Blackboard Collaborate Ultra - Session Setup

This document explains how to set up a Blackboard Collaborate Ultra session in Learn@UW-Stout (D2L)

Blackboard Collaborate Ultra Session Setup
Instructors at UW-Stout now have access to Blackboard Collaborate Ultra. Ultra is a browser-based web conferencing tool and can be accessed through Learn@UW-Stout. Since it is browser-based, it does not have any Java requirements. Chrome is the preferred browser for use with Ultra as it provides the fullest functionality with the tools.

To get started, launch your Chrome browser. If you do not have Chrome installed on your computer, you can get if from Software Center.

Blackboard Collaborate Ultra Session Setup

Enter your Learn@UW-Stout course. Once you are inside, click on the Other Tools tab toward the right-hand side of the screen
Other Tools button

In the Other Tools menu that opens, choose Collaborate: Ultra from the list.
Other tools menu with box around Collaborate: Ultra 

After you click on Collaborate: Ultra, the meeting area will appear. You will have multiple tools available to you in this area.
The sessions area

In the upper left-hand corner of the screen you will see three lines and when you mouse over them, you will see a callout titled “Menu.”
Menu button

When you click on the menu button, it will open a window. It identifies you and enables you to see your sessions and recordings by clicking on Sessions or Recordings. The default is set to Sessions.
Items under Menu button

At the far right-end side of the screen you will see a magnifying glass. When you mouse over it, there will be a callout titled, “Search Sessions.”
Search Sessions Magnifying Glass

When you click on the magnifying glass, a bar will open on the screen. You can type a session name into this bar to help you find the session you are looking for. You can click the Close button on the right-hand side of the bar when you are finished.

search sessions bar

You will also see the Show All Upcoming Sessions button below the Menu button

session settings button

If you click it, you will be able to choose to view all upcoming sessions, view all previous sessions, or view all sessions within a date range of your choosing.
show all upcoming sessions

Below the magnifying glass button, you will see two buttons. The plus button enables you to create a new session. The question mark button enables you to access the vendor’s help site. You should contact Learning Technology Services (LTS) if you need help with Blackboard Collaborate Ultra.
Create a Session and Help buttons

In the center of the screen near the top, you will see the Join room button. If you click this button you will automatically enter the room titled “Course Room.” This is the default room. 
Join Room button

To the far right, you will see a circle button with three dots in it.
Room Options button

When you click on this button, you will be able to get the guest link for the Course Room, edit the settings for the Course Room, or disable the Course Room. Disabling the course room does not mean that you cannot set up other virtual rooms within your course.
Course Room Settings menu

In addition to clicking on the plus button, you can click on the Create Session button. Note: After you create a session, this button may no longer be available, but the circle with the plus sign (+) will still be available.
create session button

After you click the plus sign or Create Session button, the New Session window will open. Type in the name of your session in the window where it says, “New Session.” 
session name

Under Event Details, choose the start and end date of your session. If you want an ongoing session, check the box that says, “No End (Open Session).”
Event Details window

If you want to have a recurring session, check the Repeat Session button. In the area that opens, you can choose to have the session repeat daily, weekly, or monthly. You can also choose the daily, weekly, or monthly frequency. For example, if you choose Repeat Weekly, you can choose Every Week, Every Two Weeks, and so on.

The circles are for the days of the week. The day of the week for when your repeat session starts will be highlighted in green.

You can set the session to end after a certain number of occurrences or on a certain date.

Repeat Session details window

Further down in the New Session window you can determine how early you want to allow participants to enter the session. If you want your session to have a description, click where it says, “Add a description” and type one in. 

early session entry setting

Keep the Guest Access box checked unless to you do not want guests in your session. You may share the guest link with participants who are not enrolled in your course, such as guest speakers. Finally, choose the role for guests in your session. They can be Participants, Presenters, or Moderators. It is not recommended that you allow everyone to enter the session as a moderator. Whichever Guest Role you choose here will be applied to all participants.
Note: You can promote people to Presenter or Moderator status individually after they session. 

guest access settings

Now click on the Session Settings tab, located below the Event Details tab. If you check the box for Recording, it will allow participants to download recordings of the session. If you check the box for Moderator Permissions, only profile pictures of Moderators will be shown in the session. 
Session Settings Window recording and picture permissions area

If you keep the Participant Permissions checked participants will be able to use the audio and video tools to share their audio and video, chat via text, and draw on whiteboards and files. If you leave the Enable Session Telephony box checked, users will be able to use their phone to get audio from the session.
NOTE: Learning Technology Services (LTS) does not pay for any phone charges incurred by users who use their phones for session audio. Users are responsible for paying their own charges if calling in by phone.

Session Settings Window, participant permissions area

Click the Save button at the bottom when you are finished.
Save button

After you click the Save button, the session you set up should be visible in your list of sessions. 
saved room

If you wish to delete a session or edit the settings, click on the circle with the three dots in it to the far right-hand side of the session name. Click the pencil to edit a session. Click on the chart to view session reports. Click on the trash can to delete the session.
Session Editing options

Things to Keep in Mind:
  • You can set up multiple session rooms in Blackboard Collaborate Ultra, so there is no need to try to use one session room for everything in your course.
  • It is easier to set up one ongoing room for things that you intend to use often, such as office hours.
  • You can promote and demote participants at any time during the session, and as many times as you want.
  • It is not advisable to promote anyone to Moderator status unless they are an actual moderator for the session. The Presenter status should be sufficient for those who just need to present.
If you would like training or assistance with Collaborate Ultra, please contact Rich Berg at Learning Technology Services (LTS). Rich Berg • • 715-232-1223

Keywords:blackboard collaborate ultra, collaborate ultra, ultra session setup, blackboard collaborate ultra tutorial, blackboard collaborate ultra tutorial, collaborate ultra tutorial, ultra tutorial   Doc ID:66064
Owner:Rich B.Group:UW Stout
Created:2016-08-15 07:44 CSTUpdated:2016-11-07 13:43 CST
Sites:UW Stout
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