Webex Meetings - Getting Started for Technical Assistants (UW-Madison)
This document is written for technical assistants and includes links to other documents and information about how to access Webex, starting and configuring sessions, navigating the session, recording the session, and distributing that recording and protecting student privacy. We have another document about Webex written for instructors who can assist instructors during their sessions located here: Webex Meetings - Getting Started for Instructors (UW-Madison).
Webex is a web conferencing tool available at UW-Madison. Faculty, staff, and student employees are able to create and host web conference sessions which can be accessed by anyone. It's a useful tool for hosting and recording synchronous web conferencing sessions. For these and other reasons, Webex is a recommended tool for continuity of instruction, particularly for hosting synchronous sessions with students.
Note: Webex does not integrate with Canvas.
Note: The Webex Meetings Desktop Application is not needed to join sessions. Your students do not need to download Webex, and are not eligible to download Webex, but can join via invites you send.
Note: If you are planning a session with a large number (up to 1000) of participants, please review the section below about Webex Events.
Installing and Accessing Webex
- This document details how to install Webex Meetings Desktop Application for Windows and Mac computers: Webex Meetings Desktop App: Installation Instructions.
- Note: if you have a UW-Madison provided machine, it's possible you already have Webex meetings installed.
- Though there is a Webex desktop application, students should only access Webex sessions sent via an email invite link through their browser or from their calendar invite.
- Webex can also be accessed through the web located at uwmadison.webex.com.
- This document provides information about how to join a Webex meeting: How to Join a Webex Meeting: Calendar, Desktop App, Webex Site.
Starting and Configuring Webex Sessions
- Once you've installed Webex, view this document for details about how to schedule or start a Webex session: Webex Meetings: Getting Started.
- Follow these links to learn how to schedule Webex sessions for
- You can also start a Webex session from your Webex Site: Webex Meeting: How to Set up a Meeting from your Webex Site.
- You can configure your session to prevent participants from using their video: How to Prevent Participants from Turning on Their Video. This is recommended due to high utilization of Webex across the globe
Navigating and Assisting Instructors During the Session
- Instructors can set their Technical Assistants as a host for a meeting: Webex Meetings: Make Another Participant the Host and Leave Your Webex Personal Room Meeting. This is recommended so that the Technical Assistant can help with muting and unmuting participants, and also so that the session doesn't close if the instructor needs to leave the session for some reason.
- Make sure to familiarize yourself with the the Webex chat so you can relay student questions to the instructor. How to Send a Chat in Webex
- Sharing your screen. While it's likely that the instructor will be sharing their screen, please review these instructions in case they experience any issues.
- Adding another participant to the session. In case a student drops out of the meeting, make sure you know how to add them back in, and be sure to share your email so they can contact you in case they need to be re-added.
- [Link for document 90161 is unavailable at this time.]
- Muting Yourself and Participants in Webex To reduce the amount of audio issues, please review these instructions for muting participants.
- Getting Started for Attendees. This link is a good resource to share with students, and you should consider reviewing it as well.
- Please also review this document for Troubleshooting Audio Webex Audio Troubleshooting
Recording and Distributing recorded Webex Sessions
Webex Events is intended for sessions with a large number of participants (up to 1000) that need to be muted with no video (no audio or video capabilities). There is a Q&A feature that allows participants to ask questions via text.
Once you are signed in, select Webex Events in the bottom left-hand menu.
Training videos on how to use this tool is available directly from Cisco at Webex Events Training Videos.
There is also an online training course for Webex Events for UW-Madison employees. You can sign up through the Office of Human Resources catalog.
Protecting Student Privacy
Since you will be working with student data, please take some time to review the documents below pertaining to the Family Educational Rights and Privacy Act (FERPA).
- The UW-Madison Registrar's Office maintains a website with a helpful overview of FERPA and links to other information about protecting student privacy.
- We strongly encourage you to also review this page with FERPA Tips for UW-Madison Faculty and Staff.
If you have additional questions about FERPA please contact the UW-Madison Registrar's Office.
Additional Links and resources
- Video tutorials are available for Webex.
- If you are experiencing any technical problems with Webex, click here for troubleshooting and to get help or contact the DoIT Help Desk.
- There's also a self-help document for Troubleshooting Audio Webex Audio Troubleshooting
- For a quick-reference sheet of best practices for using Webex, please click here.
- Learn more about Webex and accessibility (including Live Closed Captioning).
- If your course enrollment is above 500, it is recommended that you do not host synchronous sessions. Instead, consider asynchronous delivery.