CloudDeakin Guides



Due to unprecedented global adoption of Bb Ultra, the vendor has made the decision to disable specific features that can impact overall system stability. These features are:
Timer (a countdown timer that helps with classroom time management)
Chat typing indicator (a visual indicator that someone is typing but have not yet completed their thought. The chat feature itself will still be available.)
Netstats indicator (a visual indicator of connection quality next to each user)

Bb Collaborate Overview

Bb Collaborate Ultra is a synchronous communications tool that can facilitate communication and collaboration between staff and students.

Bb Collaborate Ultra allows you to:

  • talk online in real time,
  • chat via text online, and
  • share videos, presentations and applications.

With a Bb Collaborate session you can:

  • present and display applications and other content with participants
  • share files for participants to download
  • send chats and private messages
  • change the roles and permissions of participants in the session
  • draw and write on the virtual blackboard, and
  • set up and view polls
Bb Collaborate is an externally hosted platform for online learning and collaboration. When you use Bb Collaborate your information, including any personal information you provide, will be disclosed to Bb Collaborate to be stored in its datacentres around the world. This will include your image, voice, or identifying information in readable format (Personal Information).

When you upload information to Bb Collaborate you are consenting to any Personal Information you include being disclosed to Bb Collaborate.

Bb Collaborate’s datacentres may be located in countries which do not have privacy protections comparable to that in place in Victoria. In particular, you may have no right of redress for an interference with your privacy committed overseas and the datacentre may be subject to a foreign law that compels the disclosure of Personal Information to a third party (e.g. a government or law enforcement authority).

You are responsible for Personal Information that you post to Bb Collaborate. Posting refers to making files, texts, chats, audio, video or any other form of data available on Bb Collaborate including by way of uploading or direct recording. You must remember that Personal Information that identifies you or another individual will be viewed by other users, and may be collected and used by other users of the site. It may also be accessed by administrators and technical support staff employed or engaged by Deakin or by Blackboard. Please exercise caution in posting Personal Information.

You must not post Personal Information about another person (including, without limitation, addresses, telephone numbers, email addresses, photographs or recordings of individuals) without their consent.

You are encouraged to review Blackboard Collaborate’s privacy policy.

Note: This usage disclaimer will appear every 120 days.



Additonal Information
Note: Bb Collaborate Ultra is cloud hosting. To learn more about the monthly release, refer to the Release Notes

In order to use the accessibility features in Bb Collaborate Ultra, you must meet the following system requirements:

  • For the best Bb Collaborate Ultra experience with your screen reader, use Firefox and Jaws on Windows, and Safari and VoiceOver on a Mac.
  • For more information about Accessibility in Bb Collaborate Ultra refer to the Accessibility Guide for Moderators.


Typical Process
Bb Collaborate typically involves the following process:


  1. Creating a planned session in CloudDeakin
  2. Scheduling a session
  3. Editing session details
  4. Recording a session
  5. Exiting the session


Creating a planned session in CloudDeakin
  1. Go to your unit site.
  2. Click the Content link in the Site Navigation bar.
  3. Go to an existing module.
  4. Click Existing Activities and select External Learning Tools.
  5. From the pop-up window, select Bb Collaborate Ultra.
  6. Click on the link that you have just created.
  7. Click on the Create Session link to create a new session.
  8. Type in a New Session. Please use the following naming conventions.
    • For unit sites: Year (space) Trimester (space) Unit Code (space) Context/purpose e.g. 2014 T2 SEPXXX Revision Seminars or 2014 T2 SEPXXX project meeting
    • For course/non-unit sites: Faculty (space) Name of the course/non-unit site (space) Other information re context/purpose if necessary e.g. SEBE Information Technology Course Hub or SEBE Life & Environmental Sciences (Honours Programs) 2014
    • For other purposes: Faculty (space) Context/purpose e.g. SEBE CloudDeakin Support Team meeting or SEBE Bb Collaborate Training
  9. If you wish to invite participants who are not enrolled in your unit (Deakin or non-Deakin user) to your session, you must provide them with the guest link. Select the box of Guest Access and select the Guest Role you wish the guest to have. If you have given the guest a Participant role, you can promote the guest to moderator during the session. Remember to email the guest the Guest Link so they can access the session.
  10. Select a Start Date and Time and End Date and Time.
    Note: If you plan to use Bb Collaborate Ultra throughout the trimester, schedule the session from the beginning of trimester to the end of trimester so that you can reuse the session.
  11. You can leave the default at 15 minutes for Early Entry to allow participants to access the session early.
  12. Click on the Session Settings.
  13. If you wish to change the default participant role, you can do so here.
  14. Please be sure to click on the checkbox for Allow Recording Downloads so that your students will be able to download the recordings at a later date.
  15. You can manage the participant’s ability to perform certain tasks here (share audio, share video, post chat messages, and draw on the whiteboard and files). Note: These can be changed from within a session.
  16. If you wish to monitor private chat, tick the box Moderators supervise all private chats.
  17. Then, click Create.
Accessing a session
  1. Go to your unit site.
  2. Click on the Content link on the navigation bar.
  3. Go to the module where the Bb Collaborate Ultra link is created and click on the link.
    Note: You’re required to accept the Disclaimer. This Disclaimer will appear every 120 days.
  4. Click the name of the session and select Join Session.
  5. The Bb Collaborate Ultra session will open.
  6. Your name, along with other participants/moderators, will be listed in the Attendees list.
Editing Session Details
  1. Go to your unit site.
  2. Click on the Content link on the navigation bar.
  3. Go to the module where the Bb Collaborate Ultra link is created and click on the link.
  4. Click on the Session options icon on the right-hand side of session to edit the session details.
  5. From the pop-up dialog box, click on Edit settings.
  6. Once you’ve updated the details, click the Save button.

In a Bb Collaborate Ultra session, staff are moderators and students are participants by default. The following is the guide to using Bb Collaborate Ultra as a moderator. Also see the Student Help Guide on using Bb Collaborate Ultra as a participant.

First Time Use

As Bb Collaborate Ultra is entirely web-based, there is no software to install.
Please note, Google Chrome is the preferred browser.

The online environment is great for ‘networking’ and getting to know one another, and the rules of common courtesy or ‘netiquette’ apply here as they do in any classroom or public area.

If you are having difficulties setting-up your microphone, speakers, or headset, contact the IT Service Desk.

Set up your microphone and speakers

For a better audio signal, we recommend using an external microphone and external speakers. Common PC microphones do not work in a Mac microphone jack, so USB microphones are preferred. You can get headsets from any store selling electronic or audio visual equipment.

When you join the Bb Collaborate Ultra session, you can set up your camera and microphone and check that the speaker and microphone volumes are configured correctly.

  1. Open the Collaborate panel Collaborate Panel on the bottom right hand side of your screen.
  2. Click on My Settings.
  3. Then, click on the Set Up your Camera and Microphone.
  4. Choose the microphone you want to use. It tells you that you sound great when it is receiving your audio. Select Yes, it’s working.
  5. Choose the camera you want to use. It tells you that you look great when it is receiving your video. Select Yes, it’s working.
  6. You can adjust your speaker and microphone volume by dragging the button.

Note: Even though it is possible for multiple people to talk at the same time, it is recommended that you release the Share Audio button each time you have finished speaking to avoid a possible echoing effect.

Recording a session

Note: As a moderator, you can choose to allow public access in the Recording Settings. When the Public access check box is selected, a shareable link to the recording is available. Anybody with the link can view the recording while public access is allowed. If you clear the Public access check box later, the shareable link stops working.
Students can access the recordings via the Bb Collaborate Ultra link under Content. Then, click on Menu and select Recordings.

As a moderator, you can start or stop recording your session at any time during the session. In the recording, all activity in the main room during the session will be recorded. This means that all audio, public text messages and any content that is shared in the main room during a session will be captured in the recording and played back as the session occurred.

Begin or resume recording
  1. Click on the Open Session Menu at the top left of the window. You can do this at any time during the session.
  2. A dropdown box will appear and click Start Recording. When the recording starts, the Recording in progress icon will appear (at the top left of the window) indicating to everyone that the session is being recorded and a voice message will indicate recording has started.
Stop and pause a recording
  • Click on the Open Session Menu and click Stop Recording. You can do this at any time during the session.
Retrieve a recording
  1. Go to your unit site.
  2. Click on the Content link on the navigation bar.
  3. Go to the module where Bb Collaborate Ultra link is created and click on the link.
  4. Click on Menu icon Menu Icon on the left-hand side on your screen, and then click on Recordings.
  5. You will see your recordings if they have been recorded in the last week. If recordings are longer than a week, you will need to change the date range. These are available in MP4 format.
Audio and Video Panel


Share audio

  1. Click the Share Audio shared audio icon and speak into the microphone.
  2. When you are finished talking, click the Sharing audio, select to mute icon to release the microphone and allow another person to speak.

Step away from a session

If you want to step away from the session temporarily, hover over the My Status and Settings Set as away and click Away. A pop-up will appear on your screen and you can click I’m back when you are ready to return to the session.

Session settings

The permissions are displayed in the Session Settings (Collaboration Panel and click on My Settings). To grant or revoke permissions for all participants, check or uncheck the desired permissions (Share audio; Share video; Post chat messages; Draw on the Whiteboard and files).

Collaboration Panel
The Collaboration panel has four panels:

  • Chat panel
  • Attendees panel
  • Share Content
  • My Settings.

Chat panel

The chat tab is where you can send and receive chat messages. You can send your message to everyone in the session (All) or just moderators.


Send a chat message to all participants (public)

  1. Ensure that you’re in the Chat tab.
  2. Click on Everyone.
  3. Type your message in the message text field at the bottom the screen.
  4. Press Enter key in your keyboard to send.
  5. The message will then appear in the conversation area.

Send a chat message to all moderators

  1. Ensure that you are in the Chat tab.
  2. Click on Moderators.
  3. Type your message in the message text field.
  4. Press Enter key in your keyboard to send.
  5. The message will then appear in the conversation area.

Send a private chat message

  1. Ensure that you are in the Chat panel.
  2. Search for the person who you wish to send chat to.
  3. Type your message in the message text field.
  4. Press Enter key in your keyboard to send.
  5. The message will then appear in the conversation area.
Attendees Panel


The Attendees panel provides a list of all participants in the session. It indicates when participants have control of the microphone. This is also where roles can be changes by the moderator.
Participant Panel

View participant activity

In the Attendees panel you will often see various icons next to participants’ and moderators’ names to indicate which participants/moderators are using the microphone. For example, you will know someone has their microphone turned on when the Audio Mic on activity indicator appears next to their name in the Attendees list.

Experience delay

You can tell at-a-glance who in your session is having trouble connecting. Network indicators have been added to the Attendees panel. Move your pointer over participants in the Attendees panel to see the indicators. Move your pointer over the indicator to see network status information.

When others are experiencing network delays, moderators can continue to talk.

Change roles

There are four types of user roles within Bb Collaborate Ultra: Moderator; Presenter; Participant; Captioner. You may wish to change the privileges to one or more of the participants during your session while still maintaining your own moderator access. You can do this at any time during the session.

Presenter role: This role is designed to share the workload while presenting or for students presenting their work for assessment. Presenters can:

  • share content including applications, files and the whiteboard
  • see and manage polling and breakout groups
  • manage the session.

Participant role: This role is designed for students. Participants can:

  • chat
  • see raised hands
  • enable and disable notifications.

Captioner role: This role provides an accessible learning experience for students. Captioners can:

  • type what is being said
  • type in multiple languages (by multiple people)
  • caption in real time.

Once you give a participant Moderator privileges, they will have the ability to perform the same functions during the session that you have as the original moderator, such as to upload files and record sessions.

Provide different roles

  1. Open the Collaboration panel on the bottom on the screen. Select the Attendees panel and next to t the Participant’s name, select the Attendee controls icon Options  and change the role.
  2. From the pop-up, select the role.
  3. The Attendees panel will be updated so that everyone in the session can see the change.

Remove participants

  1. To remove a participant from a session, click on the Attendee controls icon next to the Participant’s name in the Attendees panel.
  2. Select Remove from session.

Lower a participant’s hand

Each time a person raises their hand, a number (1, 2, 3 etc.) will appear on the Raise hand icon Raised hand at the bottom of the screen. The number represents the order in which the hands were raised.

  1. Click on the Attendee controls icon More options icon next to the participant in the Attendees panel.
  2. Select Lower Hand.
  3. When a hand is lowered, the number is removed from the hand column and the queue is reordered.
Share Content Panel

The Share Content area enables Moderators to:

  • Share Blank Whiteboard (for brainstorming)
  • Share Applications/Screen
  • Shared Camera
  • Share Files
  • Create Polling
  • Create Breakout Groups

The Whiteboard is the main presentation window. Moderators use this region to load presentations. Moderators and participants can also use the tools on the Whiteboard to draw, write or insert icons and images.

Share blank whiteboard


You can Share a Blank Whiteboard here. This creates a blank page, ideal for brainstorming, drawing, concept mapping, and the development of content.

Document view settings

  • Pan: Move the whiteboard or shared file on the page.
  • Zoom and Fit: Zoom in and out of the page or adjust the view to fit the page or width.


  • Drawing, Brush, and Eraser:   Draw freehand on the page with various colors, thickness, and opacity.   Select the eraser to remove annotations. You can erase parts of a   freehand drawing with the eraser or select the Delete icon to delete the whole drawing.
  • Text: Add text directly on the page.   You can move, edit, and change the text and select the font, size,   alignment, and color of the text.
  • Shapes: Choose Line, Arrow, Rectangle, Ellipse, Polygon, and Polyline. Each shape has its own settings to change the color, width, opacity, and more.
  • Clear Annotations: Annotations are   saved in the session. You can share something new, go to a new slide, or   stop sharing. The annotations remain. Moderators can use Clear Annotations to delete all annotations from all pages.
  • Highlighter: Select areas on a   shared file to highlight. As you highlight text on the page, an   additional menu opens. You can highlight, strikethrough, underline,   squiggle, or comment on the highlighted section. The highlighter is only available on shared files. It's not available on the whiteboard.
  • Pointer: There isn't a pointer option. Create an arrow with the Shapes tool. Move the arrow to point to different areas of the whiteboard.
Share Application

You can share your screen or an application (e.g. a website) on your computer with other participants.

  1. Click on the Share Application/Screen icon Screen in the Share Content tab of the Collaboration Panel.
  2. You will be prompted to choose which screen/window you wish to share.
  3. Click Share.
  4. Once you want to stop sharing, click the Stop sharing icon Stop Sharing.
Share a file

Note: To share files and applications to the Whiteboard you must have Moderator or Presenter access. Your files must not exceed 60 MB. (Acceptable files include image files, PowerPoints and PDF).

  1. Click on the Share Content button in the bottom of the Collaboration panel.
  2. Click on the Share files icon Share file icon.
  3. You can either click the Add Files button, or drag files across.
    Note: This might take a while depending on the number of slides you have and please do not try to interrupt the process.
  4. Once the presentation is loaded click, the Share Now button at the bottom of the screen and click on the first slide to begin.
  5. To stop sharing a file, click the Stop sharing icon Stop Sharing

You may wish to ask participants to respond to a question using the polling feature. Participants will be able to respond to your questions by clicking on the available response buttons on their toolbar. The responses will be visible to you in the polling pop-up window.

  1. Click on Polling Polling in the Share Content tab Share in the Collaboration panel.
  2. Click on the type of poll you wish to display.
  3. Click on Start.
  4. Once you have given participants enough time to respond and wish to stop using the Polling tool, click on End polling.
Session Timer

Moderators can set a timer for everyone in the session or make it just visible to other moderators.

  1. Click on the Share Content button in the bottom of the Collaboration panel.
  2. Click on Timer icon.
  3. Set the settings as you wish.
  4. Click Start.
Breakout Groups

A breakout group has the same features as the main room and can be used to facilitate small group activities or private sessions. Breakout groups have their own private audio, whiteboard, application sharing, video, polling, etc. What is said or viewed in a breakout room will not be captured in a recording.
Moderators can create breakout rooms at any time during the session and move participants between rooms. There is no limit to the number of breakout rooms or the number of participants in each room.

Create Breakout Groups

  1. From the Share Content panel, select Breakout Groups.
  2. Here you can Assign Groups. You can select Randomly assign or Custom assignment. You can also tick here if you want to allow participants to switch groups (Randomly assign: Bb Collaborate Ultra creates groups and randomly assigns participants for you. (This is only available if there are four or more people in the room), or Custom assignment, which allows you to create your own groups.
  3. You can click the Plus button to create additional group.
  4. Moving participants can be done by simply dragging people into groups.
Exiting the session

When the session has finished, click on the Open Session menu button in the top left-hand side of the window Menu Icon and click Leave Session (at the bottom left-hand side of the screen).