CELT, NUI Galway

Echo360 Scheduler Guide A guide for Administrators and Schedulers at NUI Galway

Table of Contents

Echo360 Scheduler Guide.................................................................................................................3What is Scheduling?.................................................................................................................... 3Workflow for Creating An Echo Lecture Capture..............................................................3

How to create a Term, Course, Section and Lecture Schedule in Echo360...............4Overview........................................................................................................................................................ 4

1. Terms.......................................................................................................................................... 4Add Terms..................................................................................................................................................... 4

2. Courses........................................................................................................................................ 5Courses............................................................................................................................................................5*Add a course or check a course exists.............................................................................................5Delete a Course............................................................................................................................................7

3. Sections....................................................................................................................................... 8About Sections.............................................................................................................................................8*Adding a Section.......................................................................................................................................8Create a New Schedule..........................................................................................................................13Before You Begin......................................................................................................................................13

4. Schedules................................................................................................................................. 13*Create a New Schedule........................................................................................................................13Course / Description..............................................................................................................................14Date and Time...........................................................................................................................................15Presenters...................................................................................................................................................15Echo Defaults.............................................................................................................................................15Product Groups.........................................................................................................................................16Manage Existing Schedules..................................................................................................................16

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Echo360 Scheduler Guide

What is Scheduling?Scheduling automates lecture capture. When you (as a Scheduler or System Administrator) schedule a recording, you tell the EchoSystem to capture every lecture given in a particular classroom (such as "Room 729") at a particular time (such as "8-9:15 am, Monday, Wednesday, Friday"), for a particular term (such as "Academic Year 2011-2012"), and a particular Section (e.g. 1213-MD305) of a particular Course (MD305).

When a lecture is scheduled in the EchoSystem Server (ESS), the Academic Staff member serving as the presenter (Instructor, Teaching Assistant, Student Presenter, or Guest Presenter) need only arrive at the classroom and begin teaching. The lecture is automatically captured, processed, and posted for student review in Blackboard without any further administration.

Workflow for Creating An Echo Lecture Capture

Note: You can jump straight to No. 4, and track back if the course, or section doesn’t exist.

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How to create a Term, Course, Section and Lecture Schedule in Echo360OverviewTerms, courses, and sections are created and managed in the EchoSystem Server (ESS) Schedule tab. Courses. Sections provide the structure in which to enable various EchoSystem features and therefore are foundational to using EchoSystem.

1. Terms Terms define a date range associated with an academic year. For example, an Introduction to Economics (EC201) Course is offered each year. Each of these offerings is defined as a Section such as 1213-EC201, 1112-EC201, etc.

Add Terms1. Navigate to Schedule > Terms. The Terms page appears.2. Click Add. The Add New Term page appears as shown in the figure below.

3. Enter the term name (e.g. Academic Year 2012-2013)4. Select the parent organization or child organization from the list. 5. Enter the start date, end date, and exclusion date ranges.6. Click Save.

Video Recording:This link walks you through the basics of course and section management: http://training.echo360.com:8080/ess/echo/presentation/f54a68cb-dc10-4544-a78d-dbbace247180/media.m4v

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2. Courses

Courses The EchoSystem defines a course as an academic subject being taught and captured over a period of time, such as a term, and then taught and captured again during a different period of time or term. For example, a course name might be "Introduction to Economics" with an identifier of "EC201". Courses defined in the EchoSystem are really more of a container for sections. Sections are the actual offerings of the course during a particular term (e.g. 1213-EC201, or 1112-EC201). The EchoSystem schedules capture for the sections associated with a course, not courses themselves.

Add a course or check a course exists1. Open your browser to https://capture.nuigalway.ie:8443 and log in with your assigned username and password.2. Click the Schedule tab on the top of the page

Figure 1: Schedule Tab

3. Click on Courses just below Schedule

Figure 2: Courses

4. Firstly, do a search to ensure the course isn’t already on the system. It may be there are simply be missing an academic year (or Section) which you can assign.

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Figure 4: A course exists for MD305 so we go straight to add a new Section (See Part 2)

Figure 3: No course for MD304 so can go to “Add” as per 5 below

5. If no search results are returned for the course instance or module code (e.g. As in Figure 4), at the bottom of the Courses list click the Add button.

6. Add a course name and identifier. This course name should be the full name of the course or module. Log into Blackboard to check that you are using the correct information. All fields with an orange bar are required fields. The identifier should be the short course prefix.

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Figure 4: New course details

Examples: MD305: Foundations of Clinical MedicineMD504: Advanced Clinical Practice3MB3: MB3 M.B., B.CH., B.A.O. Degree1GST1: GST1 Graduate Studies Training

7. If you make any mistake you can edit a course at any time by hovering your mouse over the course on the Courses page and clicking the edit link.

Figure 5: Editing course details

Delete a Course

You cannot delete a course that has sections, schedules, or captures associated with it. There is no delete button, as shown in the figure above. Otherwise, follow these steps.

Navigate to Schedule > Courses. Hover over the course to be deleted. Click delete. Confirm that you want to delete the course. Notice the message confirming deletion at the top of the page.

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3. Sections

About SectionsSections define the offering of a course and are associated with a term. You may think of them as "modules in an academic year”. The important thing to understand is that sections are the actual items being scheduled for capture. You need at least one section per course to be able to schedule a lecture catpure. Each section is associated with a term. Using our "Introduction to Economics" course example, Introduction to Economics (EC201) is the course name. This course is offered each year (e.g. as 1213-EC201 in the 2012-2013 academic year). Each offering is created as a section within the course and assigned to the appropriate term. Captures are then scheduled based on a section.

Adding a Section8. Click a course link. The Course Details page appears (ref Figure 6). To create a new section (i.e. assign a new academic year to a course) click “Add” at the bottom left hand side of the screen. The Add New Section page appears (ref Figure 7).

Figure 6: Go to the course in question, and click on the course name

Figure 7: Add a new section (i.e. a new Academic Year)

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9. When creating a new section you can keep the defaults for the section – the products recorded. You will need to add the course ID, the presenter, and the Publishers.

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10. To add a publisher, scroll to the bottom of the page, and click “Add Publisher”. Select “Email” from the dropdown list, and then next click “Blackboard for NUI Galway” and enter the course or module code ID, as it is on Blackboard (e.g. “1213-MD505”). Click Save.

This needs to be exact or the recordings won’t publish into a Content folder on this course on the Blackboard system. Also for the connection between echo and Blackboard to work, the course in Blackboard must have the “Content” menu. Then click save.

All scheduled echo recordings for this section (i.e. this academic year) will then be posted into Blackboard.

11. When you are finished click “Done”

You will now be able to schedule a recording for that course and academic year.

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You can edit a section at any time by hovering your mouse over the section on the Section page and clicking the edit link.

Create a New ScheduleYou can create two different types of schedules:

A recurring event. You might, for example, create a schedule for a module MD101, which meets on Mondays, Wednesdays and Fridays in room AM270 at 10 am throughout the year.

A single event schedule enables a single capture at a specified date and time with an assigned capture device (a capture appliance or Classroom Capture Software). You might create such a schedule for a guest lecturer, keynote speaker, or commencement address.

This section explains how to create both types of schedules.

Before You BeginBefore you create a schedule, make sure you have defined the entities you will specify when you create the schedule. These are:

Does the Term exist (Schedule > Terms) Does the Course exist? Does the Course have a Section? Is the Presenter on the system?

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4. Schedules

Create a New Schedule1. In the EchoSystem server application, navigate to Schedule > Schedules.

2. Select the term from the list.

3. Select the course from the list.

4. Select the section from the list.

5. Click Add New. This opens the Add New Schedule page, as shown in the figure below.

6. Review and complete the Course/Description, Room, Date and Time, Exclusions, Presenters, Product Groups, and Echo Defaults options.

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7. Click Save.

8. Saving the schedule opens the Schedule Details page, as shown in the figure below.

9. Verify that you have entered all the information required. You should see a series of green check marks at the top of the page.

10. Press Activate to move the schedule from draft to active status.

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Additional Information

Course / DescriptionThe following figure shows scheduling options. Below the figure is a table that describes the settings available.

Date and TimeThe following figure shows the Date and Time scheduling options for a Single Event. Below the figure is a table that describes the settings available.

PresentersThe following figure shows the Presenters section of the scheduling page. Below the figure is a table describing the information.

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Echo DefaultsThe following figure shows the information displayed in the Echo Defaults section of the Schedule Details page. Below the figure is a table describing the information.



Product GroupsThe following figure shows the scheduling Product Groups options. Below the figure is a table that describes the settings available.

Manage Existing SchedulesAfter you have created a few schedules you may want to:

Sort schedules by title, presenter, room or status Filter and search schedules Copy a schedule Delete draft or completed schedules

All of these tasks are done from the Schedules tab. Select Schedule > Schedules.

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