In Canvas the BigBlueButton default camera settings have been adjusted

The default settings of BigBlueButton (Conferences) have been adjusted to avoid student webcams accidentally being recorded.

This adjustment means that students cannot turn on their webcams by default. This setting can only be adjusted by the lecturer. See section How to start (Step 6. Want to see your students?) on how to adjust this default setting.

Also to comply better with GDPR, student (viewer) names are anonymized in the chat area of a BigBlueButton recording.

Do you have plans to record your lecture?
Check the recording privacy rules here!
Please take the privacy rules into account to ensure that you protect the privacy of your students.

Introduction to online lecturing in BigBlueButton

You can give an online lecture using BigBlueButton (Conferences). As a teacher in the Canvas course, you have full control over your online lectures. We strongly recommend hosting sessions of 100 users (or less), as performance will degrade if you have a larger number of participants.

The BigBlueButton (Conferences) tool includes:

Basic features:

  • Video and audio communication to give a personal touch.
  • Powerpoint presentation to teach online.
  • Chat allows students to discuss topics for the whole group or answer individual questions.

Advanced features:

  • Polls can be created on the fly to assess the understanding of particular concepts. This is a great tool to keep students engaged with your online lectures. 
  • Multi-User White Board includes annotation tools for illustrating ideas and explaining processes.
  • Break Out Rooms can be used for smaller group activities and discussions (max. 16 breakout rooms).

Technical requirements AND ADVICE

For both moderators/presenters* and participants

  • Desktop/Laptop: The latest version of Chrome, Firefox or Edge
  • Mobile iOS (12.2+): Safari
  • Mobile Android (6.0+): Chrome
  • If you want to use screensharing: this only works on a desktop/laptop. Chrome or Firefox are recommended.
  • Good internet connection
  • Using a headset is recommended (employees can request one here)

Take these steps to optimize the technical conditions you can influence on your client to minimize problems:

  • Close all other (unused) programs like email, Word, Excel or Teams.
  • A running full scan of your virus programme can ask a lot of your CPU and memory. If possible, postpone or temporarily interrupt a running full scan during the conference.
  • Turn off your UT VPN connection
  • Close other browser tabs, they do take resources and might interfere with your session
  • Clear your browser cache and history
  • If possible connect with a cable to your router, instead of WIFI
  • If sound drops appear, refresh your browser window
  • If an external video is shared by the presenter, participants often have to start the video as well on their end since autostart is not always enabled in a browser.

*Additional advice for moderators/presenters

  • Control what your viewers can do in your conference session
  • Convert your slides to a PDF file and test them to prevent surprises
  • If sound drops appear, refresh your browser window and inform students about this
  • Only share one webcam if you have a large number of participants.

How to start

1. Enable ‘BigBlueButton (Conferences)’ in CANVAS

Go to your Course in Canvas.
Make sure the 'BigBlueButton (Conferences)' link is enabled for students in your course navigation.
For more information see: How do I manage Course Navigation links?

2. Get familiar

Create a practice conference for yourself without inviting all course members. 
For more information see: How do I create a conference in a course?
You can also watch a video introduction:

3. Plan your online lecture

It’s best to wait with creating the conference for the lecture untill (almost) all students have enrolled in your course. Otherwise, it may happen that not all students have access to the conference. Background: when you select the checkbox ‘invite all course members’ during creation of the conference, it means that you invite the users that are enrolled in the course at that moment. The list of invited members will not be updated automatically when new students enroll in the course. That means that student that were enrolled in the course after you created the conference, will not see the link to the conference.

Inform your students in advance about the date and time of the session and when the link to the conference will be available.
Include instructions for the students using this link: a link to information about Conferences from a student perspective. 

You can also share this video with your students:

4. Check and update invited course members

It's good practice to check if the list of invited students is complete half an hour or so before the conference will start. To do this, click the Edit button of the conference and select the checkbox for not yet invited students. This is especially necessary at the start of the quartile when new students will enroll each day.

5. Start a conference

Use the standard settings to start a conference.
For more information see: How do I start a conference?

6. Want to see your students?

By default, the webcams of the students cannot be turned on due to privacy rules. If you anyhow want to see your students, keep in mind the rules around protecting the privacy of your students when recording lectures.

To turn on the option to let students turn on their webcams go to "Settings" button, next to the "Users" overview, and select "Lock viewers":

Unlock the option "Share webcam", and click "Apply":

To temporarily unlock an individual viewer, select their avatar from the users list and choose Unlock

Visit this page to learn more about (un)locking viewer's abilities.

7. Record a conference

Important: Please take the "Lecture Recording Privacy Rules" into account to ensure that you protect the privacy of your students and your staff.

A BigBlueButton conference can be recorded for playback afterwards. Check how to record a conference

Note: Do not forget to "start recording" once the conference has been started:

Once a recording is finished, it will become available shortly after the Conference is ended and moved to the Concluded conferences. In most cases a recording will take the same amount of time to process as the duration of the live session. Student (viewer) names are anonymized in the chat area of a processed BigBlueButton recording. If students are visible in the recording, you should download and delete the recording as soon as possible from BigBlueButton.

Only students who were invited to the conference can see the link to the recording under Concluded conferences. Members who were invited do not need to attend the live session to see the associated recordings. For not-invited students that should be able to see the recording: you can copy the URL of the recording and publish it somewhere else in your course. To copy the URL:

  1. Click on the triangle before the name of the conference. A 'video' link will appear.
  2. Click on the video link and copy the URL from the browser address bar.
  3. Publish the URL in the course, for example in Modules.
Planning to record your students?
Read here how to (re)move the video!

Premium version

Please note that our university has purchased a premium version of the BigBlueButton conferencing tool. This includes:

  • Recordings as video files & can be saved locally (right-click in playback and choose 'Save video as ...')
  • Recordings do not expire automatically

Note that meeting statistics are disabled since this functionality is not GDPR compliant.

Need support?

If you have any questions left, please contact your faculty’s E-Learning Specialist or TELT or consult the manuals: