Getting Started with VidGrid

Learning to use VidGrid can be difficult if you don’t know the terminology, tools, layouts, features, etc. This guide will help you learn a little about the system to help you create videos.

About VidGrid

Screen shot of the Vid Grid My Grid

VidGrid is an online video recording and streaming service purchased by Lake Superior College. LSC faculty, staff, and students can use VidGrid to:

  • Create videos to embed in our D2L Brightspace (LMS).
  • Create quick videos to communicate.
  • Upload and host existing video content.
  • Share videos.
  • Faculty and staff can request recorded videos (up to 30 minutes) to be professionally (human) captioned for LSC use. Note: Machine captioning is available for any video length.

back to top

Logging into VidGrid

The link to access VidGrid is on the Employee Portal on the Lake Superior Collage website.

Screen shot of the Vid Grid website with the address highlighted and an arrow pointing to selecting the Login link

You can also go to VidGrid’s website directly by typing www.vidgrid.com into your browser address bar. On the VidGrid website, select the Log in link in the upper right corner of the screen.

Screen shot of the Vid Grid Log in page with an X across the Email and Password log in and an arrow pointing to selecting the Enterprise Login button

You’ll need to select the Enterprise Login link because LSC has a campus-wide license.

Screen shot of the Enterprise Login with an arrow pointing to selecting the username / email text box

Enter your StarID@minnstate.edu and password to access VidGrid. Note: Students would use their StarID@go.minnstate.edu and their password. Please watch the VidGrid Login video for step-by-step instructions.

back to top

VidGrid Navigation

VidGrid is pretty easy to use once you know what tools and features are available to you. If you’d like to learn more about VidGrid navigation, please see the VidGrid Layout Overview (9:09 minutes) video.

My Grid

Screen shot of the Vid Grid My Grid

The first thing you’ll see after you log into VidGrid is the My Grid screen. This is where you’ll have the ability to create recordings or upload videos you’ve made using a camera or mobile device as well as find all your videos and any folders you’ve made.

back to top

Record Button

Screen shot of the left navigation column with an arrow pointing to clicking the Record button

The Record button is in the left navigation column. The first time you click the button, it will download a small recorder to your desktop. You won’t need IT to install it on your campus laptop, it’s such a small program. Note: You may need to download the Desktop Recorder again if you haven’t used VidGrid in a while or if you change computers.

back to top

Upload Media

Screen shot of the My Grid left navigation column with arrows pointing to selecting the circle with a plus sign icon next to the Record button and selecting Upload

You can upload videos you’ve created using another video program, on a video camera, or a mobile device by using the circle with a plus sign icon next to the Record button and selecting Upload. Note: Please do not upload copyrighted materials into your VidGrid account.

back to top

New Folder

Screen shot of the My Grid left navigation column with arrows pointing to selecting the circle with a plus sign icon next to the record button and selecting New Folder

You can add new folders to organize your videos. You can have as many folders as you need in the My Grid area. You can create a folder for each course you teach or parts of your job.

back to top

Shared with Me

Screen shot of the My Grid area with an arrow pointing to selecting the Shared with me navigation option and the shared videos highlighted

Any videos that have been shared with you through VidGrid can be found through the Shared with me option in the left navigation column. The videos will have a red triangle in the upper right corner of each of their previews to show they aren’t videos you’ve created.

back to top

Org Library

Screen shot of the My Grid area with an arrow pointing to selecting the Org Library navigation option and the shared folders highlighted

The Org Library is shared across all LSC VidGrid accounts. When you create a folder and select Add to Org Library, any videos you place in this folder will be available in the Org Library. Note: Make sure you don’t share videos with confidential or sensitive information in the Org Library.

back to top

Trash

Screen shot of the Trash area

The Trash will store your video for 30 days, so if you accidentally delete a video, you can recover it. If you really want to get rid of a video, you can go in before the 30 days and permanently delete it manually.

back to top

Using VidGrid

This section will help you learn how to create folders, use the Desktop Recorder, start record a video, edit a video, request captioning for a video, and edit the caption file.

VidGrid Tutorials

Screen shot of the Vid Grid tutorials screen with an arrow pointing to selecting the Tutorials icon in the upper right corner and the videos highlighted

VidGrid has created tutorials that’ll help you use their system. You can find them by selecting the Tutorials icon in the upper right corner of the My Grid screen. They have videos on Recording a Video, Edit Your Video, and many more. The videos are short but show you the important details about the tool or feature. When you’ve finished, select the My Grid link to return to your account.

back to top

Creating Folders

Screen shot of the My Grid left navigation column with arrows pointing to selecting the circle with a plus sign icon next to the record button and selecting New Folder. The Folders section on the My Grid is highlighted.

You can create folders to organize your videos by:

  1. Selecting the circle with a plus sign icon next to the Record button.
  2. Selecting the New Folder option.
  3. Creating as many folders as you need for your video topics. You could create folders for each semester, each course, or types of videos you need to create.

back to top

Selecting a Folder & Folder Options

If you double-click on a folder in your account, it will open and you’ll be able add videos to it or remove them.

Screen shot of a video folder with an arrow pointing to selecting the more options drop down menu to the right of the name. The menu options are highlighted

If you select the dropdown menu to the right of the folder name, you’re able to select:

  • New Folder – this allows you to create new folders within this one to organize your videos.
  • Guest Record Link – this allows you to send a link to this folder to someone, they’d be able to record a VidGrid video without having to open their account and it would be stored in this folder for you.
  • Share – this means that any videos within this folder are available to the people you share it with.
  • Playlist – this means that you can put the videos in a specific play order.
  • Subscribe – this means that you’ll receive notifications when new videos are added to this folder by other people.
  • Rename, Settings, and Delete – this allows you to make changes to the folder or remove it.

back to top

Using the Desktop Recorder

Screen shot of the Desktop Recorder area over a website and the Recorder controls highlighted

A gray box with the Recorder controls will appear on your screen. Anything within the gray box will be recorded.

Screen shot of the desktop recorder with the recording area, preset sizes, and the cropping tool highlighted

You can change the size of the recording area by selecting one of the outline sides and moving it, selecting one of the preset sizes, or use the cropping tool to select a specific size that will work for you. Note: If you use the full screen recording area, the Recorder controls will appear in your video.

Two screen shots showing the Recorder controls with arrows pointing to selecting the correct microphone and webcam

For the best audio and video results, be sure to select the microphone and webcam you’ll be using during the recording. If your webcam has a built in microphone, you can select that for the microphone option as well.

back to top

Creating a Video

Screen shot of a Power Point presentation with the Desktop Recorder over it and an arrow pointing to selecting the Record button

After you’ve downloaded the Desktop Recorder and have setup your recording area, click the Record button to begin. The Record button becomes the Pause button that can be used to take a break between sections or discussion points, in case you need to split or edit the video later.

Two screen shots of the Desktop Recorder with an arrow pointing to the Finish icon in the first one. The second has arrows pointing to selecting the title text box to type a name and selecting the Finish button again.

After you have completed recording your video, select the Finish (checkmark) icon. You’ll be able to:

  1. Select the title text box and type a name for the video. Note: This can be edited in your VidGrid account.
  2. Select the Finish icon again to complete the process.

The video will be uploaded to your VidGrid account. If there is a problem during the uploading process, the video can be found in the Videos folder in Documents on your computer. You can use the Upload option in your VidGrid account to upload the video.

back to top

Selecting a Video & Video Options

Screen shot of a video with an arrow pointing to the three dots that opens the more options menu. The more options menu is highlighted

If you hover over the video preview and select the three dots, it will show you the more options menu. Double-clicking on a video will open it on a new browser tab and you’ll be able to make changes to it.

After you’ve created or uploaded a video, from the More menu, you’re able to select:

  • Share – using this option will allow you to share the video as a link or through VidGrid so it’ll appear on the person’s Shared with me screen.
  • Permission Options – by default these are set so that anyone with the link can watch the video. If you plan to use analytics for the video, you’ll need to change it to “Only team members on my account”. You’ll also find options like Show download button for viewers and Enable caption search for viewers here as well.
  • Rename – this allows you to change the video name to something that will fit the topic better.
  • Copy Link – this allows you to paste the link in an email or on a website. The link will be copied to your computers clipboard and you can paste it wherever you need it.
  • Request Captions – this allows you to use machine captioning or professional captioning. Please see the Captioning section below for more information on this.
  • Replace Video – this allows you to update a video in VidGrid without changing the URL for it and have it update anywhere you’ve used it – on your website, D2L course, anyone you’ve shared or emailed the link to without you having to resend a new link.
  • Edit Video – this allows you to remove sections where you said the wrong information, had long silences, or you repeated yourself.
  • Set expiration – this allows you to set a date and time that will remove viewing access to this video.
  • Duplicate – this allows you to “chunk” larger videos into smaller sections that are easier to edit and view.
  • Combine videos – this allows you to create a new video from several smaller ones. When you combine videos, a new combined video is created and the originals are kept separate.
  • Transfer Ownership – this is an admin only option that allows a video you’ve created for someone else to be given to them and they’ll have complete control of it. If you have a video that you’d like to transfer ownership for, please put in an IT Help Desk ticket and select the Campus Trainer and VidGrid/MediaSpace.
  • Download – this allows you to store a copy of the video on your computer. It’ll be in a MP4 format that can be watched offline.
  • Move to trash – this allows you to delete the video.

back to top

Editing a Video

If you select the Edit Video (scissors) icon, you’ll be taken to a new area where you can trim, blur, add music, and increase the volume of your video.

Screen shot of the Trim feature with several edits made in the video

After you’ve selected the Trim icon, you’ll be able to remove the mistakes and extra pauses from the video. Sections that will be trimmed will show as blue lines in the timeline and a gray screen will be placed over video to show that they will be trimmed.

back to top

Captioning a Video

Screen shot of a Vid Grid recording with the closed captions at the bottom of the video highlighted

Having accessible videos in our courses, on our website, and linked in our correspondence is important. All videos that are necessary for students to complete their activities or assignments should be captioned.

Screen shot of the Caption Dashboard with the Machine captions and Professional captions options shown

Captions can be requested through the three dots (more option) on the video. The Captions Dashboard will open and you’ll be able to select the Request tab to add captions to your video. VidGrid has two options, professional captioning and machine captioning:

  • Machine captioning is a free service that uses speech recognition software to provide the video captioning. Machine captioning usually has 80% – 90% accuracy and will need you to manually review it to correct any punctuation and/or spelling errors.
  • Professional (human) captioning is a paid service that usually has two people review the captioning and manually correct any punctuation and/or spelling errors. Professional captioning meets ADA compliance or 99% accuracy. Please see the Requesting Professional Captioning video for more information on how to do this.
    • The Professional (human) Captioning credits listed on the Request tab are for the whole campus to use. Professionally captioned videos still need to be reviewed to make sure they are accurate.

Screen shot of the Caption Dashboard with a completed captioning request shown

When a request has been completed, you’ll receive an email from VidGrid and the Dashboard will show that the request has been completed.

back to top

Editing the Captions

Screen shot of a Vid Grid recording with the interactive closed captioning panel on the right side of the screen highlighted

The interactive search makes it easier to edit your captions while also making it easier for your viewers to find specific information within your videos. Once you click the Edit (pencil) icon, you’ll be able to play the video and select the captioning line that you want to make a change to. When you’re finished, you can click the browser Refresh button and your captioned video is ready for use.

back to top

Adding VidGrid Videos in a D2L Course

Screen shot of the embedded Vid Grid video in the D 2 L Content area

VidGrid videos can be embedded in your D2L course anywhere the HTML Editor is used.

Screen shot of a Content H T M L File with an arrow pointing to selecting the Insert Stuff icon and the embedded video highlighted

After using the Insert Stuff icon and embedding a video, you can use the HTML Editor to add information, instructions, or questions for the students. Students can embed their own videos using the Assignments and Discussions HTML Editors.

back to top

Best Practices

These are some suggestions that will help you create professional looking videos and have an easier time editing them.

Before You Begin Recording

  • Use either a headset style microphone or a good quality stand microphone.
  • Make sure your videos are as short as possible, usually only talking about one topic or concept.
  • When using a webcam:
    • The room should be well lit with the light source behind the webcam so your face isn’t in the shadows.
    • You should hide anything that shouldn’t be “on camera” behind you while you’re recording.
  • Put the webcam directly above where you’ll be looking during the video, this will allow you to “make eye contact” with your audience.
  • If you’re going to be capturing your computer screen, don’t have any programs open that give audio and/or visual notifications when new information (emails, instant messages, etc.) has come in.

back to top

While Recording a Video

  • Speak clearly and at a slightly slower speed than you normally would so what you’re saying is clear to your viewers and the captioning service.
  • If you make a mistake, stop talking for a couple of seconds before you resume. This will make it easier for you to edit the mistake out of the video later.
  • Before ending a recording with a webcam, stop talking and moving for a few seconds, then move towards the computer to end the video. This will make it easier to remove the last few seconds that show you turning off the recording.

back to top

When Editing a Video

Screen shot of a Vid Grid recording with arrows pointing to selecting the playback speed icon and selecting a lower speed. The trim section time fields below the video are highlighted

  • If you need to trim a section out of the video, slow the playback speed down as slow as the program will allow you so that you’ll be able to make cleaner edits.
    • You may need to use the trim section time fields below the video to make more accurate trims.
  • Remember to blur any confidential information like passwords, FERPA or HIPPA details, etc. that shouldn’t be visible in the video.
  • If you recorded a full lecture, “chunk” it down into smaller sections that are around 8-10 minutes long and only cover one topic or concept.

back to top

When Editing the Caption

  • Complete any editing your videos need before you send them for captioning.
  • Review the captions file afterwards for errors, misspelled words, capitalization, and punctuation issues.
  • Identify multiple speakers with dashes before their names to signify a change in who’s talking. You can also use brackets [ ] around the person’s name.

back to top