Delivering a timetabled Teams session – Teachers/Co-organiser role

If you are a named teacher on the timetable for an online teaching session, this guide
outlines the key controls available once the Teams meeting starts. These
sessions are created using a default teaching template, and meeting settings
cannot be changed before the session begins, but you will have some control to change these during the session.

As a co-organiser you will expereince and have control of the following areas in a timetabled Teams online session. The video covers the bulleted steps below as a walk through.

Watch the Co-organiser session controls video here.

Recording

1. The meeting recording will start automatically when the session begins.
2. If you are not ready to be recorded, select More actions (…) and choose Stop recording.
3. Remember to restart the recording when you are ready to begin.
4. You can start and stop recordings as often as required during the session. Each recording will be saved as a separate file.
5. Recordings are automatically sent to the module folder in Panopto, where they can be reviewed, edited and approved if required.

Main controls

1. The main meeting controls are similar to those in a standard Teams meeting, including Reactions, Raise hand, Chat, Share

Breakout rooms

1. Only co-organisers can create and manage breakout rooms.

Communication

1. If you need to speak with a student individually, use a separate chat or communication method rather than the meeting chat for the whole group.
2. Meeting chat is available only while the teaching session is taking place.

Participants

1. Students will enter the meeting via the lobby and must be admitted before they can join the session.
2. Select People to view participants waiting in the lobby and admit individuals or everyone at once. All students and external speakers will be given the attendee role upon being admitted from the lobby
3. If a participant’s name is marked as External or Unverified, ensure you recognise them before admitting them to the session.
4. Students are instructed to join using the Teams desktop app and their University account. If they join through a browser without signing in correctly, they may appear as Unverified.
5. If you wish to make a student or external speaker a presenter, select their name in the participant list and change their role to Presenter. You cannot promote someone to a co-orginiser.
6. If you want all participants to have presenter permissions, this can be changed using the meeting controls during the session.
7. At the end of the session, ensure a co-organisers slelects End meeting to close the meeting for all participants.