Introduction

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Collaborate sessions are set up by adding an activity within Moodle. This video (17 minutes) shows how to set up a Blackboard Collaborate room within Moodle and use it for a live seminar or teaching event. Thanks to Ian Calder, UCL School of Management, for giving us permission to use this video. This video has captions and a transcript.

Alternatively, follow the instructions in the Blackboard Collaborate Resource Centre article Creating a Collaborate Session.

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It is recommended that those not speaking mute their audio.

Recording a meeting

The host can record the Meeting/viva with the approval of other participants. When a recording starts, this is flagged up to all participants and by continuing in the meeting they are giving tacit approval. The recordings are stored securely (see below) and are GDPR compliant.

Any participant from UCL in a MS Teams meeting can start and stop the recording of a meeting, but only one recording can be made. It is recommended that this is facilitated via the lead assessortheinternal examiner.

• To start the recording of a MS Teams meeting, click on the three dots in the meeting control panel.
• Select Start recording. 
• To stop the recording, click on the three dots and select Stop recording.

The recording happens in the cloud, and is saved to Microsoft Stream. For more information see the Office 365 guidance: Record a meeting in Teams.

Once the recording has been processed a link to the recording will be  available in the meeting chat. This will be available for seven days. Anyone who participated in the meeting can access this link and download the recording.

The person starting the recording is the “Owner” of the recording

• The Owner also receives an email with a Stream link and they can expand access permissions to the recording if they want to. 
  • This is useful since an Internal examiner can grant a DGT access after the viva, so long as the Internal has a UCL Office365 account.
  • This is an important issue, since the recording needs to be stored securely in Stream until the student is awarded their degree; we will at that point ensure that everyone deletes the Stream
  • Alternatively, the recording can be downloaded by anyone at the meeting and given to other people. However, these are large files (1hr recording = about 500Mb) and downloaded files are potentially less secure.
  • Note though that downloaded recordings can be converted to audio-only using Quicktime for example; such files are <1/10 the size of the original. Audio cannot be extracted within Teams or Stream.

If the DGT or supervisor is only starting the recording, then the following are also relevant:

• Recordings continue even if the person who started the recording (the Owner) has left the meeting.
• The recording stops automatically once everyone leaves the meeting.
• If someone forgets to leave the meeting, the recording automatically ends after four hours (the file may be over 2Gb at that point).

For more information see the Office 365 guidance: Record a meeting in Teams.

Captions

It is possible to enable live captions during a Microsoft Teams meeting. However, they are only available to those using the Desktop App version of Microsoft Teams and captions are only available in English US at present.

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