Zoom meeting roles: co-hosts and alternative hosts

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Zoom defines meeting management roles as:

  • Host: The user that scheduled the meeting. They have full permissions to manage the meeting. There can only be one host of a meeting.
  • Co-host: Shares most of the controls that hosts have, such as managing attendees. The host must assign a co-host during the meeting. Co-hosts cannot start a meeting.
  • Alternative host: Shares the same controls as co-hosts, but can also start the meeting. Hosts can assign alternative hosts when they schedule a meeting.

Alternative hosts must have PSU credentials

In your PSU Zoom account, an alternative host must be a PSU community member and have an Odin username to login and authenticate with.

Co-hosts may be non-PSU guests

A co-host may be a meeting participant from outside the PSU community. To admit a non-PSU participant to your meeting, first adjust the default sign-in requirement from PSU account membership to any Zoom account. Once the guest is admitted to your meeting, you can assign them the co-host role.

Next, make sure your own account settings have the co-host role enabled.

  • Sign into the Zoom web portal at https://pdx.zoom.us/
  • In the navigation panel, click Settings.
  • Click the Meeting tab.
  • Under In Meeting (Basic), verify that the Co-host setting is enabled.
    Co-host setting enabled.
  • If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Turn On to verify the change.

There are two ways to make a participant a co-host during a meeting.

Once the guest is admitted:

  • Hover over their video.
  • Click the ellipsis (….) icon.
  • Click Make Co-Host.

Or use the participants panel:

  • Click Participants in the meeting controls at the bottom of the Zoom window.
  • In the participants panel, hover over the name of the guest who will co-host, and choose More.
  • Click Make Co-Host.

This article was last updated on Jun 14, 2022 @ 10:50 am.


Change Your Zoom Display Name and Add Pronouns

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You can change your preferred name and add accurate pronouns to your Zoom display name manually in your Zoom profile settings.

To do this,

  1. Log in to your PSU Zoom account at https://pdx.zoom.us/
  2. Select Profile in the left navigation panel
  3. In the upper right corner, click the small blue Edit link to update your profile data
  4. In the First Name and Last Name fields, update your name(s). In the Display Name field, make the same adjustments and add your preferred pronouns.
  5. Click Save Changes.

In addition, it’s possible to change other PSU system display names, but this is inconsistent across platforms. See the Registrar’s First Name Override option information to get started.

 

This article was last updated on Aug 6, 2021 @ 4:24 pm.


Schedule a Meeting in Canvas

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If you teach in Canvas we recommend scheduling your course Zoom Meetings from Canvas. This automatically generates meeting links for your students, and links to any meetings you record. The Canvas scheduler has abbreviated settings, however. For full settings, including security preferences and breakout room configuration, edit  your Canvas Zoom meetings in the Zoom Web portal at pdx.zoom.us after scheduling in Canvas. Only Canvas users with instructor- or TA-level roles can schedule Zoom meetings in Canvas.

If you set a scheduled meeting to be recorded, the link to that recording will appear in your Canvas Zoom Cloud Recordings tab shortly after the meeting. These are hosted by Zoom and expire after 90 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 Canvas, select the Zoom from the navigation menu. Authorize Canvas to access your Zoom account if you have not already done so.
  2. Select the blue Schedule a New Meeting button in the upper-right corner
    Schedule new meeting button
  3. Enter meeting details:
    • Title: Enter a descriptive title.
    • Description (optional): Enter an optional meeting description.
    • When: select date and time for the meeting to start.
    • Duration: Enter your planned duration. This will not cut off the meeting if you run over.
    • Time Zone: Confirm or select the correct timezone.
    • Recurring Meeting: Select this option to create a recurring meeting. Once selected, you’ll have the option to choose how often the meeting recurs, and when to stop repeating. Each occurrence will be listed in Canvas, but they will use the same meeting URL.
    • Registration: Deselect unless you need detailed attendee information from external guests.
    • Video: Choose whether the meeting host (you) and participants will join the meeting with video enabled or disabled. Users can enable or disable their video feed at any point during the meeting.
    • Audio: Ensure Both is selected.
  4. Meeting Options: Recommended settings for class sessions:
    • Mute participants on entry (recommended for large classes).
    • Enable waiting room. This can be set to hold only non-PSU guests in your settings at pdx.zoom.us.
    • Select Record the meeting automatically in the cloud to share a recording link with students.
    • Restrict to authenticated users signed in with PSU Odin IDs. You can adjust this for specific meetings when you expect external guests.
  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 Canvas as an external link. The recording file will also automatically appear in your Media Space My Media list following the meeting once you activate your account. You can share this link indefinitely when published as “Unlisted.”

This article was updated on Jan 11, 2022 @ 4:02 pm.


Zoom Checklist

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See full Zoom-bombing prevention suggestions

Review Zoom Recording and Student Privacy and Conferencing, Web Recording and FERPA

 

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)
    Report any Zoom-bombings to OAI. 

This article was last updated on Jan 11, 2022 @ 4:38 pm.


Import a Scheduled Zoom Meeting into Canvas

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  1. On your Canvas Dashboard, select the course and then Zoom from the course navigation.
  2. Select the blue All My Zoom Meetings/Recordings link in the upper right corner.
  3. Find the meeting you want to share with students and copy the meeting ID number.
  4. Above your meeting list, select the blue Course Meetings/Recordings link.
  5. In the upper right corner of this screen, to the right of the blue Schedule a New Meeting button, there is a small square with three vertical dots. Select that and then choose Import Meeting.
  6. In the small pop-up window, paste in the meeting ID.
  7. Select the Import button. The meeting link will now be visible to students in the course.

Note: this method can only be used to share a meeting with one Canvas course. If you want to share a meeting with multiple courses, the meeting invitation link must be posted elsewhere in Canvas, such as in an Announcement.

This article was last updated on Jan 11, 2022 @ 4:04 pm.

D2L zoom area showing All Meetings tab.
D2L full list of user Zoom meetings with ID number highlighted.
D2L Zoom area import meeting menu and pop-up menu.

Zoom Webinars at PSU

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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 was last updated on Jun 14, 2022 @ 10:40 am.


Use Your Zoom Personal Meeting Room for Office Hours

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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: to schedule office hours with your Zoom Personal Meeting Room, you need to schedule that directly in the Zoom Desktop App or the Zoom portal at pdx.zoom.us and then import the meeting to the Canvas Zoom area.

  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.

This article was last updated on Jan 11, 2022 @ 3:54 pm.


Start or Join a Zoom Meeting in Canvas

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Zoom meeting links will prompt you to open the Zoom desktop client/application. Be sure to download it prior to your meeting. Links may also allow you to “join from your browser,” but many features only work in the Desktop client. For example, students cannot be preassigned to breakout rooms if they join from a browser instead of the app.

  1. Login to Canvas at canvas.pdx.edu
  2. From your Dashboard, open the course in which the Zoom meeting is scheduled.
  3. Select Zoom in the course navigation menu.
  4. Find your meeting from the list of upcoming meetings and click Start or Join.
  5. Confirm the browser dialogue to launch Zoom.
    Note: You may wish to check the box to “Always open these types of links in the associated app.”
    Select your audio conference options. In most cases, you should choose “Join With Computer Audio,” which may be your only option.
    Note: You may wish to check the box to “Automatically join audio by computer when joining a meeting.”

Zoom join meeting dialog box.
Zoom join with computer audio prompt.

Schedule a Zoom Meeting in the Client/Application

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Open the Zoom desktop client. Download and install it if needed and then sign in with your PSU credentials. The application has four tabs at the top: Home, Chat, Meetings, and Contacts.

  1. Select Meetings.
  2. Just below the row of tabs there is a small plus sign icon. Select that to open a menu.
  3. From the menu, select a scheduling option.

Zoom client meeting schedule interface.
Enter meeting details:

  • Title: Enter a descriptive title.
  • Description (optional): Enter an optional meeting description.
  • When: select date and time for the meeting to start.
  • Duration: Enter your planned duration. This will not cut off the meeting if you run over.
  • Time Zone: Confirm or select the correct timezone.
  • Recurring Meeting: Select this option to create a recurring meeting. Once selected, you’ll have the option to choose how often the meeting recurs, and when to stop repeating. Each occurrence will be listed in Canvas, but they will use the same meeting URL.
  • Registration: Deselect unless you need detailed attendee information from external guests.
  • Video: Choose whether the meeting host (you) and participants will join the meeting with video enabled or disabled. Users can enable or disable their video feed at any point during the meeting.
  • Audio: Ensure Both is selected.
Recommended Meeting Options:

  • Mute participants on entry (recommended for large classes).
  • Enable waiting room. This can be set to hold only non-PSU guests in your settings at pdx.zoom.us.
  • Select Record the meeting automatically in the cloud to share a recording link with students.
  • Restrict to authenticated users signed in with PSU Odins. You can adjust this for specific meetings when you expect external guests.

 

Select Save. In the Meetings window you can now select the Copy Invitation button to share your meeting link with guests.


Join a Zoom Meeting

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Note: Zoom works best via the Zoom app. You do not need administrator privileges to download and install the Zoom app on your computer. If you cannot download the app, you may join a meeting via the Zoom Web Client, which runs best in Google Chrome. (View more information about Zoom and browser compatibility.)

Download the Zoom App

Note: This step is only required the first time you join a meeting from your device. Once installed, you do not need to install the Zoom app for subsequent meetings.

  1. Download the appropriate Zoom app for your device at https://zoom.us/support/download

Join the Meeting

  1. Click the Zoom link for the meeting you would like to join.
    • The link will be shared with you from the meeting organizer.
    • If you are the meeting organizer, you can find the Zoom meeting link in your upcoming meetings list.
  2. Confirm the browser dialogue to launch Zoom. (Note: you may wish to check the box to “Always open these types of links in the associated app”.)
    Open zoom.us? Check box, always open these types of links in the associated app. Cancel and Open zoom.us buttons.
  3. Select your audio conference options. In most cases, you should choose “Join With Computer Audio,” which may be your only option. (Note: you may wish to check the box to “Automatically join audio by computer when joining a meeting”.)
    Join with computer audio button, test speaker and microphone option. Check box automatically join audio by computer when joining a meeting.

This article was last updated on Aug 6, 2021 @ 4:23 pm.