Video conferences come equipped with features that can be used during lectures to assist with content delivery. These built-ins are available when creating and joining a meeting through Canvas. Some of the same tools may also be available when joining a meeting using an app or web browser, but not all will be.
Before You Start
You will need the following before you can complete this task:
- A published Canvas site
- A video conference created within Canvas
- The latest version of the video conference program
Accessing the Features
- The meeting organizer will launch the Canvas course.
- Select BlueJeans in the left sidebar.
- Locate the appropriate BlueJeans Session under the New BlueJeans Meeting section and click the Join button.
- Click on the APPS icon in the top right of the BlueJeans screen.
- The APPS panel will appear, revealing all of the available applications.
You can access all of Zoom's functionality when in a meeting via the meeting toolbar:
All users (students and faculty) need to have the latest app for best results with Breakout Sessions.
When using BlueJeans via Canvas there are two ways to break students into groups for more intimate collaboration. The recommended method will depend on whether the groups have already been assigned or they should be assigned randomly at the time of the exercise.
- The meeting organizer, or the person who scheduled the BlueJeans meeting, can use the Breakout Rooms app within BlueJeans to create up to 20 rooms and assign students to them.
- Each group can designate a meeting organizer and have them invite only their group members to the meeting. That student should follow the directions to create a video conference in Canvas, at the beginning of this document.
Note: The option exists to choose which students to move into any particular breakout room during the meeting; however, this option is not recommended. Students would have to be assigned to rooms one by one, which is time consuming for large classes. Also, the assigning can't be done until all students have joined the meeting.
Breakout rooms are not recommended for office hours. Instead, we recommend scheduling meetings with students (you can use Canvas Appointments to set this up) and create separate BlueJeans meetings.
Method one is recommended when the groups are to be randomly assigned during class. Only the meeting organizer has access to the Breakout Session feature within BlueJeans. If you would prefer someone other than yourself be in control of creating the breakout rooms, it is best for that person to create the class meeting within Canvas. This person will also have access to the moderator controls and can mute participants, as needed.
- Select the Start button on the Breakout Session app.
- Click Add Room to add a new Breakout Room.
- Repeat Step 6 to add as many breakout rooms as needed, up to a maximum of 20 rooms.
- Click the pencil icon next to the breakout room to rename it.
- Repeat Step 8 to rename all rooms.
- Click the Assign Randomly button at the bottom of the application panel.
- After all participants have been assigned to a room, click Start Breakout Session located below the Assign Randomly button. The application will wait a few seconds for the participants to enter the room themselves. If after that time they haven't, the application moves them automatically.
- Once the students enter the breakout rooms, the meeting organizer can select one to enter by clicking the Enter icon next to the desired room.
- To exit a breakout room, click the Exit icon at the top of the BlueJeans window.
- When you're ready to end the group work, select the End Breakout Session button located at the bottom of the application panel. After a few seconds all of the participants will be returned to the main session and the class can resume.
Recording Breakout Sessions
Each individual breakout session will be recorded if the original video conference had auto-record enabled (as is our recommendation) AND that recording process was not stopped and restarted manually.
Only a meeting moderator, denoted by a star in the participants list, can manually start a recording in an individual breakout session. Keep in mind the moderator can only start a recording in a breakout session they are currently in.
Zoom offers breakout rooms to split meeting participants in up to 50 separate rooms for group collaboration. For best results all users (students and faculty) need the latest Zoom app.
Breakout Rooms and Remote support cannot both be enabled at the same time for the same meeting.
Configuring/Managing Breakout Rooms
Breakout rooms can be preassigned before the meeting begins but you can only pre-assign participants that have a Zoom account (internal Wharton Zoom account or external Zoom users). Instructions for preassigning breakout rooms are here https://support.zoom.us/hc/en-us/articles/360032752671
Only the host can create and manage breakout rooms during the meeting. Co-hosts can move between breakout rooms once they have been moved into a breakout room by the host.
1. To create breakout rooms click:
2. Select the number of rooms you would like to create and how you would like to assign participants:
Automatically: Randomly assign participants evenly to all rooms.
Manually: Choose rooms for participants
3. Click Create Rooms.
4. Your rooms are now created but do not start automatically.
5. To manage the breakout rooms click options.
Move all participants into breakout rooms automatically: It is suggested to select this option. Without it, participants will need to click the join button to move manually.
Allow participants to return to the main session at anytime: Select this option if you would like to allow participants to move between the main room and their assigned breakout room. This option is helpful if a student needs to contact the professor who is waiting in the main room.
Breakout rooms close automatically after x minutes: Select this option if you want breakout rooms to end automatically after the configured time.
Notify me when time is up: The host will be notified when time expires.
Countdown after closing breakout room: Select this option to notify participants how much time they have left before being sent back to the main room.
6. To manually assign participants click assign next to the room name.
7. When you are ready click Open All Rooms to begin moving participants to breakout rooms.
8. The host will remain in the main room. Hosts can move between rooms by clicking Join next to the room name.
9. Select Broadcast a message to all to send a message to all breakout rooms. This will appear as a popup for participants.
10. Select Close All Rooms to manually start a 60-sec countdown to bring everyone back to the main room. If you previously set breakout rooms to close automatically you do not need to manually close rooms.
Participant Options in Breakout Rooms
If you are recording the main meeting room in Zoom the breakout rooms are not automatically included in that recording.
Hosts can allow participants to record in breakout rooms but this must be set before breakout rooms open. To do this click on the participant in the participant list and select Allow record
If breakout rooms have already been opened the host can join a breakout room to begin the recording or allow a participant to record as shown above.
Once participants join a breakout room they will only be able to chat with other participants in the same room.
The chat window will not indicate that chat is restricted to the current breakout room but messages will only be visible to participants in the current breakout room.
Asking for Help
Participants can click the ? button to ask a host for help. This will invite a host to your breakout room.
Leave Breakout Room
Participants can choose to leave the breakout room and return to the main room by clicking the Leave Breakout Room button if this option is enabled by the host in setup. Once participants are back in the main room they are able to move back to their assigned breakout room anytime by clicking the breakout rooms button. Professors may choose to have students return to the main room to ask questions in this scenario.
The Whiteboard feature can come in handy when participants need to view what you are writing in real time. It can take the place of writing on a whiteboard or using a document camera in the classroom.
- Select the Start button on the Whiteboard app.
- A message will display letting you know the students can see your whiteboard.
- Use the Toolbar on the left side of the screen to mark up the whiteboard. This toolbar is only visible to you, not to the students.
- Click End on the toolbar to stop sharing the whiteboard and return to the meeting room.
Note: In some situations the text on the whiteboard may appear reversed to you, but your viewers will see it correctly, and it will be recorded correctly.
Learn how to share a Whiteboard on Zoom.
The built-in Annotation feature can be used to mark up a slide or any application window during your presentation. Before choosing annotation, it is recommended that all other applications with sensitive content be closed completely.
- Open the presentation or application and navigate to the slide or screen you'd like to annotate.
- Select the Start button on the Annotation application.
- Select the Click here to start screen sharing located in the middle of the BlueJeans application screen. It is important to note you are sharing your entire desktop at this point. If you toggle through applications without pausing sharing, your remote attendees will see any applications you toggle through or select.
- Use the Toolbar to annotate.
- Select Pause Share and Stop annotation at the top of the screen to switch content or advance to the next slide.
- Locate and select the content or next slide you need to annotate.
Select Resume Share and Annotate at the top of the screen to begin your screen share and annotation.
- When finished select Stop Sharing to return to the main meeting room and begin lecturing without sharing content. You can click the Screen Share icon at the top of the meeting room to share your content again, if desired.
Learn how to use annotation tools on a shared screen or whiteboard in Zoom.
Upload & Share Video
If you are planning to share videos during your synchronous lecture, using the upload and share video application will boost the video and audio quality.
Windows users need to download additional software to make this feature work.
- Click View button on the Upload and share video
- Select the Click to choose a file button that appears in the application panel.
- Select and open the video you want to upload.
- Once the upload is complete the video will be available from the list located in the application panel.
- Click the still of the video you want to share. The meeting will automatically go into sharing mode, if you aren't already sharing your screen.
- Play the video. During the video your microphone audio is automatically muted. If you wish to speak during any part of the video you will be able to manually unmute yourself using the controls at the top of the meeting screen.
Note: Upload your videos well in advance so they are available during class. It can take some time to upload if the video is large. Your uploaded videos follow your BlueJeans account, so they will be available when you join other meetings.
Learn how to optimize a shared video in Zoom.