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For Users with SP Privilege

This guide explains to Standardized Patients—who have “SP” privilege in CAE LearningSpace Enterprise—how to host virtual OSCE encounters.

Zoom has enabled the Waiting Room feature by default in their May 2020 update. In case you do not want to admit each learner every time they join your virtual encounter, contact your system administrator to disable waiting rooms in Zoom.


  1. Open your Google Chrome Browser.
  2. In the address bar, enter your CAE LearningSpace address given to you by your administrator.

  3. Enter your email address and password in the corresponding fields and click Login:



  4. Once you are logged into CAE LearningSpace, select SP Data Entry next to the activity you are currently working on:



  5. Once SP Data Entry is selected you will now be able to see the Learner Pre-Selection page, which displays the following:

    1. the Station name, the title of the Activity and of the Case
    2. the Learner name(s)
    3. the door note of the Case as entered into the 'Detailed Case description' field of the Case (inside Edit Case)
    4. whether or not a recording is in progress



  6. To begin the virtual encounter, click Start for the time and learner required.

    On your pre-selection page, you can start any scheduled virtual encounter at any time—you are not restricted to the exact appointments of the virtual encounters.

    (lightbulb) If you deviate from the schedule, learners will still be able to join the virtual encounter they are assigned to once you have launched the meeting—learners cannot join someone else's meeting "by accident".

    Multiple SP Assignment

    Event settings allow multiple SP assignments to the same virtual room.

    Every assigned SP will have the same Learner Pre-Selection page displayed and everyone can potentially control meetings.

    However, virtual rooms allow only one meeting at a time. Only one SP can start a meeting while others will not be able to launch simultaneously other meetings.

    Once one of the SPs starts a virtual meeting with a learner, all other learner appointments will be disabled:

    Same Learner Pre-Selection Page for Every Assigned SP

    Every other SP who is assigned to the same virtual room as you can join your ongoing meeting but can also Stop the meeting since they have the same Learner Pre-Selection page displayed.

    Make sure with your SP team that you are the only one who controls Start and Stop when you are in charge of a virtual room.

  7. Pressing the Start button will redirect you to Zoom's Launch Meeting tab inside your browser:

    Pop-Up Blocker

    Disable the pop-up blocker in your browser.

    When starting a Zoom meeting from CAE LearningSpace, you will be logged out of your personal Zoom account in your browser at all times, even if you are logged into the account that the virtual event is currently using.  

    At the same time, you will stay logged into your personal account in the Zoom desktop application. 


    Once you are on the new tab, click     Open Zoom Meeting and your virtual encounter will begin.

    Having Trouble Launching Zoom?
    • Launching Zoom for the first time? Find out here how to get started. 
    • Have you been informed that "you have a meeting currently in progress?" Find out here how to solve this issue.

  8. When your virtual encounter has ended:

    1. Click End meeting in the lower right corner in your Zoom pop up AND

      Important

      You will be presented with a dialogue with two exit options.

      Make sure to select "End meeting for All". If you select "Leave Meeting", the virtual encounter will continue, because Zoom will make the other participant, the learner the host of the meeting upon your leave. This will keep the recording going on until the learner leaves and might cause problems with video processing or launching the next virtual meeting.

    2. Click Stop on your Learner Pre-Selection page in CAE LearningSpace to launch video processing:

      Has Your Pre-Selection Page Disappeared?

      Refer to this troubleshooting guide if you cannot access your Learner Pre-Selection page after your last virtual encounter. 

      Running Status

      "Running" is displayed next to your virtual encounter until you hit Stop in CAE LearningSpace.
      This status indicates that from CAE LearningSpace’s point of view video processing has not started yet.  



      Important: Ending Meetings Properly

      As the host, make sure to end the meeting with the End Meeting for All option in Zoom and the Stop option in CAE LearningSpace to trigger video processing. 

      If you do not hit Stop on your pre-selection page, the virtual encounter will not end properly: CAE LearningSpace will not check for the recording of the virtual encounter in Zoom's cloud and video processing will not start.

      If a virtual encounter is not ended properly, learners could be denied access to their post-encounter checklist if relevant settings apply. Find out how to resolve the problem in the troubleshooting guide.

      Saving Chat Conversations

      Chat conversations are not saved with virtual encounter recordings to CAE LearningSpace. 

      • Have your instructor or system administrator set up automatic chat history saving to Zoom's cloud or to your device. 

      • Save chat conversations manually:
        At the end of each virtual encounter, open the menu on the right on the chat panel:



        Select Save Chat.
        Every message that you received—directly sent to you or to everyone in the meeting—will be saved to your device with a timestamp.

         Jump to the folder your chat conversation was placed into: Zoom includes a Show in Folder link when confirming that the chat was saved.


  9.  You can check on your Learner Pre-Selection page that the meeting has stopped:



    Data Entry

    After the virtual encounter, click on the learner's name to start data entry.

    Unlike learners, your name will not be assigned to the virtual meeting recording in the Video Review module.

  10. Repeat from step 5 to 9 until you have no virtual encounters to start on your Learner Pre-Selection page.