Teaching Resources

Checklist for Teaching in a Pooled Classroom with Hyflex/Hybrid Technology

Resource Overview

A step by step guide for teaching in a pooled classroom with hyflex/hybrid technology at WashU

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Michael Wysession

Executive Director

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  1. Sanitize. Wipe down with disinfectant wipes the computer mouse and keyboard, the Crestron panel face, the lavalier mic, and any other parts of the desktop that you will be using. Get a visual here.
  2. Equipment. Make sure you have your own personal lavalier mic windscreen, chalk, markers, and/or erasers with you, depending upon your mode of teaching (blackboard vs. white board). Get a visual here.
  3. Lavalier Mic. Put your own personal windscreen on the end of the lavalier mic. Get a visual
    1. Check that the lavalier mic is on.
    2. Check that the battery light is green and not flashing red (if the latter, replace the AA batteries from the supply of extra batteries in the desktop) Get a visual here.
  4. Room Microphone system. There are two mic systems being used in the pooled classrooms, depending upon size and acoustics.
    1. Most of the rooms have installed ceiling array mics. For these rooms, there is nothing you need to do to turn them on. They will come on automatically when you start your class from the room computer.
    2. If you are in an auditorium or very large room (Brown 100, Eads 16, Hillman 60, Hillman 70, Louderman 458, Rebstock 215, Seigle L006, McMillan G052, Simon 1, Steinberg 105, Wilson 214, Wrighton 300), ceiling mic systems do not adequately work, so you will be using a phone app-based system called Crowd Mic. Learn more about this here.
  5. Room Computer. To be able to use the room A/V tools, it is important that you use the room computer and not your own personal device.
    1. Turn on the Crestron panel and room computer, if they are not already on.
    2. Make sure that the audio is not muted on the Crestron panel and adjust the volume as needed. Get a visual here.
  6. Room Camera. For most of the pooled classrooms, you can check the position of the classroom camera by clicking the “Camera Control” icon the computer screen. View a photo and video. The camera control panel can also be accessed by someone remotely typing the IP address of the camera into a URL window (using the university VPN).
    1. Check to make sure the camera is in the correct preset position (unless someone else is monitoring this). Get a visual here.
    2. If you need to change the setting, enter the Preset number (1-8) that gives you the setting you like. Get a visual here.
    3. For a small number of pooled classrooms (Jubel 120, Jubel 121, McDonnell 362, Simon 17, Weil 10, Wrighton 301), the process of controlling the room cameras is slightly different, with directions given here.
  7. My Canvas. Open a web browser on the computer.
    1. Log into MyCanvas (mycanvas.wustl.edu). Get a visual here.
    2. Open your Canvas course. Get a visual here.
  8. Zoom. Within Canvas, open Zoom (along the left). Get a visual here(If Zoom and Kaltura do not show up along the left-side list of tabs, please go here.)
    1. “Start” the zoom meeting for that day (which should have been scheduled and announced to students in advance). Get a visual here.
    2. Check that the Zoom meeting parameters (mute/unmute, etc.) are what you want them to be (unless someone else is monitoring this).
    3. Press the “Record” button to start recording the Zoom meeting and then choose “Record to the Cloud.” Get a visual here.
  9. Modes of Presentation. Use the Crestron panel to manage the screen for displaying something from the computer, such as a Powerpoint presentation.
    1. Within Zoom, use the Share Screen option to make sure online students see your presentation.
    2. To use a room document camera (doc cam), first turn on the camera. Get a visual here.
      1. When you share your screen, click on the “Advanced” label at the top.
      2. Then click on the “Content from Second Camera” icon.
      3. Now, whatever you put on the doc cam surface appears within the Zoom, including whatever you write. View a photo and video.
    3. If you are using an interactive board, this is also controlled from the Crestron panel. View a photo and video.
    4. You are able to use any additional personal device in the Zoom class, such as a laptop or tablet. To do so, first start the Zoom meeting from the room computer, then join the Zoom separately from your laptop or tablet, and then share your screen from your laptop or tablet. To see how this is done with a tablet, view a video here.
  10. End of Class. When class is finished, end the recording.
    1. Very Important: Close Zoom, log out of Canvas, and close the browser (forgetting to do so could allow people to make changes to your course, see your gradebook, etc.).
    2. Remove your personal windscreen from the lavalier mic, and take it with you, along with any personal chalk, markers, erasers, etc.
    3. Wipe down with disinfectant wipes any surfaces that you have used.
  11. Publishing the Zoom Recording. You will get an email when your recording is done processing. At that point, the Zoom class recording will appear in your “Kaltura My Media” folder. In order to make it available to your class:
    1. Click on the title to access the file. If you like, you can change the title.
    2. Under “Actions,” click on “Publish.” Get a visual here.
    3. Under “Publishing Status” click on “Published,” then click the box for your course, and then click “Save.” Get a visual here.
    4. Your Zoom recording will now appear in the Kaltura Media Gallery for your course. Get a visual here.
    5. You can edit your recording before you publish it. Directions can be found here.

Things that need to be worked out in advance:

  1. Have the Zoom meetings prebuilt within Canvas in advance, so that students have access in advance to the Zoom meeting.
  2. Determine how the zoom meeting will be monitored. Will you handle the meeting and the chat box, or will a graduate AI or undergraduate TA do this?
  3. Determine how the in-class meeting will be filmed. Will you control the camera preset or will a graduate AI or undergraduate TA or someone else do this?

Have suggestions?

If you have suggestions of resources we might add to these pages, please contact us:

ctl@wustl.edu(314) 935-6810Mon - Fri, 8:30 a.m. - 5:00 p.m.