Info Session Checklist

To print this page for later reference, select this Info Session Checklist [PDF].

If this is not your first info session, you may skip down to Preparing for an Info Session

Very First Info Session

Preparation

  • Discuss with the Delphi Center the prospect of starting info sessions
    • Provide dates and times for the entire fiscal or academic year, if applicable
    • Review the Info Session form with the Delphi Staff
  • Create the info session presentation
  • Alert Delphi who will be handling the following roles:
    • Chair/Leader for the Collaborate room
    • Facilitator and a presenter for the live session
    • Any guest (faculty, alumni, admissions officer, employer, etc.) who might be involved with the info sessions

Training

  • Complete Collaborate training with the Blackboard team and your Tier One technical support
  • Complete a dry run of the presentation with the Blackboard team
  • Schedule the first info session at a time in which the Blackboard team is available to help troubleshoot, if necessary

Continue with the steps below if this is your first info session.

Preparing for an Info Session

Notifications

  • Inform your info session presenter and facilitator of the session date/time
  • Inform your Tier One technical support of the session date/time

Content

  • Fill out the Info Session form at least five weeks ahead of your info session date: http://uofl.me/request-infosession
  • Create/Update your presentation. Need ideas for your presentation PowerPoint? Download the provided PowerPoint template [PPTX] and adjust it to fit your program's needs
  • Prepare talking points for your guest, if applicable

Preparation

  • Reserve a physical location for your session presentation
    • Either to host the attendees for an in-person info session
    • Or to set up the facilitator and presenter for an online info session
  • Provide refreshments or door prizes (for in-person session), if desired
  • Secure presentation equipment:
    • Computers
    • Headsets
    • Webcams
    • Backdrops
    • ________________________________________
    • ________________________________________

Promotion / Marketing

  • Promote the info session on your website
    • Use link to registration form provided by Delphi
  • Create departmental eBlasts/email campaigns (optional)
    • Provide target audience to Delphi / Online Learning marketing
    • Distribute to your networks and partners

Hosting an Online Info Session

Presentation Essentials

  • Welcome slide
  • Agenda
  • Poll/Interactive question
    • Ask attendees where they are from, if they have ever taken an online course, etc.
  • Log into the info session at least 30 minutes before the session starts
  • Do NOT start recording upon login
  • Load the presentation
    • Do NOT log out or close the session once the presentation has been loaded!!
      • if all chairs leave the session once the presentation has loaded, the presentation will disappear
  • As students log in, welcome them to the session
    • Great by name either via microphone or the chat feature
    • Suggested welcome: “Welcome, [name], to the [program name] info session. We’ll get started here in about 30 minutes or so.” Repeat as necessary up to every ten minutes
  • Remind guest they should test their audio equipment to make sure they can hear
  • Inform guests they should use the Chat feature to type their question as they will not be given the chance to speak using the microphone function
  • Ask guest to not share video since it slows the connection
  • Explain that anyone having tech support issues should send a note via chat or contact the tech support via phone (tech support number will vary depending on who is providing this)
    • Be sure to obtain the tech support number ahead of time

Presenting the Info Session

Start the Session

  • Start recording the session!
  • Start the session on time
  • Welcome everyone
  • Ask if they can hear you okay and ask them to let you know by typing in the chat box
    • If they cannot hear or are having issues, if a Tier One is present, tell them tech support will contact them through the chat box to see what the issue might be
    • If a Tier One is not present, have them contact Blackboard Collaborate support
  • Explain how to use the chat feature to ask questions
  • Explain how you will respond to questions:
    • Will you answer individually through the chat box feature?
    • Will you pause for questions during the session and answer them one-by-one?
    • Will you hold all questions until the end of the info session?
  • Explain how tech support will work and provide the phone number, if available
  • Invite user to participate in a poll, e.g. “How many of you live in Louisville?”

Throughout the Session

  • Answer the questions either via chat box or orally throughout the session
  • Speak slowly – it adds to your credibility and authority
  • Speak clearly – it will lessen confusion and reduce repeat questions

Close the Session

  • Thank everyone
  • Remind everyone of the next application deadline
  • Tell everyone they will receive a link to the recorded session and link to a survey the following business day
  • Stop recording!
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