Purdue Fort Wayne- Best practices for using web conferencing equipment and recording

Overview

The following points are designed to guide the user for a successful experience when using Kaltura Classroom, Kaltura Capture, WebEx and Zoom.  

Instructions

Teaching from a Classroom

1. Test Technology During Duty Week: Before the semester starts, visit your classrooms during duty week to test the technology (Kaltura Classroom, WebEx, or Zoom). Ensure everything is working as expected.
2. Request Document Cameras: If you need an IPEVO or HoverCam Document Camera (compatible with Kaltura Classroom, WebEx, or Zoom), notify the ITS Helpdesk as soon as possible to allow time for fulfillment.
3. Run Test Recordings: Conduct test recordings with your chosen technology and become proficient before the first day of class.
4. Plan Your Workflow: Ensure you have your workflow figured out from recording to posting in Brightspace. For questions or concerns with Kaltura, contact the ITS Helpdesk. For Brightspace-related queries, contact either the ITS Helpdesk or CELT.
5. Fixed Camera and Microphone Positions: Cameras and microphones are in fixed positions. If you need a camera adjustment (keeping in mind that others use the room too), contact the ITS Helpdesk. A technician may reach out to confirm the adjustment.
6. Kaltura Brightspace Concerns: For many Kaltura Brightspace concerns, refer to the following guide: Use Kaltura in Brightspace.

Teaching Remotely: Live Video Meetings (WebEx or Zoom)

1. Check Your Equipment: Ensure all your equipment is working. Verify your internet connection, make sure your laptop is booted up and plugged in, and test your computer camera and microphone before the video call.
2. Background: Use a plain background to avoid distractions. A clutter-free background helps maintain focus.
3. Use Hardwired USB Headsets: ITS recommends using hardwired USB headsets (such as Logitech) for best results. Bluetooth and other wireless technologies can introduce technical difficulties.
4. Practice Beforehand: If you are hosting the video call or will be speaking frequently, practice beforehand. Connect with a trusted co-worker to check your sound and video quality.
5. Know the Functions: Familiarize yourself with functions like screen sharing, muting participants, and giving presenter access. Proficiency in these functions ensures a smooth meeting.
6. Choose a Quiet Spot: Find a quiet spot to work from, such as a home office or desk. Avoid loud rooms with other people, animals, or background noise from TVs or audio devices.
7. Mute When Not Speaking: Mute your microphone when you are not speaking to minimize background noise.
8. Maintain Eye Contact: Make and keep eye contact by looking into the camera. This helps you stay focused on the meeting and engage with participants.
9. Speak into the Camera: When listening to others, speak into your laptop camera. Avoid staring at yourself or the screen, as it may look odd to others in the meeting.

Teaching Remotely Using Kaltura Capture

1. Download Kaltura Capture: From Brightspace, open the course you want to record in.
2. Navigate to Course Tools: Go to Course Tools.
3. Select Kaltura My Media: Click on Kaltura My Media.
4. Add New: Select the Add New dropdown menu and choose Kaltura Capture.
5. Download for Your OS: Select the download option for either Windows or Mac.
6. Save the File: A window will appear showing the version of the software. Click Save.
7. Install the Software: Go to your downloads folder and open the recently downloaded Kaltura Capture executable file. Follow the installation prompts.
8. Refresh and Link: After installation, refresh your browser, go back to Course Tools, and select Kaltura My Media. Under Add New, select Kaltura Capture to complete the installation and link the application.
9. Open Kaltura Capture: You should now see a link with a blue line that says Kaltura Capture. Click Open Link. This may take a moment, but Kaltura Capture will open and create a desktop shortcut.
10. Launch from Desktop: You can now launch Kaltura Capture from the desktop shortcut.
11. Automatic Uploads: Recordings will automatically go to your Common Kaltura instance within Brightspace and at stream.pfw.edu.
12. Use a Plain Background: Ensure your background is plain and free of clutter to avoid distractions.
13. Use Hardwired USB Headsets: ITS recommends using hardwired USB headsets (such as Logitech) for best results. Bluetooth and other wireless technologies can introduce technical difficulties.

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