Further Details and Validating a meeting

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Note: You are currently viewing documentation for Moodle 1.9. Up-to-date documentation for the latest stable version is available here: Further Details and Validating a meeting.

Further Details Page

On the Further Details, you can specify the details of the meeting. Specifically, you can set the title,description, the privileges for students and guests, the profile for the eMeeting room, and whether the students in the course should be notified of the eMeeting with an email.

  • Title is the title you wish to give your eMeeting.
  • The description text area allows you to set the description of the meeting, which users will see when they click on the eMeeting. This uses the standard Moodle text editor.
  • If you have selected "Choose Members" in the seats menu from the previous page and there is a conflict with the number of license, a message will appear, following the description box, that tells how many students you can schedule to attend the meeting. To disable a student for the meeting, select "No access" for their privilege level (see below).
  • Set Student Privileges allows you to define different privileges for each student. Privileges refer to the type of access you want your users to have. The different types are as follows:
    • Moderator allows the user to send audio, video, and chat, both publicly (to all users) and privately (between two users). In addition, the user can draw on the whiteboard for all to see. The user is also able to kick other users out of the eMeeting room and lock the room to prevent others from entering. This is the highest possible level, and you should be careful in assigning it. Teachers and the Moodle administrator are set as moderators automatically.
    • Presenter is the second highest privilege level. Presenters have the same broadcasting capabilities but lack the ability to kick users and lock the room. This could be useful for guest speakers, for instance.
    • The Attendee privilege level gives the user the ability to send public audio, video, and chat. In addition, Attendees can use the Telepointer to point on the whiteboard.
    • Listeners are a receive only user. They can send no audio,video, or chat. Most students should probably be listeners or attendees.
    • No access means that the student will not be permitted to attend the eMeeting at all. Setting students to no access allows you to have only a portion of the class attending the meeting. This option will not appear if you have selected "All Members" from the seats menu on the previous page.
  • The "Add Guests" section allows you to specify the details for the guests which you have selected to join the meeting, including the name and email. In addition, you may also specify each guest's privileges. This works in the same way as student privileges, but you will not be able to set a guest to "No access"
  • Select an eMeeting profile allows you to choose the profile for your eMeeting. Profiles define the basic settings of the meeting; in general, these should only differ by bandwidth, the connection speed of the room. The higher the bandwidth, the better the quality of communication, but your institution will only be able to provide so much bandwidth before encountering problems. On the left side of the colon is the profile's name, and to the right is the bandwidth (in kilobits per second). The Moodle administrator sets the profiles from which you can choose. Ordinarily, you will see a drop-down menu allowing you to select a profile, but if the administrator has only selected one profile, you will just see the profile name and bandwidth written out.
    • If you selected the All Members or Choose Members option on the previous page then you only have access to the standard room profile with a limited number of seats.
    • If you selected the Auditorium option on the previous page then you only have the auditorium profiles. There are a limited number auditoriums available but you have unlimited seats.
  • If you check the email notification box, Moodle will send out a notification email, telling them about the eMeeting that you're scheduling. This email will contain all the important information about the eMeeting, as well as a link to the eMeeting and an iCal object which they can use for scheduling. Guests will always be sent a notification email, regardless of whether you check the box.

Once you have entered these details, click the "Create eMeeting" button. This will validate the meeting one more time. Assuming there are no problems with validating, your eMeeting will be created.

Validation

Marratech, the system on which the eMeeting module is built, is a commercial system with a limited license. This means that, depending on the room type, there are either a certain number of users that can be on at one time; or a certain number of auditoriums that can be online at once. If the seat limit for standard rooms is met, new users will not be able to log on. If there are to many auditoriums open then you might not be able to create your room. Validation exists to avoid that problem. Once you click the "Check Availability" button on the previous page, the eMeeting will check itself against the other eMeetings that exist for all the courses. If your meeting will exceed the user limit, you will be notified. This can take one of three forms:

  • If you have selected "All Students" for the number of seats, or if the seats for the given time period are completely full, you will receive an error message telling you that the time is not available. In addition to telling you this, the error message will also display the names of the eMeetings which conflict with your meeting. Clicking the continue button will take you back to the first page, where you will reenter your initial information.
  • However, if you have selected "Choose Members", you will be allowed to continue, but on the next page, you will receive a message telling you the maximum number of students you may select to attend the meeting.
  • Finally, if you have selected "Auditorium", you will recieve an error that a meeting cannot be created at that time. You will need to create your meeting at a different time.

In addition to checking the license limit, Validation will also give you an error message if the time you have selected is in the past, or if the duration that you have selected is somehow invalid (e.g., 0:00). Once again, clicking the continue button will return you to the first Create page.

Finally, you may also get a message saying that no profiles have been set. In this case, the settings for the eMeeting module lack basic information that they need to be created. Unfortunately, there is nothing that you can do to fix this, and you should contact your Moodle administrator, who can remedy the problem.

In most circumstances, though, none of this will occur, and you will go directly from the first Create page to the second.,