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GMAP SESAMI Program

Getting Started with Webex for the Instructor and the Teaching Assistants

Last update: 4/27/2020

1 Overview

Cisco Webex Meeting and Webex Training can be used as one of the interactive online solutions for distance

learnings.

Webex Meeting: https://help.webex.com/en-us/n62wi3c/Get-Started-with-Cisco-Webex-Meetings-for-Attendees

A quick and easy solution

Participant limit: 100 for a free account (1,000 for the special support program for higher education

institutions)

Effective interactive discussions

Webex Training:

Participant limit: 1,000

Breakout sessions are available

It has to be decided if the class meeting should be Webex Meeting or Webex Training prior to the session,

since it cannot be switched each other once the meeting starts. Once it is decided which dates/periods should be

which, the SESAMI admin (program management) will be the host to schedule, start and end the lecture.

By default, it is set up as follows:

Participants can ‘Chat’ and ‘View participant list’. They cannot record a meeting nor control remotely

2 Preparation

System requirements: https://help.webex.com/en-us/nki3xrq/Webex-Meetings-Suite-System-Requirements

For more stable access, it is recommended to use an Ethernet cable instead of Wi-Fi.

Download the app from below Kobe Univ site, click left top menu and then click ‘Download’.

https://kobe-university.webex.com/webappng/sites/kobe-university/dashboard?siteurl=kobe-university

In ‘Download’ page, select ‘Cisco Webex Meetings Desktop App’ and install the module.

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3 Webex Meeting

3.1 Who’s who

Roles and default assignments (detail)

Host Presenter (*)

SESAMI admin Professor

Definition Coordinating and controlling an event. Only one person can be an event host at a

time

Provide content during an event

Need a user account? Yes No

Meeting mgmt.: schedule, invite, start, end x

Designate a presenter x

Providing content during an event. x

Mute participants x

Start/stop the recording x

(*) Notes

There is only one presenter in the meeting/training. At the beginning of the meeting/training, the host is the

presenter, which privilege will be passed on to the professor.

It is possible to pass on the privilege to anyone in the meeting. How to change presenters:

Click and drag the presenter ball from the current presenter to another person in the Participants panel,

then click on the Yes button.

The host can retrieve the privilege back from participants/presenter.

3.2 Join a Meeting

Run Cisco Webex Meetings app.

or Access Kobe Univ. WebEx site: https://kobe-university.webex.com/webappng/sites/kobe-university/dashboard?siteurl=kobe-university

Input the meeting ID as the meeting information, and select ‘Join’.

Enter the meeting password and select ‘Next’.

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Screen image:

Muting non-speakers would be a good idea to avoid noise.

Individual participant can mute or unmute him/herself. The host can ‘Mute All’ from ‘Participant’ menu.

Once the professor joins the meeting, the host will pass on the presenter privilege.

He/she can share content.

Muted

Unmuted

Microphone

OFF

ON

Video

Participants Share content

Chat End meeting

Area for participant videos, shared content

My video

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4 Webex Training

4.1 Who’s who

Roles and default assignments (detail)

Panelists

Host Presenter (*)

SESAMI admin Professor TA

Definition Coordinating and controlling an event. Only one person can be an event

host at a time

Provide content during an event

Primarily responsible for assisting the presenter and participating in

presentation

Need a user account? Yes No No

Meeting mgmt.: schedule, invite, start, end x

Grant privileges to attendees or panelists

during an event; Designate a presenter

x

Providing content during an event. x

Respond to public and private chat messages x x x

Participate in a practice session x x

Mute participants Individually Mute All from the

Participant menu

Start/stop the recording x x

Setup breakout sessions x x x

(*) Notes

There is only one presenter in the meeting/training. At the beginning of the meeting/training, the host is the

presenter, which privilege will be passed on to the professor.

It is possible to pass on the privilege to anyone in the meeting. When it is passed on, he/she will be assigned

as one of the panelists.

How to change presenters:

Click and drag the presenter ball from the current presenter to another person in the Participants panel,

then click on the Yes button.

The host can retrieve the privilege back from participants/presenter.

4.2 Join a Meeting

Run Cisco Webex Meetings app.

or Access Kobe Univ. WebEx site: https://kobe-university.webex.com/webappng/sites/kobe-university/dashboard?siteurl=kobe-university

Input the meeting ID as the meeting information, and then the password.

When you view Webex Training page, input your name, email address (any), and the password (again). Select

‘Join Now.’

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Select ‘Call Using Computer.’

Screen image:

You can see list of participants if you click Participants icon.

Muting non-speakers would be a good idea to avoid noise.

Mute All: The Presenter can mute all by selecting ‘Mute All’ from ‘Participant’ menu on the top

Alternatively, the Host can mute individual person one by one.

When the training is over, select ‘Leave Training Session’ from ‘File’ menu.

Muted Unmuted

ON OFF

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4.3 Breakout Sessions

Breakout sessions can be used to place your attendees into smaller groups where they can collaborate and

share ideas: https://help.webex.com/en-us/8cckd2/Manage-Breakout-Sessions-in-Cisco-Webex-Training

Steps 1. Preparing for breakout sessions (Panelist, Presenter or Host)

Open the ‘Breakout Session Panel’ to the right area by either of below steps below:

From ‘Breakout’ on the top menu, select ‘Open Breakout Session Panel’, or

If you already have the icon at the bottom, click it.

Steps 2. Creating sessions (Panelist, Presenter or Host)

2-1: Select ‘Breakout Session Assignment...’from ‘Breakout’ menu, or

select ‘assign’ button from the ‘Breakout Session Panel’.

2-2: You can either automatically or manually assign participants into breakout sessions.

Automatic assignment: assign either the ‘number of sessions’ or ‘number of people per session’.

Panel selection

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Manual assignment: create breakout sessions and assign participants.

You now can see the sessions in the Breakout Session Panel.

Step 3: Start breakout sessions (Presenter or Host)

Select ‘Start Breakout Sessions’ from ‘Breakout’ menu, or select ‘Start’ button at the bottom of the

Breakout Session Panel.

You can change or move participants using assignment panel, even after you start the session.

Breakout Session Panel

2. Select a session

Remove sessions

3. Select a participant

4. Add

1. Create a session (in Windows, ‘Add

Session’ and Delete buttons are under

label ‘Assigned:’.

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Step 4: Manage breakout sessions (Presenter or Host)

Actions available

Step 5: End breakout sessions (Presenter or Host)

Select ‘End Breakout Sessions’ from Breakout menu, or select ‘End’ button at the bottom of the Breakout

Session Panel. All participants receive a message that their breakout session ends in 30 seconds.

Ask everyone to return from breakout sessions

Join breakout session

Broadcast messages

Share content of breakout sessions