Collaborate Ultra Transition Guide

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Collaborate Ultra was discontinued at UBC on April 30, 2021 and is no longer available for use. Classes starting in summer session 2021 (2021S1) can use Zoom instead to run synchronous virtual classroom activities.

Access to your Collaborate Ultra recordings through Canvas will be removed Wednesday June 30, 2021, in preparation for all UBC access ending July 31. If you need to keep any of your recordings, please download them before June 30. Once downloaded, they can be uploaded to Kaltura (a video-streaming platform within Canvas) for re-use. We recommend doing this as soon as possible to ensure you have adequate time to save your recordings.

This guide will show you how to download your recordings, upload them to Kaltura, and get started with Zoom.

What steps do I need to take?

  • Download all Collaborate Ultra recordings you wish to keep or have access to in the future, keeping in mind that we will not have a back-up.
  • Using Canvas, upload the recordings you wish to re-use to Kaltura.
  • Remove any personal student information or copyrighted material from the recordings you plan to re-use.
  • Set up a UBC Zoom account for you and your teaching assistants.

Transfer Your Collaborate Ultra Recordings

Click any bar below for instructions on downloading, uploading, and editing your Collaborate Ultra recordings.

Download recordings from Collaborate Ultra

On June 30, 2021, your access to all Collaborate Ultra recordings in Canvas will end. Please download any recordings you wish to keep before then.

  1. Log in to your Canvas course, and click Collaborate Ultra in the Course Navigation.
  2. Click the menu icon (the three lines in the top left corner) and select Recordings.
  3. Click Recent Recordings and select Recordings In A Range.
  4. Change the dates to encompass the whole time frame of your course to display all possible recordings.
  5. For each recording you wish to download, click the recording options icon (the three dots at the right enclosed by a circle) and select Download.
    • If no download option appears, you need to enable downloading by following the extra instructions below.
  6. In the pop-up window, select Save File and then press OK.
  7. Repeat this process for each recording and in each course that has videos you want to save.

Enable downloading (if needed)

These steps are only necessary if you were unable to download a recording when following the steps above.

  1. Log in to your Canvas course, and click Collaborate Ultra in the Course Navigation.
  2. Click the All Upcoming Sessions filter and select All Previous Sessions to display lectures that have already taken place.
  3. Find the session you were unable to download and click its name.
  4. In the editing panel that opens, click the gear icon to access the Session Settings.
  5. Click the box next to "Allow Recording Downloads" so it turns green.
  6. Click Save at the bottom of the panel.
    • You may need to correct errors before you can save. If this occurs, click the list icon (to the right of the gear icon) to access the Event Details, then click the box next to "No end (open session)" so it turns green.

Tips

  • Rename each file once it downloads, so you can identify it when you go back later. By default, downloaded recordings will be named generically as "collab-recording", which provides no identifying information.
  • Lectures can only be downloaded if you manually recorded them at the time of the session. Collaborate Ultra does not record sessions by default, so if you did not click to record, no recording of the session will exist for you to download.

Upload recordings to Kaltura

To re-use lecture recordings, even in a different term of the same course, please be aware you will need to remove any personal student information (e.g., if you recorded a Q&A at the end of a lecture and students were on camera when asking questions) or copyrighted material (e.g., you played a video in the recording that is not your intellectual property) before sharing the recording.

  1. Log in to your Canvas course, and click My Media in the Course Navigation for any course. It does not matter if it is the same course as the course you will use the video in.
  2. Click Add New and select Media Upload from the list of options.
  3. Click Choose a file to upload.
  4. Select the media file on your computer to upload.
  5. Enter details about the media in the required fields (indicated by a *).
    • If you played a video in the recording that is not your intellectual property, you may need to contact the copyright holder to ensure you have permission to share the clip. Otherwise, you can follow the instructions in the accordion below to edit that section out.
  6. Click Save.
  7. You can now share Kaltura media in your Canvas course.

Tips

  • The "My Media" link is an access point to a personal media repository that is tied to your account rather than a particular course, which is why you can use any course to upload your media.
  • You will need to assign the appropriate copyright permissions to your media, either when you upload or edit it:
    • With the permission of the copyright holder(s): Applies if you have created the media, have the permission of the copyright holder, or are using a Creative Commons license
    • The use of the materials falls within the Fair Dealing Exception: Applies when media qualifies under the Fair Dealing Exception
    • The material is in the Public Domain: Applies when the media is in the public domain (i.e., expired copyright or copyright has been waived)
    • Other: Applies for cases outside the above uses that require additional explanation
  • Your videos will upload faster during non-peak hours. Try to upload before 11 a.m. or after 5 p.m. on weekdays or on the weekend.

Edit uploaded recordings in Kaltura (if needed)

You will want to edit any recordings that contain personal student information or copyrighted material, but you can also edit recordings to trim extra time or outdated content. You can edit your videos directly in Kaltura once they are uploaded.

  1. Log in to your Canvas course and click My Media in the Course Navigation for any course. It does not matter if it is the same course as the course you will use the video in.
  2. Click the title of the media you wish to edit. A preview of your media will appear.
  3. Below the preview of the media, click Actions and select Launch Editor.
  4. The Kaltura Editor will open, containing three main panes:
    • Left pane – Displays your media details.
    • Right pane – Consists of a media player for playing and previewing your media.
    • Bottom pane – Includes the timeline, a visual representation of your media project moving sequentially from left to right and options for editing your media, such as fading in/out, deleting, trimming, and cutting.
  5. Use the options to edit your media in the Kaltura editor. To remove personal student information or copyrighted material specifically, use the split tool:
    • Make sure that in the black bar on the left-hand side, the second icon is selected so the video editor options are available to you.
    • Watch the video and pause just before the content you want to remove begins. Click the scissors icon to cut the video.
    • Resume playing the video, and pause once the content you want to remove ends. Click the scissors icon again to cut the video.
    • Select the middle section of the video between the cuts and click the trash icon to remove it.
    • Select the last section of video after the empty space and drag it to the left until it touches the first section, filling the hole created by removing the middle.
  6. Click Save when you are done.

Tips

Transition to Zoom

We recommend Zoom for real-time lectures and other synchronous course sessions. Like Collaborate Ultra, Zoom can work in Canvas, with similar interactive features like whiteboards, screen-sharing, text chat, and polls. It can also accommodate large numbers of participants, show many video feeds at once, and support breakout rooms for group activities.

Zoom is privacy-compliant, provided you abide by this guidance from UBC Legal: You cannot require students to create free Zoom accounts, as free Zoom accounts are outside of UBC’s educational license and hosted on U.S.-based servers. In storing and sharing lecture recordings, you must also follow UBC security requirements and FIPPA to keep recordings confidential and secure.

Request a UBC Zoom account and install Zoom

You and your teaching assistants will need to request a UBC Zoom account from UBC IT, even if you have a personal account already. Using a UBC Zoom account allows you to host privacy-compliant sessions and gives you access to more features than a free Zoom account, like running longer sessions.

  1. Contact your helpdesk and request an account. If you will be using Zoom with 300 or more students, please also note the class size to enable support for more participants.
  2. Upon approval, you’ll receive an email. Click Activate Your Zoom Account in this email.
  3. You may be asked to enter your date of birth to confirm that you are at least 16 years old (meeting Zoom’s security measures for educational licenses).
  4. In the webpage that opens for activating, click Sign Up With A Password.
  5. Fill in your first and last name, create a password (please use a different password than your CWL), and click Continue. You now have a UBC Zoom account.
  6. The Zoom application should automatically download for you to install. If it doesn't, go to ubc.zoom.us/download, and click Download under "Zoom Client for Meetings".
  7. Open the Zoom installer that downloads, and follow the steps to install the application.

Tips

  • Teaching assistants will need a UBC Zoom account, if you want them to have access to all the features of an instructor (e.g., scheduling and hosting sessions). If you do not need them to access these features, they can attend sessions without an account.
  • Zoom is not integrated with your UBC CWL in any way, even when you use the institutional license. For security, your Zoom password should not match your CWL.
  • If you have an existing Zoom account, you will be prompted to approve moving it into UBC's account. Contact your helpdesk if you have concerns about doing so.

Learn more about using Zoom

Zoom has many of the same features found in Collaborate Ultra, such as breakout rooms. However, the steps to enable these features are different. The resources listed below will help you explore more, as well as troubleshoot issues:

FAQs

Find UBC-specific answers to frequently asked questions by clicking any bar below.

The existing contract is coming to an end, and with the alternative tools available now, UBC will not be renewing this contract at this time.

Unfortunately no. Once UBC's license with Collaborate Ultra expires, the tool will no longer be accessible at UBC.

As of July 5, 2020, UBC's institutional Zoom account transitioned from U.S.-based hosting to Canadian-based hosting. This transition means no data about you or your students will be stored on servers outside of Canada, provided you log in with a UBC Zoom account and students join anonymously (i.e., not logged in with non-UBC Zoom accounts).

Zoom is the main tool that UBC will offer for synchronous video sessions.

However, an additional option for collaboration is Microsoft Teams. In Teams, you can meet and collaborate with UBC faculty, staff, and students through web-conferencing and group chat. The platform also includes file-sharing and real-time document collaboration using Microsoft Office applications like Word, PowerPoint, and Excel.

You can request a Microsoft Teams course space by following the instructions found in UBC's Microsoft Teams instructor guide.

Where can I get more support with the transition?

Technical support

If you have any trouble with transitioning:

  • Contact your faculty’s Instructional Support Unit as your first point of contact.
  • Contact us for further assistance:
    604 827 4775 or LT.hub@ubc.ca or visit the LT Hub online.
  • For Canvas issues, you can also use the self-service troubleshooting by clicking the “Help” link in Canvas’s Global Navigation (the navy blue menu).

Learn more


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