Schedule and Record a Meeting in D2L

When you schedule a Zoom meeting in D2L you can set it to be recorded. Following the meeting, the link to that recording will appear in your D2L Zoom Cloud recordings. These are hosted by Zoom and expire after 120 days. However, your Zoom recordings will also be saved to your My Media account in Media Space if you have activated it by logging in at least once.

  1. In D2L, select the People menu and choose Zoom Meetings
  2. Select the blue Schedule a New Meeting button in the upper-right corner
    Schedule new meeting button
  3. After entering the name, date, and time, scroll down to Meeting Options
  4. Select Record the meeting automatically in the cloud
    Record meeting check box
  5. Following the meeting, the link to the recording will automatically appear in the People > Zoom Meetings area. Students can access this link or you can re-post it elsewhere in D2L with the Quicklink tool. It will also automatically appear in your Media Space My Media list following the meeting. You can share this link indefinitely when published as "Unlisted."

Learn more about Zoom Meetings Via D2L

This article was updated on Oct 5, 2020 @ 2:58 pm.


Allow Non-PSU Guest Access to Your Zoom Meeting

Note: In general we recommend requiring meeting participants to have a PSU Zoom account, as indicated in Zoom-Bombing Prevention, but this can be temporarily adjusted prior to a meeting when guests from outside the PSU community have been invited. Unless you have guests regularly, you’ll want to reset this afterwards to allow only PSU account holders into your meetings.

Adjust Your Security Settings

  1. Sign into the Zoom web portal at pdx.zoom.us.
  2. In the left navigation menu, click Settings.
  3. This will display the Meeting and Security settings.
  4. At the top of that page, use the sliding button to activate your Waiting Room (the button will be blue when active). This will allow you to verify your guest’s identity before they enter, and is more secure than using a passcode (which could be shared).
    Waiting room selected
  5. Select edit options to open a pop-up window where you can require only non-PSU participants to be put in the waiting room.
  6. Scroll down the page to the setting Only authenticated users can join meetings. Use the sliding button to deselect this option (the button should be grey). Unless you regularly have outside guests, you’ll want to turn this setting back on later for maximum security.
  7. Schedule your meeting. In the meeting settings, make sure that “Only authenticated users can join meeting” is de-selected.

Learn more about Zoom-Bombing Prevention.

This article was updated on Oct 9, 2020 @ 5:00 pm.


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


Zoom Classroom Checklist

 

See full Zoom-bombing prevention suggestions.

 

Before Scheduling (Global Defaults)

  • Make sure you’ve downloaded and are using the most recent version of the Zoom client
  • ❗Don’t share the meeting URL publicly.
  • ✅Enable Screen sharing and limit to Host Only 
  • ✅Enable Annotation if needed during meeting
  • 🚫Disable Allow Participants to rename Themselves

When Scheduling (Meeting Settings)

  • 🚫Disable Join before host
  • Enable waiting room
  • ✅Enable Only authenticated users can join and restrict to Signed in with a Portland State account (Odin)
  • ✅Enable Mute participants upon entry (optional, depending on class size)

During the Meeting (Crowd Control)

  • Click Participants to open the Participant Panel during the meeting. Keep it open during the entire meeting for quick access to participants and settings.
  • Click Chat to open the Chat Panel during the meeting. Keep it open during the entire meeting for quick access to chat and settings.
    • Click Chat kebab menu (...) to disable or limit participant chat.
  • 🚫Disable Participant Annotation
  • Click More from the participant panel and select
    • 🚫Disable Allow Participants to Unmute Themselves
    • ✅Enable Lock Meeting once all participants have joined

Emergency! (React Quickly)

  • ❗Use the Security panel (first available in Zoom client 4.6.10 released 4/7/2020) for quick access to
    • Lock Meeting (prevent additional participants from joining)
    • Enable Waiting Room (if not already enabled)
    • 🚫Disable Participant Share Screen
    • 🚫Disable Participant Chat
    • 🚫Disable Participant Renaming
  • Share your screen to quickly replace any inappropriate content someone else might be sharing. Host sharing overrides participant sharing.
    • Hover next to name of participant to
      • Mute audio
      • Stop video
    • Click down caret next to participant name to
      • Put in waiting room (temporarily remove participant)
      • Remove (permanently remove participant from the meeting)

This article as updated on May 12, 2020 @ 3:52 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-Bombing Prevention

Mandatory Zoom Update by May 30

On May 30, older versions of Zoom will no longer work! To avoid last minute lock-outs, update your application now by visiting their download center. Zoom version 5.0 has crucial security updates. Its new encryption standard provides more protection for users and data. The update also includes a “Report User” button so Zoom can respond quickly to unauthorized attempts to enter the system.

Preventing unwanted guests and bad behavior in Zoom meetings is a combination of configuring your settings and learning key crowd control techniques. We suggest you first go through your settings and make our recommended changes. Then, read about crowd control techniques and practice them. This article covers the following:

Recommended Settings

Crowd Control Techniques

Recommended Settings

There are settings in Zoom that can help you reduce the likelihood of a Zoom Bombing attack. Most settings can be adjusted at both the global and individual meeting-levels. Adjusting global settings will change the defaults for subsequently scheduled meetings, including those subsequently scheduled via the D2L-Zoom Meetings tool. Adjusting settings on an individual meeting basis is a good option to change meeting settings for previously scheduled meetings.

Limit Meetings to Authenticated Users

Limiting meetings so that only authenticated users with PDX accounts can join new meetings is currently the system default for newly scheduled meetings. We strongly recommend you set all of your meetings up so that participants have to be affiliated with PSU (have pdx.edu credentials) in order to join. The exception to this practice would be a meeting where non-PSU participants, such as guest faculty, will join. 

To update this setting for an individual meeting:

  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
    • If editing, scroll to the bottom of the selected meeting page and click Edit this Meeting.
  4. Under Meeting or Webinar Options, click Only authenticated users can join.

    • To require participants to be PSU authenticated to join a meeting select the option for Signed in with a Portland State Account (Odin)
    • To let anyone with a Zoom account join a meeting: select: Signed in with a Zoom account

Note: You can also update this setting globally so it is the default for all subsequently scheduled meetings by logging into the Zoom Web Portal at pdx.zoom.us, and clicking Settings from the left navigation menu.

Put Participants in a Waiting Room

Waiting rooms are currently set as the system default for newly scheduled meetings This means that all meeting participants will be automatically placed in virtual waiting room, until you manually let them in to your meeting. You can admit participants individually or all at one time, once you have verified they are people you actually invited. See how to manage waiting rooms.

To enable Waiting Room for an individual meeting:

  1. Sign in to the Zoom web portal at pdx.zoom.us.
  2. In the navigation menu, click Account Management then Settings.
  3. On the Meeting tab, navigate to the Waiting Room option under In-Meeting (Advanced) and verify that the setting is enabled.
  4. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.
  5. Select who you want to admit to the waiting room.
    • All participants
      • All participants joining your meeting will be admitted to the waiting room.
    • Guest participants only
      • Only participants who are non-PSU participants or are not logged into any Zoom account will be admitted to the waiting room. If not logged in, they will have an option to log in.
    • Optionally select the pencil icon to set a custom waiting room message.
    • Click Save if prompted.

NOTE: You can also enable/disable a waiting room for individual meetings when scheduling new or editing existing meetings.

Set Meeting Passwords

Setting a meeting password will require participants to enter a six digit code upon entry to your meetings. This feature is available for meetings as well as Personal Meeting Rooms and can be used in combination with Waiting Rooms for added security Meeting Passwords. Meetings are assigned a random password. You can assign or update the password to one of your choosing.

Set Passwords on a Meeting by Meeting Basis:

  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
    • If editing, scroll to the bottom of the selected meeting page and click Edit this Meeting.
  4. Under Meeting Options, enable the checkbox for require meeting password. Customize the password as needed.
  5. Click Save when done.

Note: You can also update this setting globally so it is the default for all subsequently scheduled meetings by logging into the Zoom Web Portal at pdx.zoom.us, and clicking Settings from the left navigation menu. You will have additional customization options at the global-settings level.

Require Advance Registration for Public Meetings

You can require participants to register for a meeting in order to attend. This is generally not advised for class meetings, but it is strongly recommended for public meetings or with meetings where the Zoom links are posted publicly.. This requires users to register to receive the meeting link/password (if required). The meeting host can customize the registration field and approve or deny guests. This option can only be managed through meeting-level settings not set globally. Advance registration requires 2 steps: first you must enable registration for the meeting, then you should customize your registration settings.

Enable Registration for your meetings:

  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
    • If editing, scroll to the bottom of the selected meeting page and click Edit this Meeting.
  4. Select the option to require registration.
  5. Click Save when done.
  6. You will now have a registration URL that you can use to invite people to register for your meeting.

Adjust the Registration Settings:

After enabling registration, a new set of options will appear at the bottom of the meeting details page.

  1. Click Edit on any tab to view and edit options.
  2. See Zoom registration documentation for more information.

Crowd Control Techniques

There are a number of features within Zoom that you can use during a meeting to help manage your participants, and mitigate unwanted behaviors. 

Manage Your Waiting Room

You’ll need to have enabled a waiting room for your meeting ahead of time.

  1. Join your meeting as the host.
  2. Click Manage Participants from the Host Controls.

  3. Click Admit to allow the selected participant join the meeting.
  4. Click Admit All to allow all waiting participants to join the meeting.

 

Manage Participants

As the host, you have a number of crowd control tools accessible to you in the host control panel. We outline them below, and also recommend Zoom’s In Meeting Controls 101 Video.

Host Controls

    • You may need to move your mouse to the bottom of your screen to trigger host controls.
    • Host controls contains all settings needed to control your participants in meeting. This menu contains individual user settings and controls for the whole meeting.

Click Participants to open the participant window.

  • Mute a Participant
    • Hover to the right of a user’s name to find the mute/unmute options for audio and the stop video/ask to start video option.
  • Remove a participant
    • Temporarily remove a participant by selecting Put in Waiting Room in the drop down next to the participant’s name. This feature removes the guest back to the waiting room, and you can allow them back into the meeting as you choose.
    • Select Remove from the drown down next to the participant’s name to block the user from re-entering the meeting. This does not ban the user from your meetings permanently. Please make sure to report the guest.
  • Mute all Participants
    • At the bottom of the Manage Participants window, click the Mute All button. This will mute everyone in the meeting except the host.
    • Disallow participants from unmuting themselves:
      • Click More
      • Make sure Allow Participants to Unmute Themselves is deselected. When users need the host to unmute them, have them raise their hands or comment in chat.

Control Who Can Share Their Screen

We highly recommend that you control who shares their screen by setting it so that only you, the host, can share your screen. This is the default setting for all PDX users. When this setting is on, the host can grant participants permission to share their screen at their discretion. 

To allow participants to share their screen

  1. Click the caret to the right of the Share Screen button from the host controls.
  2. Select Advanced Sharing Options.
  3. Select the All Participants option under Who can share?
  4. Do not change the default (Only Host) option under Who Can Start Screen Sharing When Someone Else is Sharing. 
  5. Close the dialogue box.

Control Who Can Annotate the Shared Screen

Zoom has a feature that allows users to annotate on top of any shared source. If you have enabled annotation for your meeting(s), any participant will be able to annotate the shared screen by default.

To temporarily disable participant annotation in a meeting

  1. Start a screen share
  2. Click the kebab (…) on the right side of the host controls.
  3. Click the option to Disable Attendee Annotation to prevent participants from annotating the shared screen.
  4. If you need to allow shared annotation, it’s recommended to select the option to Show Names of Annotators to prevent anonymous annotation.

Lock your Meeting

When all of your participants have arrived in your meeting, you can “lock” the meeting so that no more participants can join or ask to join. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.

    1. When ready to lock, click Participants in host controls.
    2. Click Lock Meeting

Adjust Chat Settings

If the chat feature is causing disruption, you can adjust it to allow participants to chat with the host only, all participants publicly, all participants publicly and privately, or no one.

  1. Click Chat in host controls to open the chat window.
  2. Click the kebab icon (…) in the corner of the chat window.
  3. Select the option you would prefer.

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


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