Emerson IT Help Desk

Best Practices for Teaching and Learning with Zoom


For Students:

  • First go to zoom.emerson.edu and log-in with your Emerson account to activate your Zoom account. 

  • If your faculty member has sent you a Zoom link directly, follow that to join your scheduled class. Faculty may have also set up the Zoom link through Canvas. If so, click "Zoom" in the Canvas course's lefthand menu, find the meeting, and click "Join."

  • If you’re on a laptop or iMac, you will be prompted to allow your built-in camera and microphone to connect.

    • Please use headphones or earbuds! This will make your voice clearer and any sounds of typing softer.

  • Select Join With Computer Audio at the start of the call, but then mute your microphone by clicking the microphone icon.

  • In general, keep your microphone Muted until it is your turn to speak.

    • Remember to unmute when you are called upon!

    • Use the Chat feature to type a text question.

    • Use the Raise Your Hand button to get the instructor’s attention.

  • Note about recording: if your instructor is recording your meeting, their video will include all chat, including private chat between you and other students. Please remember to be respectful to your peers and instructor while chatting.

For Faculty:

Using Zoom in Canvas

If you’re using Canvas and want to schedule a meeting for your entire class, the simplest way is to use Zoom within Canvas. Here’s how:

    • 1) The first time you use Zoom, you will need to go to zoom.emerson.edu, click Sign-In, and log-in with your Emerson account. This is a one-time step that activates your account. Close this window after signing in.
    • 2) Go to your Canvas course and click Zoom in the lefthand menu:

 

The Zoom button indicated in a Canvas course's lefthand menu.

 

    • 3) Click Schedule a Meeting at top right. Fill out the form to specify the date, time, and duration of the meeting. We recommend the following setting selections:
      • For video, select "on" for both host and participant.
      • For audio, select "both" to allow telephone and computer audio.
      • Check the boxes for "Enable join before host" and "Mute participants upon entry." Be sure to unmute your own microphone when you lecture. 

Zoom meeting settings, with the video option for On and the audio option for Both indicated.

Zoom meeting settings, with the boxes for Enable join before host and Mute participants upon entry checked.

      • Zoom meetings created in Canvas will be available to all your students via the Zoom button in the course menu, so no link-sharing is necessary. However, as a backup, we recommend sharing the meeting's link with students. This link is displayed on the page that appears after you schedule the meeting. You can also click on an existing meeting's title to display its link (called the "Join URL").
      • When you’re ready to start the meeting, click Zoom in your course menu, then click Start to the right of the meeting.
      • Students can find upcoming meetings by clicking Zoom in the Canvas course menu, then clicking Join to the right of the meeting.
        • Meetings scheduled in Zoom via Canvas do not appear on the course calendar or generate notifications for students. We recommend making a Canvas Announcement that tells your students when and where to join, provides the meeting link (as a back-up), and lets them know that they first need to activate their account by signing into zoom.emerson.edu.
        • For office hours, you can check the box to "Enable waiting room" when scheduling your meeting to create a holding space so that students will not accidentally intrude on private meetings. When a student enters the waiting room, the participants panel in your meeting will display their name and the option to allow them entry. Give office hours meetings a title like "Office Hours" to differentiate them from meetings for the whole class.

After a meeting ends, Zoom creates an attendance report that lists attendees in the meeting and their join/leave times. Instructors can find this by clicking the Previous Meetings tab, then clicking the "Report" button to the right of a listed meeting:

The Previous Meetings tab of the Zoom interface in Canvas, with the Report button indicated.

 

Troubleshooting

If Zoom meetings created in Canvas do not appear under Upcoming Meetings, please try the following steps. After each of these steps, go back to the Zoom tab in your Canvas course and refresh the page:

  • Go to zoom.emerson.edu, click Sign-In, then sign in with your Emerson account. You can then close this window and go back over to Canvas. This is a one-time step that activates your Zoom account.
  • If using Safari, go to Safari > Preferences > Privacy and uncheck the box for "Prevent cross-site tracking."
  • Make sure your browser is updated to the latest version.
  • If using the Canvas Teacher mobile app, try using the web-based version of Canvas instead.
  • After clicking the Zoom button in Canvas, try going to the "alternate link" listed at the top of the page.
  • If none of these steps work, please contact ITG@emerson.edu for assistance.

NoteMeetings that you schedule in Canvas will appear in your Zoom account at zoom.emerson.edu. However, meetings that you schedule at zoom.emerson.edu or via the app will NOT appear in Canvas, nor will your students have access to these meetings unless you send them the join link.

 

Using Zoom Outside of Canvas

If you wish to hold a meeting for a smaller group of students or one-on-ones, or you're not using Canvas, the easiest option is to use your Personal Link. This is one link that anyone can use to join a meeting with you. You can customize it so that you have a unique name that is easy to remember and point students to.

To find your Personal Link, go to zoom.emerson.edu and click Sign In. Then click Profile in the lefthand menu and look for Personal Link. Use the Customize button to its right to edit the link. If your link says "Not set," click the Customize button and edit it; it will then become available.

    • One catch with this option is that the link would allow students to join in at any time, so if you want to have private conversations, you would want to create a separate link for those.

For more security, you could set up a unique Zoom link for each of your scheduled classes, and a separate link for 1:1 meetings, breakout groups, or office hours.

  • For either option, go into Meeting settings and select the following:
    • Check off "Recurring meeting" so that the link doesn’t expire, and set the recurrence to "No Fixed Time":

 

A screenshot of the Recurring Meeting setting in Zoom.

 

    • For classes or large groups, allow "Enable join before host" and "Mute participants upon entry." Be sure to unmute your own microphone when you lecture. Ask students to individually unmute if you’d like them to share audio:

 

Zoom meeting settings, with the boxes for Enable join before host and Mute participants upon entry checked.

 

  • For private meetings and 1:1s, set your link to "Enable waiting room," which means you will have to accept participants who are trying to join. This will prevent someone joining the room accidentally when you are in conversation with another individual:

 

Zoom meeting settings, with the boxes for Enable join before host, Mute participants upon entry, and Enable Waiting Room checked.

The Zoom Meeting Interface

  • For managing large groups of video participants:
    • Use "Spotlight Video" to make your video the primary view. Turn off for other view options.
    • Use "Speaker View" for lecture and screen-sharing portions.
    • Use "Gallery View" for discussion activities with all students. Activate it using the 3x3 grid icon at top right of the meeting window.
      • In Gallery View, if you would like to ask a student to speak for an extended period of time, use "Pin Video" feature to keep their video box the primary.
  • The "Manage Participants" button is great for:
    • A quick way to take attendance. You’ll see a list of all participants names, as well as the status of their microphones and webcams.
    • Easily seeing when students "Raise Hands" to request to speak.
  • "Chat" is useful for:
    • Discussions! You can message the whole group or just an individual.
    • Sending links to high-quality content that you’d like students to view. This will allow participants to view video in higher quality than if you streamed it and shared your screen.
  • Use "Screen Sharing" for:
    • Showing the group your whole desktop or just a single window.
    • Be sure to check the "Share Computer Audio" and "Optimize for fullscreen video clip" boxes when sharing a video or other audio material via screen sharing.
      • "Share Computer Audio" will change your laptop’s audio output settings automatically, so you may need to change back depending on your audio setup.
    • When possible, send media content via Chat or Canvas instead of screen sharing.

See this guide to learn more about the Zoom interface:

Getting to Know the Zoom Interface

Recording Meetings

You can record any Zoom meeting so that students who cannot attend will be able to watch it later. Here is a video tutorial on recording your Zoom meetings.

When you record a meeting, you will have two options: 1) Record to your local computer or 2) Record to the cloud:

 

The bottom of the Zoom meeting settings, with the options for cloud and local recording indicated.

  • If you record meetings on your local computer, they will process for several minutes and then download to a folder called "Zoom" on your computer. You can then upload your recording to Panopto and either share its link with your students or embed it in Canvas. This is the fastest way to get your videos to students.
  • If you record meetings to the cloud, they will automatically be made available to you and your students via the "Cloud Recordings" tab of the Zoom tool in your course; no other steps on your part are necessary. However, these recordings may take 24 hours or more to process due to the high traffic Zoom is experiencing:

    The Zoom interface in Canvas with the Cloud Recordings tab indicated.

If you're using Zoom outside of Canvas, find your recordings by going to zoom.emerson.edu, clicking Sign In, and then clicking Recordings in the lefthand menu.

When you record meetings, please note:

  • If you’re recording, be sure to click the Stop Recording button in your meeting’s controls before ending the meeting. This ensures your recording will finish and process.
  • When people join a meeting you're recording, they will be notified and prompted to consent to join the meeting or leave. If you start recording during a meeting, attendees will also be notified and prompted to consent to stay or leave.
  • More information about Zoom recordings

Improving your Zoom connection

If you're experiencing choppiness or slow speeds during your Zoom call, review our Presentation and Conference Tips, and try the following:

  • If you are listening to a lecture and not being asked to participate, put your microphone on Mute.
  • If you don’t need to be seen on camera, stop your webcam video.
    • *Students: always check with your instructor to make sure this is ok beforehand!
  • Try disabling HD video in your Zoom settings. Click on the up arrow next to ‘Stop Video’ and select “Video Settings.”
  • Close out of any other applications that may be running on your computer that you do not need.
  • Stop or pause any other actions that you may be running in the background such as downloads, uploads, data backups, or streaming.
  • To troubleshoot audio echo or feedback, mute all attendees and then unmute one at a time to isolate the issue.

Securing Your Virtual Classroom

Some instructors have reported experiencing "Zoombombing," where uninvited guests join online classes with the intention of causing disruptions to the session by taking over screen sharing or putting hateful comments in chat. 

We have put together a list of recommended settings to both help prevent and control situations like this as a meeting host. Zoom also has a blog post with additional guidance.

Password Protection

In an effort to improve security for our virtual classrooms and meetings, newly created Emerson Zoom meetings are now set to "require meeting password" by default. Students will not be required to enter the password unless they join using the Meeting ID or via the browser-based version of Zoom, but we recommend communicating the password as an added precaution. Passwords will not apply to personal meeting links.

See Securing Your Virtual Classroom for more information about password protecting your meetings.

Security Button

There is now a "Security" button in the Zoom meetings' toolbar in the Zoom app for both Mac and PC. It offers the following features:

  • Lock meeting
  • Enable/disable waiting room (previously this could only be done when scheduling the meeting)
  • Enable/disable participants' ability to screen share, chat, and rename themselves

For more information about the security button, please see this guide by Zoom.

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk