Wimba Classroom: An Instructor’s Guide to Advanced Features

1 Distance Education Department| HU 2011 HTWC05

Wimba Classroom: An Instructor’s Guide to Advanced Features

Wimba Classroom is an online collaboration suite that is integrated with Blackboard, which allows you to have meaningful and memorable interactions with students without meeting face-to-face. It provides both synchronous (real-time) and asynchronous (archived) virtual classroom capabilities. This guide supplements “Wimba Classroom: A Getting Started Guide for Instructors,” (hereafter referred to as Getting Started Guide”) which provides the basic information instructors need to begin using Wimba Classroom. This guide contains information about the functionality of more advanced features. In addition to resources designed to help introduce instructors to Wimba Classroom, the Distance Education Department has created several student guides. “How Students Access Wimba Classroom” and “How Students Navigate Wimba Classroom” provide the information students need to begin using Wimba Classroom. “How Students Make Presentations in Wimba Classroom” explains how students make presentations in a synchronous (real-time) Wimba Classroom session.

All instructor guides and student guides are available through the Online Onpoint Team Site. Navigation Note: Each item in the Contents is a Bookmark. To advance to that topic, simply click the item.

Contents Room Settings ............................................................................................................................................... 2

Advanced Settings ......................................................................................................................................... 6

Polling ............................................................................................................................................................ 9

Breakout Rooms .......................................................................................................................................... 15

Desktop (Application) Sharing .................................................................................................................... 17

Presenter On-The-Fly .................................................................................................................................. 19

Managing Rooms and Archives ................................................................................................................... 20

Advanced Reports ....................................................................................................................................... 23

For More Information ................................................................................................................................. 26


Room Settings Room Settings enable you to customize the virtual classroom experience by determining what features are available for students and instructors. These settings are established at the time a Room is created. The recommended Room Settings on page 3 of “Getting Started Guide” are appropriate for most Rooms and should be used when no further customization is needed. When creating a room, simply check the “Enable Guest Access” box under #5 and leave all other settings as they appear. If customization is desired, consider the following options: Step 1: Room Information Room Information provides for naming and describing the Room as well as making Type and Archive setting selections. Type Settings determine who can use Presentation Tools. The default setting is shown below, which makes these tools available only to instructors. The alternate choice makes these Tools available to both students and instructors.

Instructors who want to provide student access to Presentation Tools may do so here, but in so doing enable them access to the Tools throughout the session. A more manageable option, especially in larger classes, is to select the default Room Setting then grant students temporarily access to Presentation Tools on an as needed basis through Presenter-On-The-Fly (see p. 19). Archive Settings allow for some control over the creation and publishing of Archives. The default selection is shown below.

“Automatically Open New Archives” is not selected by default, which means Archives are created but not available to students. When using the default setting the instructor must manually open the archive by changing the Access Setting in the List of Rooms and Archives (see p. 22).


If “Automatically Open New Archives” is selected then the Archive will be available to students immediately. (Any Archives that are not available will be displayed with an orange icon on the instructor’s List of Rooms and Archives but will not appear on the student’s List of Rooms and Archives. The “Display Archive Reminder” option relates to the presence or absence of the Archive Reminder within the Presenter’s Panel. The option to archive is available regardless of which setting is selected by clicking the Record button, which is located at the top of the Presenter’s Panel. Step 2: Media Settings Media Settings determine what Media students may use within the room. The default settings are show below.

If you do not want students to have the ability to Speak, use Video, or use the Phone simply uncheck the appropriate box(es). The default Video Bandwidth may be altered using the drop down menu. Step 3: Room Features Room Features provide options for Breakout Rooms and Other Room Attributes. The default settings shown below are for a Room configured with default options in Step 1 and Step 2.


Status Indicators (see p. 12 of the “Getting Started Guide” for more information) are enabled by default. The first option allows for disabling while the second allows the associated entry in the Text Chat Area to be turned off. Either When presentation tools are available only to instructors or When presentation tools are available to both students are instructors will be available for further customization depending on selection was made in Step 1: Type Settings. The corresponding menu is available in Step 3 while the other menu is unavailable and displays as grayed out. When presentation tools are available only to instructors options include the ability to enable students to use the eBoard by default, to enable (or disable) Breakout Rooms (see p. 15) and to determine what content students in Breakout Rooms can access that resides outside of their Breakout Room. When presentation tools are available to both students are instructors options include the ability to enable or disable three features. If Enable Archiving is deselected the Room cannot be archived even by an instructor. Likewise if Enable Appshare or Enable On-The-Fly-PowerPoint Import is deselected the chosen feature is not available for either students or instructors. Step 4: Chat Settings Chat Settings determine the availability of Text Chat for students and whether or not they can chat only in the public space or also through Private Messages with other students. The default settings are shown below.

If Enable students to use text chat is deselected, then the second box will automatically deselect and students will not be able to communicate using Text Chat in a public area nor Private Message classmates. Students will only be able to communicate by text directly with the instructor via Private Message. If Enable students to use text chat is selected but Enable private text chat among students is deselected, then students will be able to chat in the public Text Chat but will only be able to Private Message the instructor not fellow students. Step 5: Access Settings Access Settings determine who may access the Room. The default settings are shown on the next page.


Maximum Users allows for a Room to be limited to a specific number of Users. Guest access is not enabled by default, but should be selected. Enabling guest access generates a link that may be useful now (e.g. for inviting more than one section of the same course to participate in the same synchronous Room) or later (e.g. to place this content in future courses). An example of a Guest Access Link is shown below.

Step 6: Portable Media Settings Media Settings determine the availability and content included in downloadable Portable Media. The default settings are shown below.


Availability determines whether or not MP3 (audio) and MP4 (video) Archives are created for students to download. This setting only determines if they are created. When an Archive is Open the associated MP3 and MP4 files will appear. If an Archive is Closed the Archive does not appear in the students List of Rooms and Archives. MP4 settings allow for some customization of what content is included in the MP4 (video) file. It should be noted that the MP4 file often does not capture all inputs, which makes this file less robust than the actual Wimba Classroom Archive.

Navigational Note. It is possible to edit Room Settings at a later date. To do so, select Settings from the List of Rooms and Archives for the desired Room.

Advanced Settings Advanced Settings allow further customization of a Room or Archive through Advanced Media Settings and Advanced Room Settings. To access these menus, select the desired Room from the List of Rooms and Archives, then click Advanced as shown below.

Then click either Advanced Media Settings or Advanced Room Settings as shown below.


Option 1: Advanced Media Settings provide an interface to view and modify the Room’s more technical Media Settings. Media Type (not shown) The default of WimbaMedia System provides the normal Wimba Classroom experience for instructors and students while the alternate Phone Simulcast Only changes the room to allow audio input only via telephone. Participant Settings The Participant Settings provide the ability to limit student audio, video, and phone permissions.

Audio Alerts The Audio Alerts provide the instructor the option to hear or not hear an alert when students enter or exit the Room and when students raise their hands.

Phone Features The Phone Features enable the changing of PINs and enabling or disabling of audio and Teleconferencing Features.

Video Bandwidth Options (not shown) offers several options based on the participant’s connection speed. Portable Media Settings (not shown) provides the same options as listed in Room Settings (see p. 5, Step 6).


Option 2: Advanced Room Settings provide an interface to view and modify the Room’s more technical Room Settings. Room Settings In addition to updating the Room Title and Room Description entered when the room was created (see p. 2, Step 1) a Presenter’s Email may be added.

When you input a Presenter Email students are able to send you an e-mail while viewing an Archive by selecting Downloads on the Media Bar then clicking on Contact Presenter.

Chat (not shown) provides the same options as listed in Room Settings (see p. 4, Step 4). eBoard (not shown) provides the ability to update whether students may use the eBoard by default. Breakout Rooms provides the ability to more fully manage Breakout Rooms than is afforded in Room Settings (see p. 3, Step 3). The additional functionality provides for assigning the number of Breakout Rooms and determining whether you and any other instructors are auto-distributed into these Breakout Rooms. What content is available to students in Breakout Rooms can also be updated.

Status Indicators (not shown) provide the same options as listed in Room Settings (see p. 4, Step 3)


Archiving (not shown) provides the opportunity to update selections made in Room Settings (see p. 2, Step 1) and the option to limit the number of published Archives or to disable Archiving. Presenter’s Console affords the option to disable specific features, which are enabled by default.

Presenter On-The-Fly (not shown) allows the disabling of instructor’s ability to promote students to Presenter Status. By default this option is enabled. Room Expiration (not shown) allows the room to be set to be deleted automatically. By default, rooms are not set to delete.

Polling Interactive Polling provides an easy way for students to provide instantaneous feedback to yes/no questions, which can be seen by all students and instructors. To conduct a yes/no poll the instructor poses a question either verbally on with a slide that asks students to respond either yes or no by clicking the appropriate button. To reset and clear a yes/no poll, click the Actions Menu then select Clear Yes/No. This resets the answer field for all students.

Advanced Polling provides you with the ability to ask students more in-depth questions and to Preview and Publish results On-The-Fly for the most popular poll types (Multiple Choice and Open Ended). To access Advanced Polling, select the desired Room from the List of Rooms and Archives, then click Advanced as shown below.


Then click Add & Manage Room Content as shown below

Then click Default Content Folder as shown below

Then click New Content as shown below

Then select the type of poll and click Create. Note: Bullet List is not a Poll but is listed in this menu.

Multiple Choice polling provides a way for instructors to ask students multiple choice questions within a presentation. Once the question is created it will be shown as a slide in the Default Content Folder. When selected during the presentation, it appears in the Content Frame.


To create a Multiple Choice poll complete the form below. Note that it is possible to allow students to provide multiple responses or to customize the experience by changing the Messages students see prompting them to reply and confirming receipt of their responses.

When you present Multiple Choice polls the left edge of your Content Frame displays polling controls, which contain Responses and Results. Responses shows the number of responses that have been submitted and the percentage of the group present that has responded. It automatically updates as new Responses are submitted. Both students and instructors are able to respond. Results provides tools for you to work with the poll Responses. Shown below is an example of an instructor’s view of a Multiple Choice poll being presented.

To reply, students (and instructors) select the box or boxes beside the appropriate answer or answers then click Submit. An example of Previewing the responses received (below on left) and an example of the Published results (below on right). Once the results are Published the Preview and Publish buttons are no longer


available and students can no longer respond to the poll. When Published both students and instructors see the results in the Content Frame. Additionally a snapshot of the responses is automatically generated and saved to the Snapshots Content Folder, which enables instructors the ability to show the Poll Results as a slide later in the presentation.

Open Ended polling provides a way for instructors to ask students open ended questions within a presentation. Once the question is created it will be shown as a slide in the Default Content Folder. When selected during the presentation, it appears in the Content Frame. To create an Open Ended poll complete the form below.

When you present Open Ended polls the left edge of your Content Frame displays polling controls, which contain Responses and Results. Responses shows the number of responses that have been submitted and the percentage of the group present that has responded. It automatically updates as new Responses are submitted. Both students and instructors are able to respond. Results provides tools for you to work with the poll Responses. Shown below is an example of an instructor’s view of an Open Ended poll being presented.


To reply, students (and instructors) select type in the Response field then click the Submit button. There is no character limit for Open Ended Responses. Examples of Previewing the responses received (first image) and viewing the Published results (second below) are provided below. Once the results are Published the Preview and Publish buttons are no longer available and students can no longer respond to the poll. When Published both students and instructors see the results in the Content Frame. Additionally a Snapshot of the responses is automatically generated and saved to the Snapshots Content Folder, which enables you the ability to show the poll Results as a slide later in the presentation.

Questionnaire polling provides a way for you to ask students collections of Multiple Choice and Open Ended questions on a single slide. Once the Questionnaire is created it will be shown as a slide in the Default Content Folder. When selected during the presentation, it appears in the Content Frame. Unlike Multiple Choice and Open Ended polls, Questionnaires are not available for immediate previewing or publishing, but response data can be retrieved later using Advanced Reports (see p. 24). To create a Questionnaire complete the form below. To add questions select the question type then click Add.


A sample of a completed Questionnaire is shown below.

When you present Questionnaires the Questionnaire displays in the Content Frame. Since real time reporting is not available, no polling controls are provided (those are only available in Multiple Choice and Open Ended polls). Both students and instructors are able to respond. Shown below is an example of an Open Ended poll being presented.


Breakout Rooms Breakout Rooms provide the ability to move students (and optionally yourself and any other instructors) to Breakout Rooms for discussion or collaborative group work. Within Breakout Rooms students have the ability to send public and Private Messages to all users in that Breakout Room, send Private Messages to you (even if you are not in the Breakout Room), use eBoard tools, upload PowerPoint slides, and display content On-The-Fly. Students may also have other abilities (i.e. to display content from other Breakout Rooms or from the Main Room) depending on how you configured the settings of the Breakout Room (see p. 8). Breakout Rooms have limitations when compared to the Main Room. They are not archived and lack advanced features including Application Sharing and Advanced Polling. Breakout Rooms are enabled by default in Room Settings (see p. 4). Additional options are provided in Advanced Room Settings (see p. 9). When choosing settings consider the kind of work students (or students and instructors) will be asked to complete while in the Breakout Rooms. To access Breakout Rooms click the Breakout Rooms tab on the Presenter Console. This brings up a listing of everyone currently in the Main Room and provides the ability to Move students (and, if desired, instructors) to Breakout Rooms (the number of rooms listed corresponds to the number established – see p. 9 – and defaults to 3 if no entry was made) and to Create a Room On-The-Fly.


To Move People select Automatic or Manual then proceed accordingly. Manual allows you to drag and drop selected students (and, if desired, yourself and any other instructors) to any Breakout Room (or when finished using Breakout Rooms to move these people back to the Main Room). Step 1: Click the Breakout Rooms tab in the Presenter’s Console

Step 2: Select Manual from the Move People menu (it is selected by default) Step 3: Click the name of any person you wish to move then hold down the mouse button and drag and drop the person into the desired Breakout Room

Helpful Hints: To Move consecutive individuals, click the first person then hold down the Shift key on the keyboard and click the last person then drag and drop that group of people into the desired Breakout Room

To Move non-consecutive individuals, click the first person then hold down the Control key on the keyboard and click each additional person then drag and drop that group of people into the desired Breakout Room Note: As an instructor may move freely between Breakout Rooms as desired by dragging and dropping your name.

Automatic allows you to automatically assign students (and, if desired, yourself and any other instructors) to Breakout Rooms (or when finished using Breakout Rooms to move these people back to the Main Room). Step 1: Click the Breakout Rooms tab in the Presenter’s Console

Step 2: Select Automatic from the Move People menu Step 3: Click Move to distribute the students evenly into the Breakout Rooms or use the drop down menu to select a different number of Breakout Rooms into which to divide students then click Move

Helpful Hint: By default only students will be moved to Breakout Rooms. To also move instructors change the setting in Advanced Settings for the following question (see p. 9) to Yes

Text Chat Students and instructors have the ability to engage in Text Chat with others who are in the same Breakout Room and to send Private Messages to the instructor. Within Breakout Rooms users must select Breakout Room from the drop down menu in the Text Chat Area. Students may also send Private Messages to other students (unless that functionality was disabled in Room Settings, p. 4 – Step 4) by selecting that student’s name from the drop down menu in the Text Chat Area.


Saved Content While Breakout Rooms are not archived content that is added in the Breakout Room through the CurrentBORFolder is automatically saved to a new Content Folder associated with the Main Room. The content of this folder includes all PowerPoint presentations imported On-The-Fly and all saved eBoard Snapshots. Archiving Since Breakout Rooms are not Archived, you must consider how to manage the Archiving of the Main Room during the time Breakout Rooms are in use. If an Archive has been started before enabling Breakout Rooms it will continue and will only capture activity in the Main Room. If using Breakout Rooms for an extended period of time you may want to stop the Archive and start a new Archive after placing all students back in the Main Room or may prefer to display a slide alerting those who view the Archive that there will be silence while group work is completed until a new slide displayed.

Desktop (Application) Sharing Desktop Sharing provides a tool that enables the showing or sharing of any application running on the instructor’s (or student’s) computer within a presentation. This tool is especially helpful for showing dynamically changing content (i.e. a web tour), for showing content that cannot be added as slides, for teaching how to use a software application and enabling students to demonstrate knowledge, for collaborating on documents and applications (i.e. an Excel spreadsheet), and for troubleshooting issues by taking control of that student’s desktop. During an AppShare session all students and other instructors will see the applications in the Content Window (as the default and preferred setting or in a New Window if you so choose). By default students will only be able to see the applications selected not to interact with them. You have the ability to give control of your mouse to a student or another instructor or to allow students to share their applications. To Run Application Sharing

Step 1: Click Share in the Content Tab of the Presenter’s Console

The AppShare window opens, which contains 3 columns:

1. User lists all students and instructors in the Room 2. Sharing Desktop determines whose applications

will be shared (it defaults to your desktop, but you can select another instructor or student)

3. Cursor Control determines who else (if anyone) will also have Cursor Control

At the bottom of the window is a drop down menu Indicating where shared content will be displayed for others (Content Frame is the default and New Window is the only other option).


Step 2: Click Begin Sharing in the AppShare window

Note: If this is the first time you have hosted an AppShare session on this computer, you will required to authorize a signed Java applet. Step 3: Select the appropriate Sharing Area from the AppShare Selection window, which contains 3 options: 1. Window limits the sharing to a specific application Window (i.e. Microsoft Excel).

Note: On a PC you can drag the icon to a Window, which is then highlighted on your screen (the name will also appear in the field to the right of the Window icon).

2. Screen Area limits the sharing to a specific portion of your screen, which you select by clicking and dragging your mouse to determine the desired Screen Area

3. Full Desktop shares your full desktop. While this choice is the simplest it also takes the longest to load for the others in the Room.

Step 4: Click the OK button on the AppShare Selection window. The application share selection now appears in the Content Frame for all other students and instructors (or in a New Window if you selected that option). If you enabled cursor control, then anyone with those permissions is now able to interact with the application. An acknowledgement (shown at right) in the Content Frame alerts you that your AppShare content is now being shown.

Step 5: To end the AppShare session locate the AppShare Status window (typically it is minimized or hidden behind other windows) then click the End Sharing button. An acknowledgement (shown at right) in the Content Frame alerts you that your AppShare session has now ended.

Note: You may also use the AppShare Status window to Update what users have access to Desktop Sharing or Cursor Control. To enact those changes, make your Selections then click Update Sharing.


Best Practices The “Wimba Classroom Version 6.1 Presenter Guide” offers the following best practices for using Application Sharing: Choose to share your application or web page in the Content Frame, rather than a New

Window, to avoid confusion. Before the presentation, conduct a practice session where another user logs in as a participant.

You can perform this yourself if you have access to two computers side-by-side. During the presentation, have the application ready before you start. By doing this, you can

ensure that your application will be the first thing viewed by participants when you begin. In a small group, you may also want to ensure that everyone sees the AppShare content by

asking them a question such as, “Is anyone having problems seeing the application?” If you are using WimbaMedia, you should use the Lock Talk feature to avoid using the Ctrl key to

speak. You may also consider changing the Talk Hot Key to F8. If broadcasting video, you may wish to select Stop transmitting video to bring focus to the

shared application and ease bandwidth If you enable other participants to have control of your application, we recommend enabling

only one participant at a time, or giving very clear instructions about taking turns. If you will be giving a web tour but will not navigate through too many links, you may want to

consider using screen shots or web pushes instead of Application Sharing, since Application Sharing takes several seconds to initiate.

If showing your application in a new window (instead of the Content Frame): o Verbally inform participants that a new window will appear when you begin, to

minimize confusion. o To continue using the Text Chat Area, keep the shared content to ¾ of the computer

screen so users can see and use text chat (p. 50).

Presenter On-The-Fly During a presentation, you may promote any student in the Room to Presenter level status on-the-fly. While promoted, a student may lead or help lead the presentation and will have access to all of the tools and features associated with being a Presenter, which includes the ability to Promote or Demote other students. Note: The only students ineligible to be promoted using Presenter On-The-Fly are those participating only via phone. To Promote a student click the negative Promotion icon next to the student you wish to Promote (shown below at left). The student receives audio and text notification confirming receipt of Presenter level access. You see a confirmation message in the Text Chat (image below at right).


While Promoted to Presenter a positive Promotion icon will appear by the student’s name

To Demote a student click the positive Promotion icon next to the student you wish to Demote. The student receives audio and text notification confirming receipt of Presenter level access. Note: Presenters cannot Demote the instructor’s default Presenter rights.

Managing Rooms and Archives The List of Rooms and Archives provides access to the basic tools you need to Manage Rooms and Archives.

Renaming Rooms and Archives It is possible to rename Rooms and Archives. When a change is made, the new Title will appear immediately for you and also for students if the Room or Archive is Open. If the Room or Archive is Closed, then the name change occurs for you, but it does not appear on the students’ List of Rooms and Archives. To Rename a Room or Archive Step 1: Select Settings for the Room or Archive you want to rename as shown below


Step 2: Rename the Room or Archive by entering a new Title as shown below then click Submit (not shown)

You will receive a Modify Room Receipt or Modify Archive Receipt confirming that the new Title has been applied. The new name now appears on the List of Rooms and Archives. Announcing Rooms or Archives You can easily make an Announcement about Rooms or Archives. This may be helpful if you regularly communicate information to students through Announcements. To Make An Announcement About a Room or Archive Step 1: Click the Title of the desired Room or Archive

Step 2: Click Add to Announcements

Step 3: Enter any additional information desired then click Submit (not shown). You will receive an Add to Announcements Receipt (not shown) ) confirming that the Announcement has been posted. The Announcement now appears on the Announcements page as shown below.


Opening and Closing Rooms and Archives You can easily change whether or not a Room or Archive is accessible to your students (you will always have access regardless of whether it is Open or Closed). If you created a Room using the default settings then the Room will be Open but any Archives created will initially appear as Closed. To change the accessibility of Room or Archive click the Access button of the desired Room or Archive as shown below. You will receive a Modify Room Receipt (not shown) confirming that the change was made and the new Access setting will display on the List of Rooms and Archives.

Deleting Rooms and Archives You can easily Delete a Room or Archive by selecting the Trashcan icon of the desired Room or Archive as shown below. You will receive a Modify Room Receipt (not shown) confirming that the change was made and it will no longer display on the List of Rooms and Archives.

Note: If you Delete a Room you are only Deleting the Room not any associated Archives. If you delete a Room that contains Archives, then those archives will appear at the bottom of the List of Rooms and Archives as Orphaned Archives. If you want to Delete any of these Orphaned Archives you may do so one at a time by selecting the Trashcan icon. Organizing Rooms and Archives The List of Rooms and Archives appears alphabetically. If you want them the Rooms to appear in the order created, then consider starting the Title using a date (i.e. 20110405 Meet Your Professor).


Advanced Reports Advanced Reports provide access to detailed information about what has happened in a given Room or Archive. They can be accessed by selecting the desired Room or Archive from the List of Rooms and Archives.

Then select Advanced

The Advanced Reports consist of Poll Results, Tracking, and Chat Logs (menu shown below).


Poll Results Poll Results allows you to view the results of all Advanced Polls that have been conducted in a given Room or Archive. Note: Students can respond to polls in Archives. To view Poll Results select Poll Results in the Advanced Reports menu. A new menu appears (shown below) allowing you to determine what data you want reported to you. You have the option to view the polling responses of an individual student or to see all answers to an individual poll or to see all answers to all polls or to limit any of these by date.

Shown below is a sample of the Report generated when the Multiple-choice1 poll was Added and View Report was clicked. Note that a Summary of Results is followed by detailed data about each respondent’s selection.


Tracking Tracking allows you to view statistics about who has entered the Room or Archive, when they arrived and how long they stayed. To view a Tracking Report select Tracking in the Advanced Reports menu. An example of a Tracking Report is shown below. Note that each entry includes the date and time each user entered and how long that individual stayed.

Chat Logs Chat Logs allow you to view a complete Transcript of all chat messages in a given Archive. This feature can be helpful if you need to review something said during a synchronous (real-time) session. To view a Chat Log select Chat Logs in the Advanced Reports menu. An example of a Chat Log is shown below.


For More Information For more information about using Wimba Classroom, please visit the Online Onpoint Team Site.

In the Wimba Classroom folder there are numerous resources, including: For Students

“How Students Access Wimba Classroom” – created by HU Distance Education (DE)

“How Students Navigate Wimba Classroom” – created by DE

“How Students Make Presentations in Wimba Classroom” – created by DE For Instructors

“Wimba Classroom: A Getting Started Guide for Instructors” – created by DE

“Wimba Classroom: An Instructor’s Guide to Advanced Features” – created by DE

“Wimba Classroom Presenter Guide” – created by Wimba

“Wimba Classroom Best Practices Teaching Guide” – created by Wimba

For additional assistance, please contact the Distance Education Department.

Wimba Classroom: An Instructor’s Guide to Advanced Features

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