Arrange and manage a session

What is it?

This guide will talk you through how to arrange and manage a Collaborate session in MyDundee.

What does it do?

To join, create or manage sessions, go into your module – the Collaborate links are in the left-hand menu. 

The ‘Join Session’ link is where you can join all sessions that are open. You can also access the Course Room from here. 

The Course Room is available for you and your students to go in and use at any time. You may want to close it before and/or during your scheduled sessions in order to avoid confusion.

What should I know?

In the information below, we’ll walk you through all of the steps to create a session and the session settings. Remember to Save whenever you are done setting up your session, and after any edits you make to it.

Set up a session

Step 1: Click on the ‘…’ menu to Get course room guest linkedit course room settings and Disable course room. From here you can also View any recordings you have taken from your sessions. 

Screenshot of the Details and Actions menu starting from the Blackboard Collaborate item. The three dots by the Blackboard Collaborate is open to the Collaborate menu.

Step 2: To set up a session, select the Manage all sessions option. 

Within the Manage all sessions screen, you can use the filter on the top right-hand side to switch between upcoming session, previous sessions, or sessions within a range. 

Step 3: To set up a new session, click on the grey Create Session button on the top left-hand side. 

A pop-up window will appear on the right-hand side of the screen which is where you can put in the details of your session. 

Event Details

Step 1: The first tab is where you will set up the Event Details. Enter the name of your session at the top. 

Screenshot of the Event details tab when creating a Collaborate session. The 'Repeat session' option has been selected and it bas been set to repeat weekly, every week on Wednesdays and will end after 10 occurrences.

Step 2: Clicking the Guest access box will generate a link that you can share with users who are not enrolled on your module or guest speakers from other schools/departments. The link will only generate after you have saved the session settings. 

Step 3: Select the start and end date and times using the calendar and clock functions. Ticking the No end box will keep the session running until you choose to close it (similar to the Course Room). This will also negatively interfere with recording attendance, so we recommend avoiding this setting in most cases.

Step 4: Ticking the Repeat session box allows you to set this session up on a recurring basis. Ticking this box gives you the option to select the days it will run on and when it will be repeated (daily, weekly or monthly). You can opt to repeat it every week, every 2 week, etc. You can also choose to end your session after a certain number of occurrences or on a certain date. 

Step 5:  Early entry gives you the option to allow users (moderators included) into the session early. It is advisable to keep this as 15 mins before start time. 

Step 6: Click on Provide a description to give further details about your session.

Step 7: Click into the cog wheel at the top of the window to change the session settings

Session Settings

Step 1: In the cog wheel/session settings tab you can manage your session settings.

Blackboard session setting screen, with an arrow pointed to the session setting button

Step 2: Select the default role you will give to your attendees. We recommend that you leave this as ‘participant’ as that way students will enter with that role. All instructors will enter the session as ‘moderator’ by default.

  • Participant – allows students to view the session but not to share content or change settings. 
  • Presenter – has the same permissions as a participant but are able to share content and change settings. 
  • Moderator – has the same permissions as a presenter but is the only role who can remove individuals from sessions. 

Step 3: The software allows users to download recordings, but according to current university policy, this should not be enabled. You can review the policy here for a full explanation. [link: https://www.dundee.ac.uk/qf/documents/details/policy-and-guidelines-on-the-recording-of-lectures.php ]

Step 4: You can determine what participants have access to when they enter the session. You can change all of these during the live session. We recommend setting up the session with Share audio and Share video disabled. This ensures a smooth and quiet beginning as people enter the session. 

Step 5: If you will have a session from 250 – 500 users, you will need to select the box to allow Large scale sessions. If you anticipate more than 500 users, please contact Help4U.

Step 6: You may want to enable Hide profanity in chat messages. We recommend that you use this setting in your sandbox if you have questions about what will or will not be censored. Anatomically correct language will be censored, so this is not recommended for modules where you expect this language to be used in the chat window (e.g. nursing, medicine, etc.). Additionally, Blackboard is an American company, so some British profanity will not be caught by the filter.

Note: The last tab in the session set-up window is related to attendance and will be covered in a separate guide. 

Updated on 08/09/2021

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