Managing Meeting Resources

Use the Import Meeting feature to upload meeting recordings and create meeting resources simultaneously. Include details of the recording in the CSV file, such as resource ID, recording URL, and course ID.

Refer to How to Import Meeting Recordings and Attendance in CSV for step-by-step instructions.

Automate the creation of meeting resources and upload recordings using Woolf’s API. This method is ideal for colleges with high volumes of meetings or requiring streamlined operations.

Refer to Woolf’s API Documentation for integration details.

This method is ideal for colleges with smaller operations or infrequent use cases.

1. Navigate to the Resources page in Woolf AMS.
2. Create a new resource and select the "Meeting" resource kind.
3. Attach the meeting recording as an asset (MP4 format recommended).
4. Add details such as resource name, course association, external ID, and description.

This workflow applies to all LMS platforms:

1. Upload Recordings in Your LMS: Add meeting recordings as resources. For example:

   • Canvas: Use pages or ungraded discussions for recording access.

   • Other LMS Platforms: Use equivalent options, such as assignments or resources.

2. Categorization in Woolf AMS:

   • Woolf AMS initially categorizes these resources as general material.

   • Log in to Woolf AMS, navigate to the resource, and update its kind to "Meeting" for accurate tracking.

This workflow allows colleges to also share recordings within their LMS for asynchronous student engagement while ensuring accurate tracking of meeting activity and contributions to student progress in Woolf AMS.

Live session recordings are mandatory for meetings to contribute to course progress and compliance. The duration of each meeting recording is converted into workload hours and contributes to the course’s declared workload.  In cases where a recording is unavailable, alternative forms of evidence such as transcripts may be accepted upon consultation with Woolf.

Following the addition of a recording, the update adjusts the activity’s workload and attendance, and counts it towards the student's course progress.

Colleges can upload recordings directly to Woolf AMS or share them via their LMS (e.g., Canvas). Refer to How to Import Meeting Recordings in CSV and Sharing Meeting Recordings with Students for more information.

Key Guidelines:

• Only live session recordings qualify. Pre-recorded lectures or static materials do not count.
• Recordings must be uploaded in MP4 format or as a downloadable URL.
• Multiple recordings for the same meeting are supported but may delay verification.
• Zoom cloud recordings are not supported. Use downloadable links from cloud storage platforms (e.g., Google Drive, AWS) for uploading meeting recordings to Woolf AMS.

Tracking attendance for live sessions is critical for compliance. Student attendance, once synced with Woolf, generates an activity record. This record holds zero workload and remains pending until a recording is added to the meeting resource. Woolf offers two methods for synchronizing attendance:

1. CSV Import
   • Prepare a CSV file with fields like:
     • resource_id (unique identifier).
     • student_id (e.g., Woolf ID, email).
     • timestamp (when the student attended).
   • Upload the CSV using the Import Meeting feature. For step-by-step instruction, refer to Import Meeting Attendance in CSV.

   

2. API Automation
   • Automate attendance submission using Woolf’s API for efficient data management and streamlined operations.
   • This method ensures accurate timestamps for each student with minimal manual effort.

Live Attendance Tracking Tips:

• Use a Quiz Resource: Create a quiz to confirm student attendance and understanding. Share the quiz link during the live session to streamline attendance tracking.
• Verify Engagement: Include optional questions to assess student understanding or participation during the session.
• Set Deadlines: Assign the quiz to a specific cohort with a submission deadline (e.g., 14 days after the session) to accommodate asynchronous engagement.

Contact time refers to the hours a student spends in live sessions under the direction and supervision of a verified instructor. These sessions are critical for meeting academic standards and ensuring compliance with Woolf’s accreditation requirements.

• Compliance Requirements
  • Teacher Presence: For a meeting to count as contact time, an instructor must be present during the session.
  • Teacher ID Submission: When submitting live recording and attendance records via CSV or API, include the teacher's ID. This is important for tracking contact time accurately and will be enforced in future updates.
• Impact on Learning Hours
  • At least 20% of the total learning hours must consist of contact time. Meetings without a teacher still contribute to student progress but are not classified as contact hours.
• Recording and Verification
  • Meeting recordings must be uploaded and verified in Woolf AMS for the contact hours to be reflected in course progress.
  • Accurate attendance tracking and teacher ID submission ensure compliance and proper calculation of contact time.

Colleges can decide their submission cadence (e.g., weekly, bi-weekly, monthly). Timely submission ensures accurate progress tracking and compliance. Learn more about submission guidelines here.

No. Asynchronous engagement is logged as resource consumption and contributes to progress but does not replace live attendance for compliance. For details, see Managing Asynchronous Engagement.

While currently optional, submitting teacher IDs for contact time will become mandatory in future updates. Read more about Contact Time requirements.

Alternative evidence, such as transcripts, may be accepted upon consultation with Woolf’s support team. See Recording Requirements for more information.

Colleges utilizing Zoom and Canvas LTI integration can manage live sessions and recordings in Canvas. However, these recordings will not be automatically tracked in Woolf AMS unless uploaded and categorized correctly. Learn about Canvas Resource Synchronization.

No. The Canvas calendar feature can help students manage their schedules but is unrelated to Woolf AMS tracking.

Woolf applies a 1.5x multiplier to meeting workloads to account for breakout room activities (30% of a meeting spent in breakout rooms). If the multiplier does not accurately reflect your workload, Woolf will adjust it manually to ensure correctness.