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Durham 2018 from pilot to service kelly hall
1. From Pilot to Service: Our Users’
Experience with Collaborate Ultra and our
review of the Virtual Classroom tools
Kelly Hall
Learning Technology Advisor
University of Edinburgh
2. Session Plan
1. Brief review of Use of 12.6 and
Collaborate Ultra Pilot
2. Discussion of Four Use-Cases
3. Summary of Virtual Classrooms
Tool Review
3. The University of Edinburgh
• Founded 1583
• 9000 Staff
• 24,000 UG, 14,000 PG
• VLE Integrations- Blackboard (Main
campus VLE and Moodle(ODL
programmes)
• Online distance learning tutorials,
Virtual office hours
• Bespoke Portal Integration
• Staff use -Online Meetings, Face-to-
face/online meetings, webinars
• Student led collaborative activities
4. Collaborate 12.6
• Survey March 2015 (45 responses)
• 74% users satisfied
• 42% of staff used it with external contacts
• Tools used:
• Audio (95%)
• Text chat (93%)
• Powerpoint presentations (91%)
Java Issues- downloading the Launcher
Audio quality often poor
The interface
Not able to pre-load presentations
5. Collaborate Ultra
Pilot September 2015
3 Programmes:
Msc Internal Medicine (ODL)
Student Recruitment
Msc Design & Digital Media (ODL)
Moved Summer 2016
Users liked the new interface, easier for beginners to use
Better audio and video
Session size limits caused an issue for some users
Break-out rooms were missed by some users
Initial technical issue with users being dropped from sessions
Private chat was missed by some users
6. Use Case 1: Online Postgraduate Information
Events
• Run from Jan to Aug – 12 session
last Wednesday of the month.
• Information sessions for
prospective postgrads
• Issues with size limit
• Missed breakout rooms and
private chat, text chat in
recordings
• Like how easy for students to
access Collaborate – No Java
7. Use Case 2: UG Student Induction Pilot
• Pilot run by Student Induction
team to create an online
welcome programme for UG
Students starting in September
• All day sessions ran August 16th
and August 23rd, 2017
• conversion rate averaged 58%
• Only negative feedback was the
100 participant limit(should have
been 250) – Blackboard resolved
within a few days
8. Use Case 3: Biosafety Training Institute (BTI)
• This course was originally run as a
5 day face to face training
• Now fully online with 8-10 people
in 6 week course. Assessment via
presentation in Collaborate
• They missed the private chat til
reintroduced in July 2017
• Want embedding media within
Collaborate
• Issues with sound – seems to be
flash issue
9. Enabling Flash (especially on Macs!)
• In Safari 10 – automatically
disables adobe flash within
browser.
• In both Firefox and Chrome you
need to “allow” collaborate to use
your microphone and camera.
10. Hands-on
Drop-ins and clinics
Courses
Training
Videos and
screencasts
UoE videos
Echo360 videos
Short topics
Full process
Webinars and
classroom-based
presentations
Short written guides
Cheatsheet – Panopto was
v. Echo360 is
UoE web pages
PDFs
Case studies
Workshops
UoE web page articles
Videos
Blogs
Links to other web pages of
other universities
Recorded
Live
Use Case 4: UoE Lecture Recording Rollout
Online course in Learn
Purple indicates delivery
mechanisms actually used
Classroom-based
delivered across campuses
Online
centralised access via Lecture
Recording web pages
FAQs
Delivery
Presentation
Information sessions
11. Use Case 4: UoE Lecture Recording Rollout
• Preparing for Lecture Recording
• Bookable sessions ran from 7th July
• 23 sessions delivered over eight weeks
• 14 classroom-based, 9 webinars
• 114 attendees f2f, 45 online
• Sessions ran really well
• tech worked well
• Bonus able to record session and send
recording
• Had Learning Tech moderate session to begin
with for support
12. Virtual Classroom Tool Review
Objectives
Review the market place
Review user requirements
Compare selected products against user requirements
Look at what other institutions in the UK are using
13. Gathering Requirements
• Online survey sent to members
of the user group and teaching
staff
• Requirements prioritised by
MoSCoW method (Must,
Should, Could and Would)
MoSCoW Prioritisation - Must, Could,
Should, Would
14.
15.
16. Conclusions
• Collaborate Ultra and Adobe Connect met most requirements
• Collaborate Ultra was in it’s infancy as a product
• Skype for Business lacked functionality required by a virtual classroom
• Substantial change would be required to move product, especially at
such a late stage
• Renew Collaborate for a further year from July 2017.
The University of Edinburgh is located in the city center of the capital city of Scotland and was founded in 1583
We have around 9000 staff, and 32,000 students, 24,000 of which are UG
Blackboard is the main campus VLE- 90% of courses but we also have moodle for online distance learning courses and we have around 12 bespoke VLEs for specific programmes
I am part of the Educational Design and Engagement team - def…..
Collaborate is integrated into both Learn and Moodle and used for online tutorials and virtual office hours
-Adobe connect is also used by one program in the Medical School – particular use
We also provide a bespoke integration without University portal
This allows non-teaching staff to use Collaborate for online meetings which can be useful when there is a room shortage and it saves time as no travel across campus
(Blended meetings) students can also set up meetings, for example we a have a PhD student using it as part of a Universitats 21 project to link up with researched from international Universities
In 2015, we were using Collaborate 12.6 (or now known as Collaborate Classic)
We carried out a survey amongst our user group which gave us some useful feedback
The majority of users were satisfied
The most used features of Collaborate were audio, text chat and PowerPoint
However the survey also pointed out that participants were having issues with the launcher –java issues mean some student and guest could not attend sessions
Audio quality was often poor
Users thought that interface was a bit clunky
Not able to pre-load sessions
So in Sept 2015, we ran a pilot of Ultra
Across 3 programmes
Feedback was positive and we moved to Ultra in July 2016
Lots of issues initially but there have been improving over the year
The new interface was liked – it was easy to use and easier for beginners to learn
Issues in moving
Initial session size caused problems but that has gone from 50 to 100 and now 250 in the EU (in USA it’s 500)
Users missed breakout rooms and private chat but thankfully this has been resolved
Technical issues – sessions dropping – user kicked out – audio issues – but have improved as the year has gone on
Still have one or two features such as
-indicator when people are typing
-individually shutting of someone's microphone
-whiteboard – saving images and anitations staying when you leave the page
But Blackboard is continutally in development to improve Ultra.
Use Case 1: PG Online Information Events
These are run from Jan to August by the student recruitment team – 12 sessions in a day
These information events are aimed at international students who can’t easily attend the on-campus open days
Topics include :
How to pay tuition fees
Accommodation in Edinburgh
English language support
Disability support
Participants sign up to the event via Eventbrite in which they get sent instructions on how to access Collaborate along with the guest link
A presentation is often given followed by Q &A and often current students attend to give their experience.
In 2015/16 the sessions had attendance between 200 and 400 over he various topics
They did experience issues with session size limits
Managed move to smaller sessions
Missed breakout rooms and private chats to answer individual student questions
Also missed text chat in recordings –now resolved
Looking to integrate a booking system so they can track and follow-up with attendees
Currently guest can sign in and no way to follow up with them – can put in whatever name as well.
They put the recordings of the sessions into our Media Asset management system (Media Hopper Create/Kalture) embed them onto the webpages
This was a Pilot to increase student access and engagement for pre-arrival information and support.
Student Induction Team coordinated an online welcome programme before UG student arrived in September.
Two big days of sessions August 16th and August 23rd, both Wednesdays
Kelly and Catherine ran training
Topics Covered:
Making the most of your first few weeks
ResLife – your new home from home
Student Life – Students’ Association
Funding & Fees (support and paying your fees (process)
How to succeed in your new study environment
Welcome specifically for new CAHSS Visiting Students
Some sessions were fully booked and the conversion rate on the day averaged 58%
Sent out survey to students asking them how the sessions were. As for Collaborate doesn’t seem like any negative feedback except for issue with getting into the session on the 16th.
Feedback from Students
Only 3% said not useful at all – so great success
Could not get on to first session. When I finally did the session was full - only 100 participants! Gave up after that. Figured why bother when so few participants and so difficult to participate.
Please, continue doing this online informative sessions because as an international incoming student it helps a lot!!! It is a wonderful idea that made us feel welcome and appreciated in every single aspect. Indeed, Edinburgh it is already my second home and I have never been there yet! My sincerely and deeply THANK YOU!! I hope my home University follows your example
Feedback from Staff
Issue on August 16th – only 100 people
Need to let people know to have headsets
Use Chrome and Firefox for best use
Run test sessionsMostly improvements on the content of the sessions rather then the actual Tech.
Use case 2: Bio-safety institute
Biosafety practitioner level 1
This course was originally run as a 5 day face to face training
The team has developed a blended course and now a fully online course as well. Only UK provider to offer alternative method of delivery for this course.
Online – groups of 8-10 people sign up and after the 6 weeks are assessed by a 10 minute presentation done via collaborate
For the online course this is done using Collaborate for classrooms and assessments.
Students send their presentations to the course admin and she pre-loads them
Practice sessions are set up to familiarize with Ultra
She moderates the session and gives presenter rights to each student when it is their time to present.
They did miss the private chat so it was useful for fixing any technical issues a student was having and the presenter could keep on presenting without disruption the text chat
Wanting for video to work in Collaborate – so being able to embed video into Collaborate – we have provided a work around – I do know that Blackboard is working on this as it is a wish list from many institutions.
Massive rollout of Lecture Recording at the University this summer – 3 year plan
130 rooms initially – opt in
Needed to train over 350 academics over the summer
Needed to reach the masses
Wanted to make training available to all – many campuses – people travel especially during the summer
Make sure everyone had the opportunity to attend or view training (f2f, online, recording)
Didn't have huge numbers in the sessions, more about making sure training was available for people to take up
People prefer face to face and was much higher attendance but wanted the extra options and were attended
Advice:
Have some training before you run the sessions
Need some IT support to just get started and to have someone else into the session for the first few sessions or and then the first 15 minutes to get everyone set up.
Why
Moving from collaborate to ultra was not the smoothest so some users voiced interest in a review
We wanted to ensure we have a tool fit for purpose and use requirements
Skype for business was available at the university as well
License was due for renewal
Objectives of review
Clear understanding of what was in the marketplace and what features and functionality was available
Gather user requirements to be sure we were providing the best solution
Once we had both of these we could compare products against requirements
Point 1 – Gain a clear understanding of the functionality and features of virtual classroom and web meeting solutions currently available in the marketplace.
Point 2 – A survey was sent to members of the VCMUG user group. The survey was designed to establish what the requirements were and to prioritize them using the MoSCoW method (Must haves, should haves, could haves, would haves)
In February this year we decided to carry out a virtual classroom tool review
A survey was sent to our user group to ask them for their prioritization of features
The user requirements followed MoSCoW method and allowed us to refine the matrix
https://en.wikipedia.org/wiki/MoSCoW_method
Then went on to Identify market leaders in Virtual Classroom and Web Conferencing technology
Create a matrix to compare products against requirements
Comparison Matrix:
Licence model
Operating system support
Browser support
Mobile devices
Features
Sound and video quality
Integration
Support
Russell Group:
Contacted all Universities within the Russell Group
Received 9 replies to request for information, but also gathered information on University websites
Main solutions currently in use were Collaborate, AdobeConnect, BigBlueButton and Skype for Business
Edinburgh ahead of others in the provision of virtual classroom solutions
Russell Group
Matrix refined to 6 providers and the functionality and technical features looked at in more detail
This led us to Adobe Connect and Collaborate
Adobe is currently used by one programme in the medical school
Want multiple video streams for online tutorials
Campus solution – Collaborate is still best solution
Exercise also allowed a comparison of skype and collaborate to provide used with advice on what tool they should use to best fit their activity