Do NOT use a VDI session for Webex Meetings, Webex Teams, Jabber, Microsoft Teams Meetings and similar. To ensure an optimal meeting experience install and use these types of application natively on your local PC.
WebEx Practice Sessions & Online Virtual Drop-In for Faculty
Our Learning Design & Support Team has scheduled training sessions for using WebEx to host virtual classrooms.
ITS has prepared a few helpful items below to assist with using WebEx:
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- Logging into WebEx
- Schedule a class for my students in WebEx
- Invite students to my virtual classroom (Personal Room)
- Download and install WebEx
- Host a Virtual Class with Personal Meeting Room
- Share my screen in a WebEx meeting
- End my WebEx session
- WebEx Meeting Best Practices
- How to Keep the Participant Panel Easily Accessible
- Secure Your Personal Meeting Room
- Intergrating-WebEx-into-the-Classroom”>Integrating WebEx into the Classroom
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Logging into WebEx
- Visit flemingcollege.webex.com
- Click “Sign In” on the top right of screen
- When prompted for “Email address” enter your Fleming College email address. (ex: Jane.Doe@flemingcollege.ca)Your email address is NOT the same format as your mycampus username ( DO NOT USE THIS FORMAT: jdoe@flemingcollege.ca)
If you do not know your Fleming College email address you can find it by logging into mycampus.flemingcollege.ca and then click this link: outlook.office.com/people/ - On the following Fleming branded page please enter your mycampus username and password and click “Sign In“You should now have access to Fleming College licensed WebEx services. If you are prompted to create an account please review Step 3 and verify you are using your Fleming College email in the correct format.
How do I schedule my class in Webex?
Faculty do not need to book a meeting in Webex for each class. The easiest way to invite your students to a class is to use your Personal Room.
Confirming your Personal Meeting Room
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- Go to https://flemingcollege.webex.com/
- Click “Sign In” button in top right of screen
- When prompted, enter your email address
- You will then be asked for your Fleming username and password
- Your Personal Meeting Room will be displayed just above “More ways to join”. The format will be “http://flemingcollege.webex.com/meet/firstname.lastname”
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Inviting students to your Virtual Classroom (Personal Meeting Room)
Invite students to your Personal Room by sending them the link you confirmed above. You can email them the link or post it to their D2L course page. Students can then click the link and login from any computer with an internet connection.
Download and Install Cisco Webex Meetings
Faculty/Staff
Any computer with an internet connection can use Webex this includes, all computers at the College as well as personal desktops/laptops.
Faculty and staff will also require a microphone for audio. Most webcams have a microphone built-in that can be used. Webcams can also be used if desired.
Students
Students can join the virtual classroom from any computer that has internet access. Students will require a microphone if they wish to talk during the session They may optionally use a webcam as well.
Host a Virtual Class with Personal Meeting Room:
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- Plug-in your webcam
- If you are using a headset or separate microphone, plug this into your computer
- More information on connecting your audio
- Launch the Cisco Webex Meetings
- Click “Sign In” button in top right of screen
- When prompted, enter your email address
- You will then be asked for your Fleming username and password
- Click “Start a Meeting” button
- If you have webcam, it will be activated by default. Clicking the camera icon at the bottom of the image will disable it for the session. More information on managing your video
- Click “Start Meeting”
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Sharing your screen:
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- You can choose to share your screen or a specific application. Click the “Share” button on the desired screen or application.
- Here is information Sharing Content
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Ending your Meeting:
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- When your meeting has ended, click the red X button
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WebEx Meeting Best Practices:
As the host, you are the final decision maker concerning the security settings of your meeting.
You control nearly every aspect of the meeting, including when it begins and ends.
Follow the security best practices for to protect your attendees, and keep meetings and your information secure
- Do not post your meeting information anywhere. Especially on social media.
- Do not share your audio PIN, meeting host key, or Personal Room host PIN with anyone.
- Provide meeting passwords only to users who need them.
- Disable participant screen sharing or file sharing
- Never share sensitive information in your meeting until you are certain who is in attendance.
- Keep your Webex software updated.
As the host, you should apply these settings to every meeting as soon as the meeting is started:
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Mute Participants on Entry
Hosts can mute individual participants or the entire group:
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Disable “Anyone Can Share”
- To disable Anyone Can Share in the meeting:
- Click on the Participant menu on the menu bar.
- Click on Anyone Can Share to uncheck / disable.
- To disable Anyone Can Share in the meeting:
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Lock your Meeting Room
- During a meeting in your Personal Room, go to More options
in the meeting controls, and then choose Lock Meeting or Unlock Meeting.
- During a meeting in your Personal Room, go to More options
or Unmute 
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How to Keep the Participant Panel Easily Accessible:
Make sure the “Participants” panel is always open by clicking the Participants icon on the main screen:
WebEx Participants Panel Toggle
In the event a participant is disruptive there are several actions the host can take. These are available by right clicking on the user in the participant panel. The key ones are Mute, Stop Video, and in extreme cases Expel the participant.
If you expel someone, make sure you lock the room. The user will not be able to return.
Secure Your Personal Meeting Room:
We recommend always scheduling a meeting with a password, but if you do use your personal room please edit the room preferences to make it more secure.
Log into https://flemingcollege.webex.com and click Preferences in the left column. It will look like this:
WebEx Meeting Preferences Screenshot
We recommend setting:
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- Select Automatically lock my room and set the time. Anyone trying to join after the meeting room has been locked will be placed in the lobby and will require authorization to enter the meeting.
- Make sure Notify me by email when someone enters my Personal Room is checked.
- Uncheck Let others host my Personal Room meetings without me.
- If you need the ability to allow specific people to host your Personal Room meetings:
- Check Let others host my Personal Room meetings without me.
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Do *NOT* enable Allow anyone with a host account on this site…
FAQ’s
I’m using a College Meeting Room that has Webex enabled, my meeting is requesting a “Host Pin”. How do you set/locate this?
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- Login to WebEx (https://webex.flemingcollege.ca
- Click “Preferences”
- Click “My Personal Room”
- The host pin never changes, you can modify it to something that you’ll never forget
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I don’t have a webcam and/or headset. Does ITS supply these?
ITS has a quantity of webcams for staff and faculty to use. These are available from the Service Desk at Sutherland and Frost.
Additional Teaching Resources to Prepare for Online Teaching:
Getting started with virtual education presented by Dr Lance Ford
Recording: https://go.webex.com/go/lsr.php?RCID=c057dfe6ab2ebed5639a78d67ebddb50
Password: Covid-19
For teachers on remote classroom best practices, presented by Lauren Hamill a recent K-12 teacher turned webex advocate
Quick training videos:
https://help.webex.com/landing/onlineclasses/previousClass/Webex-Meetings#Overview-of-Webex-Meetings
CiscoAW-Covid Response- One Pager – Low bandwidth
CiscoAW-Covid Response- One Pager – Remote working Best Practices
Integrating WebEx Into the Classroom
Overview
WebEx is a video conferencing tool that can be integrated into the classroom. It can be used to fill in student and teacher needs where traditional learning cannot be supported or to enhance existing classroom learning. WebEx can be used online for distance learners, Offline for in class students or as a hybrid.
Offline use
In classroom lectures can be recorded and saved to the cloud or a personal drive to be used later. Occurrences for this can be the teacher is unable to be available for the same subject with a different group of students. Give students who are not able to attend class the ability to see the recorded presentation. And to have an extra resource for students to use when studying for an exam.
Online Use
WebEx can be used for Faculty and students who don’t have a permanent physical location to attend a standard classroom, or to create space in an institution that is heavily used and lacks physical classroom space.
With the lack of domestic students in large concentrations, online teaching with WebEx can bring students all over the country to attend Fleming without the cost of travel. It gives them more choice for their educational needs.
It also can be used to teach international students in their own country.
Hybrid Use
WebEx can be used for both online students and offline students based on the needs of the individual. Faculty can teach to a class in the classroom while having additional students attend online. This is useful when seating in the classroom is limited or students are too far away to physically attend. Additionally, it can help students that are hospitalized or have a disability keeping them at home to continue their education.
Faculty can also teach from another location if needed. Aside from emergency situations it might be that the institution may have need of a person with skills that are difficult to find locally. Allowing faculty to teach from another location such as another province this will increase the chance to find the candidate to fill the teaching role the institution requires.
The faculty can also belong to another institution and if there are agreements between two different institutions the teacher can use another colleges or universities space and technology to aid in online teaching.
Use of external hardware to aid in WebEx teaching
WebEx allows you to use external hardware with their product. Primarily cameras are the most common. If the camera can be attached to your device WebEx will be able to use it This includes but, is not limited to web cams, Overhead camera’s and Doc Cams
The systems that WebEx can be used on are laptops, tablets, desktop and phones. WebEx supports the following Operating systems: Windows Apple OS and Android.
Placement of a camera can change the way a class is taught and provide more focus to what you want to present. While normally the camera is facing the presenter and can be changed to another angle. Placing a camera up high and pointing down to a surface gives an instructor the option to show dissections; how to properly use medical equipment or even showing the proper brush technique when applying paint to paper. The student can do the same if testing requires the student to show that they are able to perform a task that had been taught to them. Changing the height of the camera will also allow larger objects to fit into view while lowering the camera will allow smaller samples to be shown.
Tablets and phones give the presenter freedom to move from the office or classroom to another location. Virtual field trips can be created to enhance student experience. You can bring a forest to every student’s home. Show a house being constructed or even get close ups of an engine in a vehicle.
Sharing and annotation
WebEx allows a person to share and present software that is on the user’s device. PowerPoint is commonly used, but you can also share a whiteboard, still images, videos and web pages. While sharing any of these the presenter can annotate on top of them. Annotating allows the user to lead the audience’s focus to an area that the presenter wants to highlight. Files up to 2 GB can also be transferred through WebEx.
Collaboration
WebEx isn’t limited to being one sided it can be set up to allow users to interact with each other through chat, video and audio. Control can also be given to another person so they can edit a white board, make notes or present their own materials. This can be useful when you have a guest lecturer, or when a student is presenting an assignment to the class.
Testing and Surveys
WebEx has polling tools available to users. These allow you to create a multiple-choice question for surveys to get a groups opinion or create a quick quiz to help track students progress. You can set it up to see individual answers or the percentage from a group. The length of time set for the survey or test can be adjusted based on the classes need.
Break out Rooms
With WebEx you can you can create break out rooms schedule groups to a room and then have the return to the main meeting
Other things to consider
WebEx is a tool that is made powerful by the creativity of the user in the way it is used in and outside of the classroom. Consider how students can use the tool to connect with each other for group work. You can also have a virtual panel discussion. Outside of class you could set up your WebEx personal room to have an open-door policy. Students may also find that it is easier to have private discussions with faculty at home where they may feel more comfortable.