Instructions for “1:Many” Sessions (not 1:1) - Click Here to download as a pdf)

You will need to have Chrome or Firefox downloaded on to your computer Login to your account at Kaltura.com

Click on Files (across the top bar) and then click on the first folder that is there (e.g Your INICIO session/ Your language session at INICIO) and then, in that folder, there should be a folder that contain’s your name, e.g. Sam’s Sessions.

Your students will have a folder each set up (or you can add a folder - by clicking on the add folder icon on the right - if you have a new student). This is where you need to upload your work. Click the add file icon in the top right or simply drag and drop from your computer. As always, these should be pdfs.

—-

Below describes what happens when you are getting ready for your sessions:

5-10 minutes before your sessions start (no more as another session may be in progress), log in to your account at Kaltura.com, click ‘Launch room’ on the course that contains your name.

Click on Tools > Breakout > click to add a room and rename it with your student’s name (repeat for the amount of students) > click ‘Start Rooms’. If there is already a blue bar across the top when you log in, the breakout has already been started, but you will still need to add your own room through tools (you won’t need to click ‘Start Rooms’ though.

At the top of your screen you will see a blue bar. Click where it says, ‘Main room’ and you can then select the room that you would like to join.

If you haven’t named your room with your student, just jot down which rooms you’re using, so that you know which room to put your students in when they log in.

Click Playlist on the black bar so that it is all displayed on the right hand side

Click Files from the top bar > Courses (black) and then the folder you went into earlier to upload your files and then your own folder. Select the files that you want to use and click ‘Add to playlist’. On MACs, click on the file type (e.g. pdf) of the first document you want (not the name of the document), hold down the command button and then select the other files you need too. On a Windows PC, follow the above steps but hold down the control button instead. If multiple files can’t be selected, repeat the first step until all of today’s work is in the playlist.

Remember to then click on the first piece of work so that one is displayed when a student enters shortly, if not their screen will be blank and they can’t make a start.

From the blue bar at the top, select the next room and repeat for as many breakout rooms as you need for today’s session.

Click on the room that you’re in on the blue bar and then select ‘Main room’ about a minute or two before the session starts, so that you are back in the welcome room when students log in. The welcome screen will show your face along with any students who are arriving so that you can say hello before placing them in their rooms.

When it’s time to start the session and you’ve said hello and asked how they all are, click on ‘Manage Rooms’ on the blue bar and drag each student’s name from the left to the relevant room. Click the ‘x’ on the top right on the breakout rooms pop-up and then click on ‘Main room’ on the blue bar and select the room that you want to go in.

If somebody hasn’t arrived on time, continue with the session by going to each student’s room and just keep popping back to the welcome area between each one to check. Greet them when they arrive and assign them to their breakout room by clicking the manage rooms tab again and then crossing the top right of the pop-up.

Make sure that you have your phone near you at all times, but on silent. If somebody hasn’t arrived after 5/10 minutes, text the INICIO number so that we can get in contact with the parents. This is also the only way that we can contact you privately, as the students will see the chat that’s on screen.

When you have clicked to join a room, explain anything necessary about the document that’s on show and use the arrow tools to point at anything. Remind them, if necessary, to click to add a text box to type in answers (they save by clicking out of the box) or to click the pencil icon to handwrite their responses. Explain that their blue bar at the top gives them an option to ask you a question but this is for when they have a technical issue/can’t continue, as you will return (as usual) in a few minutes anyway.

The top blue bar gives you the option to choose the next room, so repeat to fade!
Try to keep visits to 2/3 minutes at a time so that we join them frequently and maintain their focus. Move from room to room to support learners’ needs for clarification as they work.

If you would just like them to have a plain piece of paper to write on, you can either upload a blank document with your resources, or they can use the whiteboard (in tools). They can add a text box to both and write as they need to. There is also the option to write in the chat box in each room too.

If students prefer to write on a Word document on their own computer for essays, for example, they can then share their screen with you when you are with them. To screenshare, the student needs to click on Tools > Desktop Share > Start Screen Share > then select the relevant window.

With 10 minutes to go, ensure that all work is saved (by taking a screenshot if necessary, so be sure to know how to do this on your own computer). This can be used when marking work after the session or in next week's session, otherwise all will be lost! If you think that any of your students may want to keep a copy of the work that they have completed today too, you can tell them to take a screenshot (explained within their instructions but worth reminding them). If students ask for a copy of one of the information sheets that you have provided in the session, just email us at the end and ask us to send it on to them (please don’t ask for their contact details or give them your contact details; we deal with all contact with students and parents outside of the sessions).

With a few minutes to go, return to the main room and broadcast a message to all students “X minutes to go" then press send. Go back through to join as many students as you can and, when you get to the end of the session, say goodbye to each in their room and let them know that they can close their tab.

Please get rid of all work in the playlists at the end by hovering over the document in the playlist and clicking the ‘x’ in the right-hand corner of it. If you then close the tab, this will end the session (please don’t leave it open otherwise you’ll be part of the next session). If you have back-to-back sessions, still close the tab and re-enter. If someone forgets, you can click the red “Live” button next to their names at the top right of the screen but keep in mind that they will still be able to hear you until they close their tab and their name disappears (you can text us to let us know if this is the case and we can get in touch with them to remind them to go back on and close the tab).

Make sure that you clear the chat, if you have used it, after every session (as it remains if not).

Please remember to email us after each session with what you have done with each student and whether it was “Completed” or “Partially Completed”, so that we can update their usual logs by hand for you. Please also confirm the students that attended.

Please don't practise in the 'Live Classroom' between 11:30am and 8pm as other sessions will be going on, however, you can still upload files to your folders in this time (as explained at the top).

We hope you have fun and enjoy the sessions :)