to the previous steps 1-11, selecting Videoconference mode in step 3, before continuing
through the following steps.
1. To connect to a remote location click on the Vyopta vControl Profile and in the Directory
click on the Dial button for the location you would like to call. For example, click on GDC
Room 141.
2. You should then see the remote location, once they accept the call. (The remote location by
default may be muted. On the screen displays it will show the Far End Microphone Icon. You
may want to notify the remote location to turn their microphone on for the call. )
3. To Display your screen, click on Present from the Vyopta VControl Profile. This will allow you
to show your presentation, or other class materials.
4. If you would like to display the remote location participants you may use the Vyopta
vControl Profile to select the Main camera.
Last Update 01/09/2014
8
St. Edward’s University Global Digital Classroom Faculty Manual
Steps on Conducting a Video Conference with More than one Guest or
Group
1. If more than one external person or group is connecting to the class you will need to use a
Bridge call. If only one person or site is joining, external guests can call the room directly at
gdc141.stedwards.edu or gdc143.stedwards.edu. To conduct a Bridge call select the room you
would like to call and then have guests call the same bridge address using the Jabber Video
client.
2. Note: For instructions on installing the Jabber Video Client and using it on a Mac, PC, or iPad
visit: http://intra.kth.se/en/it/kth-videoconferencing/2.46756/cisco-jabber-video-1.333418 or
view the GDC Guest Presenter Manual or the GDC Student Participant Manual.
3. When a Guest Speaker (Remote User) wants to join you must accept the call from the Smart
Podium. (The remote user must use Jabber to connect to the room. If the remote user wants to
share content, in Jabber there is an icon that states “Share Presentation” then select the app
that you would like to share.)
Last Update 01/09/2014
9
St. Edward’s University Global Digital Classroom Faculty Manual
14.
15.
16.
17.
18.
Known Issue: When a remote user is trying to use Jabber from the iPad this user will not see the
shared desktop from the main room bridge.
When in Video Conference Mode you may select the different displays such as the PC, Doc Cam,
HDMI, or VGA. From the Extron click on Aux and then select your source, next click on start
content.
To Display the class from the front of the room to the remote user(s) you will want to use the
vControl and select the Camera tab and choose Main Camera
From the Remote control, to have a dual display with the Guest (Remote User) and the Class,
you will select the Dual Display Icon, which is the third main button and select Equal.
After the session you will then end the recording by clicking on the record button. You may also
use the remote and click on the End Call Option, Disconnect All and click on the Check box on
the remote. On the Extron click on the Codec the first of the four buttons and then click on End
Call.
At the end of the session there is a bright red icon to turn the System Off.
Note: Once the recorded video has ended then the video will be sent over to the Show and
Share server for processing. This takes time, possibly an overnight process depending on the
length of the video.
Last Update 01/09/2014
10
St. Edward’s University Global Digital Classroom Faculty Manual
Using Show and Share
There is a significant time lapse between when the video is recorded and when it appears in show and
share. Please be patient to allow the recording to be processed. This will take between 30 minutes and
several hours.
1. Log into Show and Share at gdc.stedwards.edu by clicking on the Sign In link in the upper left
corner. Use your St. Edward’s login and password.
2. Click on My Account to see private videos. The videos that display on the main site are public
videos. Videos uploaded as private or to your class are under My Account.
3. In the Videos section, click on the Uploaded tab to see videos uploaded from a GDC recording.
4. By default, videos recorded from the GDCs are set to Publish to the class. If your class is setup
ahead of time, your students will be able to view the videos as soon as they are published to
Show and Share. Check with IT to make sure your class roster is pre-loaded into Show and
Share. You can still choose to edit the video to add tags. By default it will add tags with the
Course ID, the instructor’s name and the room location. You may also add comments and enable
features for students such as comments and ratings. To edit the video, add comments or publish
click on Manage Video.
5. You can upload additional files by clicking on Add Optional Files. You can add PowerPoint slides,
a text transcript, or add URLS to external content such as SlideShares or Prezi content.
6. Publish your page by clicking on the Go to Publish Page button. If you would prefer to Save as
Last Update 01/09/2014
11
St. Edward’s University Global Digital Classroom Faculty Manual
Draft for further editing click on Save as Draft.
7. The Publish Your Video page will give you another opportunity to edit description, retain
comments, etc. This is also where you set permissions. To make the video public, select “Allow
all users to view this video”. To restrict access, select “Allow only specific users to view this
video”.
8.
If you recorded the video from the GDC and already have a class setup, this class should show
up in the Group box. If you need to create a new group, click on Select Group.
a. To create a new group click on Create New Group. To add new members click on Add
New Users. Search for members from the SEU community. Select each user. A list of
Group members will appear. Click on Add New Users until the group is populated and
click on Save.
b. Click on Save Group to save your new group.
Last Update 01/09/2014
12
St. Edward’s University Global Digital Classroom Faculty Manual
9. On the Page Permissions you can choose to categorize your video, allow comments, ratings,
tagging and sharing.
10. To publish your video immediately click on Publish. You can also schedule your video to be
published at a later time.
11. Once you click on Publish it will take you to your My Account page and will display all the Status
Updates and Messages, Action Items and Requests, and Uploaded videos.
Students Viewing Published Videos
Once the videos are published students may visit gdc.stedwards.edu and login by clicking on the Sign In
link in the upper left corner. They will use their St. Edward’s login and password to sign in. They will be
able to view the videos under My Account based on the course they are enrolled in.
If you want to share your published videos through Blackboard follow these steps:
1. Click on the link to the published video you want to view
2. From the control menu below the video, click on the Share dropdown menu. There will be three
options to choose from to share with your students: Send Email, Copy Link (To be pasted into
documents or emails), or Copy Embed Code.
3. In the Copy and Share window, make sure to copy the Javascript code by selecting all the code
(Ctrl+A (Win) Cmd+A (Mac))
4. To add the Embed Code to your Blackboard course add a new item in one of the sections, for
Last Update 01/09/2014
13
St. Edward’s University Global Digital Classroom Faculty Manual
example, Assignments. Click on the Build Content Dropdown menu and select Item.
5. Next, add the Content Information, such as the Name and Description in the Text section. Using
the toolbar in the Text section click on the HTML Code View button.
6. Then, in the HTML code view window Paste the Javascript Code and click on Update.
7. Click on the Submit Button and then view the Embedded Video Item in the list of Assignments.
When students click on the link they will still need to log into Show and Share with their St.
Edward’s username and password to view the video.
Last Update 01/09/2014
14
St. Edward’s University Global Digital Classroom Faculty Manual
Resources
For questions about pedagogical usage of the Global Digital Classrooms contact:
Rebecca Davis
Instructional and Emerging Technology Director
rebeccad@stedwards.edu
512-637-1949
Or
Email Instructional Technology
instcom@stedwards.edu
For questions related to training please contact:
Joana Trimble Gandara
IT Training Manager
Joanat@stedwards.edu
512-464-8816
Or
Jenny Cha
IT Training Coordinator
jcha@stedwards.edu
512-448-8554
For Technical Support in the Global Digital Classrooms contact:
Austin Doak
matthewd@stedwards.edu
512-428-1244
Or
Eric Trimble
erict@stedwards.edu
512-448-8618
Last Update 01/09/2014