Launching a Webex Session as a Host
- Distance Learning (LMS) (Unlicensed)
In order for a Webex session to begin the Host must launch it.
Full information in the various Webex roles can be found here: https://unicit.atlassian.net/wiki/x/jwGoYQ
To launch a session you need to go to the University of Nicosia Webex website (https://globaltraining.webex.com/) and log in to your account by entering your Username and Password. Click Log In to enter the account.
Upon entering the account you will automatically be directed to Webex Meetings. You will need to change to the Webex Training service. To do this, look to the lower-left of the page and select from the list Webex Training. Once clicked, Webex Training will be opened in a new tab.
The page that loads displayed all the sessions for the rest of the day.
Under Live Sessions, each session that indicates the word Start, means that the session was created in the specific account that you are logged in to. If you are not able to Start the session, then it was probably created in another account or if the students or lecturer join the session before you, then you will find it under “In Progress” and you will see the option Join instead.
Starting a Webex Session
RECOMMENDED: Start sessions 30 minutes prior to the start time. This will allow the students and lecturer to also join and give you enough time to resolve any issues that may arise.
Find the session that needs to start and and click Start or Join.
The Webex session will launch. You will see a Volume box appear. At this point make sure you Mute your microphone.
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By default only the Host, Presenter (lecturer) and Panelists can send to All Participants, All Attendees and private chat to students. In order to allow Attendees (students) to message the All Participants and each other the Presenter needs to provide this privilege.
If not enabled, students will not be able to to see each others messages in the chat.
This can only be done by the active presenter, therefore make sure you do it before transferring presenter rights to the Lecturer.
In order to enable the chat to all attendees follow these steps:
Locate and click the Participants menu at the upper-left of the Webex application. In the menu that opens, click Assign Privileges.
In the Assign Privileges window under Communications, select the option All attendees under Chat with as indicated below.
Click OK.
All course Webex sessions must be recorded, unless otherwise requested by the lecturer.
It is important before you start the session you start recording the session and pause it immediately. When the lecturer starts their lesson, resume the recording.
Locate and click the Recorder button found at the upper-right of the Webex application. This will open the Recorder panel at the bottom of the page.
Recorder Panel
 | Click on the Record button to start recording the session. |
 | When you click Record:
|
 | When you click Pause:
Click Pause again to resume the recording. |
 | When you click Stop the recorder will revert to its original state. If you start the recording again from this state then an additional recording of the session will be created. |
We need to remove certain functions from the session. This can be done via Manage Panels located in the upper-right dropdown menu.
In the Manage Panels dialogue remove Q&A and Polling. Also, deselect the Allow participants to change the sequence of panels checkbox at the bottom. The settings should look as follows:
Click OK to save.
If 15 minutes before the session begins the lecturer has still not joined the session, send them a reminder.
Click the Invite & Remind button.
This will open the Invite and Remind dialogue. Select the lecturer’s email address and click Send Reminder.
If you do not see the lecturer’s email address then either of the following could be the reason:
The lecturer is already in the session, you should see their name under the Panelist section.
The lecturer was never invited to the session!
DO NOT TRANSFER PRESENTER ROLE IF THE LECTURER IS NOT CONNECTED PROPERLY!
If you do this then everyone will be disconnected from the session audio.
Make sure you have already assigned privileges before transferring the presenter role.
When the lecturer joins the session they will either appear as a Panelist (if they connected using the email address that the invitation was set to) or as an Attendee (if they connected with a different email address). Therefore, make sure that you look through all the users in the session to find the lecturer.
When you have located the lecturer you can pass the Presenter role to them. This can be done using any of the following methods:
Method 1
Right-click the lecturer’s name, Change Role To > Presenter
Method 2
Hover over the lecturer’s name. To the left of the name you will see a Webex logo. Click this to make them a presenter.
Method 3
Click the lecturer’s name, then click the make presenter button at the bottom of the participants panel.
GV - 05/20