Managing Breakout Rooms in Meetings

This article covers:

Note: You can also Pre-Assign Participants to Rooms.

Breakout Room Basics

  • You must have breakout rooms enabled on your Zoom account settings to start breakout rooms. This setting is enabled by default for PSU users. You can adjust your personal account settings through the Zoom web portal at pdx.zoom.us
  • You must be the meeting host and use the Zoom client to start breakout rooms.
  • You can have up to 50 breakout rooms per meeting and up to 200 participants total in breakout rooms.
  • Hosts can move from breakout room to breakout room and send messages to all rooms.
  • Participants can request help from a host while in a breakout room with the Ask for Help button.
  • Participants who joined the meeting through a web browser are not able to join breakout rooms. As a workaround, those participants can use the main meeting room as their breakout session space.

Create Breakout Rooms During a Meeting

  1. Start the meeting.
  2. Click Breakout Rooms in the meeting host controls to access the breakout rooms you created.
  3. Select the number of rooms you would like to create and how you would like to assign your participants to those rooms:
    • Automatically: Let Zoom split your participants up evenly into each of the rooms.
    • Manually: Choose which participants you would like in each room.
  4. Click Create breakout rooms.
  5. Click Options to view and select additional options.
  6. Click Open all Rooms to send participants to assigned breakout rooms.

Learn more about managing breakout rooms.

This article as updated on Aug 26, 2020 @ 1:38 pm


Managing Pre-Assigned Breakout Rooms

This article covers

Note: You can also assign rooms during a meeting.

Breakout Room Basics

  • You must have breakout rooms enabled on your Zoom account settings to start breakout rooms. This setting is enabled by default for PSU users. You can adjust your personal account settings through the Zoom web portal at pdx.zoom.us
  • Participants must join the meeting from the desktop client. Those who join the meeting through a web browser are not able to join breakout rooms. As a workaround, those participants can use the main meeting room as their breakout session space.
  • Self-selected breakout rooms require the desktop client to be version 5.3.0 or higher, and this is not supported on ChromeOS.
  • You must be the meeting host and use the Zoom client to start breakout rooms.
  • You can have up to 50 breakout rooms per meeting and up to 200 participants total in breakout rooms.
  • Hosts can move from breakout room to breakout room and send messages to all rooms.
  • Participants can request help from a host while in a breakout room with the Ask for Help button.

Note: Pre-assigned participants should join the meeting logged into Zoom with the email address used for pre-assigning. For PSU users, restricting the meeting to authorized users logged in with Odins will ensure pre-assigned participants are correctly mapped to meeting participants.

Manually Pre-Assign Rooms

  1. Sign in to the Zoom web portal at pdx.zoom.us.
  2. Click on Meetings from the left navigation menu.
  3. Schedule a new Meeting or select an existing Meeting to edit
  4. In the Meeting Options section, select Breakout Room pre-assign.
  5. Click Create Rooms.
  6. Click the plus icon beside Rooms to add breakout rooms.
  7. Hover over the default breakout room name and click the pencil icon to rename it.
  8. In the Add participants text box, search for participants by name or email address to add them to the breakout room. If the email address does not automatically populate through search, type the Odin email address and press enter to add the user to the breakout room.
  9. Click Save when done adding participants to break out rooms.
  10. Save the meeting settings.

Note: You can manually pre-assign internal Zoom users that are in the PSU Zoom account. To pre-assign participants that are external Zoom users, import a CSV file.

Pre-Assign Rooms via CSV Upload

  1. Sign in to the Zoom web portal at pdx.zoom.us.
  2. Click on Meetings from the left navigation menu.
  3. Schedule a new meeting or select an existing meeting to edit.
  4. In the Meeting Options section, select Breakout Room pre-assign.
  5. Click Import from CSV.
  6. Download the template file.
  7. Add users' email addresses and assign them to rooms as desired in the template file.
  8. Save and upload the CSV when done.
  9. Verify your rooms and assignees and click Save.
  10. Save the meeting settings.

Start Pre-Assigned Breakout Rooms During a Meeting

  1. Start the meeting with participants pre-assigned to breakout rooms.
  2. Click Breakout Rooms in the meeting host controls to access the breakout rooms you created.
  3. Click Open All Rooms to start the breakout rooms.
  4. If you don’t see the rooms you pre-assigned, click Recreate then Recover to pre-assigned rooms. This can be necessary, depending on when participants joined the meeting.

Recover to Pre-assigned Breakout Rooms

  • After starting the breakout rooms, you can recover to the breakout rooms assignment you previously specified. This can be useful if you changed your breakout rooms during the meeting, or pre-assigned participants have joined the meeting after you started breakout rooms.
  • Begin by selecting Close All Rooms to end the breakout rooms.
  1. Click Recreate.
  2. Click Recover to pre-assigned rooms.
  3. Participants will be re-organized into the breakout rooms you specified when scheduling the meeting.

Create Self-selected Breakout Rooms

  • The host can now create breakout rooms with the option for participants to self-select which breakout room they would like to join. If enabled, participants can move freely between breakout rooms, without needing the host’s help.
  1. Both the meeting host and participants need to be on Client 5.3.0 or later to self-select Breakout Rooms, and this is not supported on ChromeOS.
  2. If students cannot see the breakout room options, have them leave the meeting, update and sign into their Zoom desktop client, and rejoin the meeting.

This article as updated on Oct 9, 2020 @ 2:03 pm


Import a Zoom Meeting into D2L

Meetings scheduled in the Zoom web portal at pdx.zoom.us do not automatically appear in your D2L course or in the D2L/Zoom Meetings tool. However, with a few clicks, you can import a meeting you already scheduled in the web portal into your course directly.

  1. Go to the D2L course to which you want to add the meeting.
  2. Click People then Zoom Meetings from the course navigation bar.
  3. Click on “All My Zoom Meetings/Recordings” on the upper right side.
  4. Copy the meeting id
  5. Go back to your Course Meetings/Recordings
  6. Click on the kebab menu (three vertical dots) next to Schedule a New Meeting and choose “Import Meeting
  7. Paste in the meeting ID and click Import.

This article as updated on May 12, 2020 @ 3:53 pm


Zoom Webinars at PSU

Zoom Webinars are available at PSU by purchasing event support services from OIT’s AV Events for a fee. Due to the complexity of supporting and running a webinar, PSU does not currently have webinar licenses available for DIY use.

If you would like to pay for a Zoom Webinar Event, please visit Campus Event AV https://www.pdx.edu/technology/event-av

Will a Zoom Meeting meet my needs?

We have found that many of the needs described in webinar requests can be met by a Zoom Meeting.
All active PSU users have access to a Zoom Pro/ Licensed account, which allows them to host Zoom Meetings of any duration and with up to 300 participants.
Up to 200 participants can be in up to 50 breakout rooms in a Zoom Meeting. 100 other participants can be in the main room while 200 are in breakout rooms.

Participation in Zoom Meetings vs. Webinars

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance. Control of a meeting offers many options in the host’s Zoom settings, as well as facilitation techniques.

Webinars are designed so that the host and any designated panelists can share their video, audio and screen. Webinars allow view-only attendees. They have the ability to interact via Q&A, Chat, and answering polling questions. The host can also unmute the attendees. Attendees in webinars, can not rename themselves as well.

If you think you’d like a webinar, please review this Zoom Meeting and Webinar Comparison article:
https://support.zoom.us/hc/en-us/articles/115005474943-Meeting-and-webinar-comparison

Meetings

Zoom meetings are ideal for hosting more interactive sessions where you’ll want to have lots of audience participation or break your session into smaller groups.

Webinars

Think of webinars like a virtual lecture hall or auditorium. Webinars are ideal for large audiences or events that are open to the public. Typically, webinar attendees do not interact with one another. Though Zoom provides options for you to get more social with your attendees, your average webinar has one or a few people speaking to an audience.

Size-based indicators for Zoom modality

How many people will be attending your event?

If less than 300, what features are you interested in that indicate webinar use rather than a Zoom Meeting?

  • What style of participation is needed?

If 300-500, a Zoom Webinar may be needed. Not all features of a Zoom Meeting are available in a Zoom Webinar.

  • What style of participation is needed?
  • If a Zoom Webinar is needed, it is available by purchasing Event AV Services from OIT for a fee.

If 500+, a Zoom Webinar for 500 participants plus streaming of the webinar for the overflow audience may meet your needs.

  • What style of participation is needed?
  • If a Zoom Webinar is needed, it is available by purchasing Event AV Services from OIT for a fee.

Nearly all academic use cases can be met using Zoom Meetings and a standard PDX Zoom pro license -- the account you access at pdx.zoom.us. See below for our FAQs on Zoom Meeting features.

  1. How long can meetings be?
    PDX Zoom meetings can be as long as you need. If you’re running into a time limit, check to make sure you’re logged in to your account with your PSU Odin information at pdx.zoom.us. Contact OAI Faculty Support if you continue to see a limit.
  2. How many people can join a meeting?
    Up to 300 participants can join PDX Zoom meetings. If you’re using breakout rooms, you can have 200 participants across 50 different breakout rooms. If you see a lower participant limit, check to make sure you’re logged in to your account with your PSU Odin information at pdx.zoom.us. Contact OAI Faculty Support if you continue to see a lower limit.
  3. How can I manage invitations?
    You can use the meeting registration function to set up a landing page with customized questions and the ability to send a customized registration email to your guests ahead of the meeting. This is not a recommended setting for classroom Zoom use, as it can add a barrier for students to join meetings. However it can be a valuable feature for non-class meetings.
  4. How can I manage participants during the meeting?
    Zoom has a number of features designed to help you manage meeting participants including chat, the ability mute all participants, and remove individual users. The short video below outlines how to use these features.
  5. How can I use advanced interactive features (polling, hand raising, screen sharing, etc.)?
    You can create meeting polls in advance, which you can launch during a meeting to add interactivity or ask participants questions. Participants can signal a hand raise, yes, no, or give other feedback with the nonverbal feedback feature in meetings. You can share and annotate your screen or a virtual whiteboard.
  6. How can I know who came to my meeting?
    Use the participant reports function to see details about who joined your meeting and how long they stayed.

This article as updated on Aug 11, 2020 @ 2:09 pm

 


View Zoom Meeting Attendance

You can view participant reports for meetings you have hosted. Reports are available starting 30 minutes after the meeting concludes. The report includes a log of all participants in the meeting, including timestamps of when they entered and left the meeting.

  1. Login to your full Zoom account with your PSU Odin at pdx.zoom.us
  2. Select Reports from the left navigation menu.
  3. Click Usage from the available options.
  4. Find your meeting from the list of prior meetings. You may need to adjust the time period searched.
  5. Click the participant number corresponding to your meeting. If you do not see the participant column, try scrolling right or use the Toggle Columns option to ensure Participants is available.
  6. This will open a Meeting Participants report. Note that a participant will be counted multiple times if they left the meeting and re-entered.
  7. Optionally export the report to CSV for easy sorting, filtering, and reference.

This article as updated on Jul 23, 2020 @ 9:31 am


Zoom and FERPA

The Family Educational Right and Privacy Act (FERPA) of 1974 (Public Law 93-380), affords students certain rights with respect to their educational records and requires Portland State University to assure that those students’ rights are not abridged. FERPA protects the privacy of all “education records,” in any medium, maintained by Portland State University.

FERPA & Class Recordings: Guidance for Faculty and Staff

FERPA restricts the sharing of student records information, including student class-activities. To maintain FERPA compliance with classroom recording, it’s imperative that any class recordings which include any student activity are shared only with students, TAs, and instructors who are in the same class as the recording. Class recordings may not be reused across classes or sections.

Any recordings of students engaged in any class activities is subject to FERPA prohibitions and should not be shared beyond the class. Student class activities can include student names, voices, photo or video, and chat activities. Class recording content can not be shared outside of the class without a FERPA release from all parties.

For more information about FERPA, see the FERPA Tutorial and FERPA FAQs maintained by the Office of the Registrar.

Recommended Syllabus Statement for Class Recordings

We will use technology for virtual meetings and recordings in this course. Our use of such technology is governed by FERPA, the Acceptable Use Policy and PSU’s Student Code of Conduct. A record of all meetings and recordings is kept and stored by PSU, in accordance with the Acceptable Use Policy and FERPA. Your instructor will not share recordings of your class activities outside of course participants, which include your fellow students, TAs/GAs/Mentors, and any guest faculty or community based learning partners that we may engage with. You may not share recordings outside of this course. Doing so may result in disciplinary action.

What about recorded lectures?

Faculty recordings of themselves which do not contain any student information or activities are not governed by FERPA and can be shared across classes and sections. Instructors may wish to record lectures for multiple sections or terms and share those recordings across sections. This is acceptable so long as recordings do not include any students.

This article as updated on May 12, 2020 @ 3:54 pm


Share Media via URL

  1. Log into media.pdx.edu.
  2. Click the button with your name on it in the upper right corner, and click My Media.
  3. Find your video in the list, and click on it.
  4. Find the Actions button in the lower right.
    Actions
  5. Click the + Publish option in the list.
  6. In the publishing settings below the video, make sure that your video is set to Unlisted. 
  7. Click Save.
  8. Click the Share button below the video.
    Share
  9. On the Link to Media Page tab, copy the web address.

This article as updated on May 12, 2020 @ 3:55 pm


Download Media from Media Space

By default, media uploaded to Media Space is not available for download. However, the media owner can allow downloads of media items. Once downloads are enabled, anyone who can view the media can also download the media.

  1. Login to media.pdx.edu.
  2. Click your name in the upper right corner.
  3. Click My Media.
  4. Find the media you wish to download from the list and click the pencil icon to the far right of the media.
    Pencil Icon (highlighted); trash icon.
  5. Click the Downloads tab.
  6. Select the format(s) you wish to enable for download and then click Save.
  7. The download option will now be available beneath the media when viewing the media.

This article as updated on May 12, 2020 @ 3:55 pm


Use your Zoom Personal Meeting Room for Office Hours

You can use Zoom’s Personal Meeting Room feature to have a dedicated URL to use for virtual office hours on demand. This functionality makes it easy to share a single URL to use across terms and classes, without the need to schedule individual Zoom sessions for scheduled office hours.

Note: Although you may use Zoom via D2L for virtual class meetings, to get started with your Zoom Personal Meeting Room, you will need to access Zoom directly via the Zoom web portal at pdx.zoom.us.

  1. Sign in to Zoom at pdx.zoom.us with your PSU Odin.
  2. Click the Meetings link on the left navigation.
    Zoom Personal Meeting navigational menu, Profile, Meetings (highlighted), Webinars, Recordings, Settings.
  3. Click the Personal Meetings Room tab from the top navigation.
    Upcoming Meetings, Previous Meetings, Personal Meeting Room (highlighted), Meeting Templates
  4. Scroll to the bottom of the page and click the Edit this Meeting button.
  5. For office hours, we recommend the following Meeting Options:
    • Disable Join Before Host. This means you will need to start the meeting before participants can join.
    • Enable Waiting Room. This means you will need to allow individual participants to join the meeting one-by-one. This is critical to maintain student confidentiality and meet FERPA requirements.
    • Enable Only authenticated users can join
      • Restrict to Signed in with a Portland State account (Odin)
  6. Adjust other Meeting settings as desired. (See recommended settings for preventing Zoom-bombing.)
  7. Click Save when done.
  8. On the Copy the Invitation link from the Personal Meeting Room Information page.
  9. Copy the invitation information and save in a convenient location.
  10. Share the invitation URL with students as your office hours location.

Note: Students will be able to click the link at any time but will be in a holding space until you (1) start the meeting and (2) let them into the meeting. You may receive “Your Attendees Are Waiting” email notifications when students click the URL if you are not in the meeting.

Learn more about waiting rooms, and see it in action in the video below.

https://www.youtube.com/watch?v=ntaT7KEcids&feature=youtu.be

This article as updated on May 12, 2020 @ 3:55 pm


Best Practices for Hosting and Archiving Media

Depending on whether you need a hosting site for your media or a storage site to archive and/or backup your file, you might use Media Space and or Google Drive.

Host with Media Space

We recommend uploading your videos to a media hosting platform. Media Space (media.pdx.edu) is the media hosting platform PSU contracts with. See step-by-step instructions for uploading media to Media Space.

  • A media hosting platform stores your video on a server, which provides a url where the video can be accessed, that you can share with your audience. Learn more about sharing your media.
  • The hosting platform transcodes your full size video into many ‘flavors’ of different resolutions and sizes. When a user accesses your video, the hosting platform will automatically provide them with the best ‘flavor’ for optimal quality, based on the device they are using and their internet connection. For example, a user on a smartphone does not need to see the full resolution for an optimal experience on that device, so the hosting platform will serve them a smaller resolution size, which will load more quickly, ensuring playback is not interrupted.
  • You can control sharing settings. In media space these are called publication settings. Learn more about publication settings.

 Archive & Backup with Google Drive

If you think you will want to use your video in the future in a different way or you would like to create a backup of your file, you should also consider creating a backup of your video file. We recommend uploading your video to your PSU Google Drive, which provides unlimited file storage on the cloud.

  1. Access Google drive at drive.pdx.edu.
  2. Create a folder specifically for your course or project.
    1. For example, if you developed your media during the Winter 2020 term make a folder in Google Drive following this pattern: DEP ### Term Year.  For example: (PSY 311 Winter 2020).
    2. If you have other documents you are backing up in this location, you might decide to make a sub folder called ‘Multimedia.
  3. Upload media files from your computer or device to the Google Drive folder.
    1. The best practice is to use clear naming conventions for your video file name that will help you identify what it is without having to watch it. For example: PSY-311-W2020-Module1-CourseAssignments (DEP-###-TYYYY-OrgUnit-DescriptiveName).

This article as updated on May 12, 2020 @ 3:55 pm