Monitoring Page

For Admin users only.

Follow up on the virtual events of a selected Activity on the new Monitoring page.

Access the monitoring page of your Activity from the Dashboard by clicking the Virtual Event Monitoring option:

The Virtual Event Monitoring button only appears next to an Activity

on the day, the Activity has a virtual event scheduled
if only virtual rooms are added to the event
if the Virtual Room Support module is turned on

Layout

The Monitoring page displays each virtual event for the day, displaying each case separately by the virtual room the case is assigned to:

The names of the SPs assigned to the virtual encounter are also displayed in the header of each virtual room.

Virtual Encounter Observation With Admin Privilege

By clicking the Join meeting link in the top right corner of a virtual room, you can join the current virtual encounter running in the virtual room.

⚠️ We recommend joining the meeting without audio or video not to interrupt the recording flow.

Each virtual encounter scheduled in the room is displayed by its start date:

You can define a group size greater than 1 for your scheduled virtual events, which means multiple learners can participate in the same virtual meeting.

Each learner added to the virtual encounter is displayed in a separate row to keep up with their data entry progress easily.

On the Monitoring page, the observers can also check whether a virtual meeting is running according to schedule and whether video recordings are available in the Video Review module in LearningSpace.

Statuses

Abbr.	Meaning
Room	Virtual Room status	The virtual encounter has been ended in the virtual room with Stop by the SP in charge. This status is also displayed while the Video Recording is being downloaded to LearningSpace	The virtual encounter is currently in progress in the virtual room.	No virtual encounter is running in the virtual room at the moment. A virtual room is reset to this status once the video recording is downloaded following an encounter.
SP	SP checklist status	SP has submitted the data entry.	SP data entry is in progress.	SP hasn't opened the checklist yet.
PreL	Pre-encounter checklist status	The learner has submitted the pre-encounter checklist.	The learner is viewing the pre-encounter checklist.	The learner hasn't opened the pre-encounter checklist yet.
PostL	Post-encounter checklist status	The learner has submitted the post-encounter checklist.	The learner is filling out the post-encounter checklist.	The learner hasn't opened the post-encounter checklist yet.
FON	Faculty Observation and Narrative Checklist status	The FON Data Entry user has submitted the checklist.	FON Data Entry user is completing data entry.	The FON Data Entry user hasn't opened the checklist yet.

Virtual Room: In-Progress and Finished Virtual Encounters

The virtual room statuses that indicate a

running

✅ or a finished

virtual encounters imply that an SP has launched or ended the virtual meeting session on their Learner Pre-Selection page. However, do not verify whether the assigned learner or learners have joined and participated in the virtual meeting.


REC
Displays the status of Video Recording in the virtual room.	Video recording is not available for the virtual encounter yet. Displayed until the virtual encounter is launched for the current session.	During an active virtual encounter session (Room status): the status indicates that video recording is in progress in the virtual room.	After a virtual encounter has been ended (Room status: ✅), the status indicates that the video recording of the recent encounter is being processed and saved to the Video Review module.	The recording of the virtual encounter has been downloaded, and it is available in the Video Review module.

REC

Displays the status of Video Recording in the virtual room.

Video recording is not available for the virtual encounter yet.
Displayed until the virtual encounter is launched for the current session.

During an active virtual encounter session (Room status):

the status indicates that video recording is in progress in the virtual room.

After a virtual encounter has been ended (Room status: ✅), the status indicates that the video recording of the recent encounter is being processed and saved to the Video Review module.

The recording of the virtual encounter has been downloaded, and it is available in the Video Review module.

Learn more on our Distance Learning with LearningSpace pages.