Internet connection: Wi-Fi, cellular data (3G or 4G/LTE), or wired Ethernet connection
Speakers and mic: built-in, USB plug-in, or Bluetooth
Webcam: built-in or USB plug-in
Power source: plug in your laptop as Zoom will deplete your battery

For hosting or teaching classes, we strongly recommend using Zoom on your computer rather than on a phone or tablet. For more detailed system requirements, see this link.

Download and install Zoom

Download and install the Zoom app from https://zoom.us/download.

ℹ️ Zoom has both an app and a web interface.

You'll need the app to join and host Zoom meetings.
You'll only need Zoom's web interface if you plan to host any meetings yourself. You can use it to configure the default options for any meetings that you host. (More on this below.)

Sign into Zoom

You'll need to sign into the Zoom app with your Regent email address to use it. Here's how:

1. Launch the Zoom app on your computer.

2. Click Sign In with Google (see screenshot below). A Google sign-in screen will appear in your web browser.

3. Select (or sign into) your Regent email address (i.e., [name]@regent-college.edu). You should now be signed in!

(If you are a visiting lecturer you can use your own Zoom account, signing up if needed)

Testing Zoom

Make sure to test your Zoom setup before using it for class! Here are the steps we recommend:

1. Start a test meeting at https://zoom.us/test.

2. Practice screen sharing before class. Click here for Zoom's instructions.

- Practice sharing your entire desktop, a webpage, or a PowerPoint presentation.
- Mac users: you'll need to enable permissions for screen sharing. Click here for Zoom's instructions.

ℹ️ When sharing your screen, check the boxes to Share computer sound and Optimize Screen Sharing for Video Clip (see screenshot below). These boxes must be checked if you're planning to share videos.

Updating Zoom

Zoom consistently upgrades its security and adds features. Please check the app for updates at least once a week to ensure that you can connect to your class.

To check for updates:

Launch Zoom's desktop app and sign in.
Click your profile picture, then click Check for Updates.
Follow any on-screen instructions to complete the update.

Best Practices

Pre-meeting checklist

Before the meeting

If you're the host, double check your meeting settings.
Plug in your laptop, as Zoom will deplete your battery.
If possible, connect your computer to your Wi-Fi router with a network cable. Otherwise, stay near to your router.
Close any apps and windows that you don't need. This will help Zoom to run faster and will make it easier to find any windows or apps that you intend to share.
If other members of your household are using the same internet connection, ask them to avoid activites that require heavy internet usage (e.g., video streaming and gaming).

Video and audio

Test your audio and video at https://zoom.us/test.
If you're using an external webcam, remember to turn it on.
If your internet connection is too slow for HD video, open Settings in the Zoom app, click the Video tab, and uncheck Enable HD.
A headset with a microphone is recommended so your students can hear you clearly.
- Apple's EarPods should work well for this, although more recent models may require this adapter.
- If you use your laptop's microphone, be aware that typing and handling papers may be audible and distracting.
Mute your microphone while others are presenting or speaking.

Classroom tips

1. Enable the setting to mute your students' microphones when they first join the meeting. This prevents latecomers from disrupting the meeting when they enter. To enable this:

- Sign into Zoom's web interface.
- Click Settings and open the Meetings tab (see screenshot below).
- Scroll down to Mute participants upon entry and make sure the toggle is enabled.
- This setting will apply to all future meetings that you host.

2. Don't forget to un-mute your students for questions or discussions!

- In the Zoom app, click Manage Participants and select Unmute All (see screenshot below).

3. During breaks, leave everything running.

- Don't end the Zoom meeting until the class is finished.
- You can mute your audio and/or turn off your video if desired.
- Remind students not to leave the Zoom meeting. They can turn off their audio and video instead.

Hosting tips

Zoom Hosts play a key role in setting the tone for the class and ensuring that it runs smoothly. Here are some tips to get you started.

When class begins

Introduce yourself and welcome everyone to the class.
Plan one or two warm-up activities to get students comfortable with using Zoom. For example:
- Ask everyone to type "Hello!" in the chat box
- Ask students to test the "raise a hand" feature
- Use Zoom's poll feature to plan an ice-breaker
Tell students if the class is being recorded, and for what purpose (e.g., for students in different timezones).
Explain how the lecturer plans to take questions.
Introduce the lecturer, TA, and any other co-presenters.

During class

Students may forget to mute their microphones when stepping away from their computers. Be ready to mute them.
If the lecturer is having audio issues, ask them to repeat what they've said.
- Students may be reluctant to do this, so don't be afraid to ask on their behalf.
Have a backup plan in case the lecturer gets disconnected from the meeting.
- Swap phone numbers with the lecturer in advance.
- Prepare some discussion questions in case you need time to fix the issue.
- Make sure you've shown your instructor how to Switch to Phone Audio ahead of time.

If the lecturer's internet connection dies

Fear not! They can re-join the Zoom meeting through a regular phone call:
1. In Zoom, click Participants → Invite → Copy Invitation to copy the meeting details.
2. Paste the details into another app (e.g., your notes app). You should see a phone number and a Meeting ID.
3. Call the lecturer and tell them the phone number and Meeting ID. They can then call that number and use the Meeting ID to re-join the class.
4. Prepare to be lauded as a superhero. 🦸🏽

Additional resources

Here are some extra resources for lecturers and Zoom Hosts that may come in handy. Enjoy!

Lecturers

Zoom Hosts

Spring & Summer Hosting Tips - handout

Presentation slides

Connecting to Your Class

If you haven't installed Zoom yet, please do so before proceeding.

1. Sign into Moodle with your Regent Login. (What is a Regent Login?). Sign into the Zoom desktop app and Zoom web interface.

2. Open your class' Moodle page.

3. Scroll down to the section titled Zoom Video Conferencing and click the Zoom Video Conferencing link at the bottom (see screenshot below). This will open Zoom's website.

⚠️ Mac users: you may see a green box that says "Cookies are not supported." Click Open in a new window to proceed (see screenshot below).

4. If your class is being hosted by someone else (e.g., your T.A.):

- Open the Upcoming Meetings tab, scroll to the meeting you'd like to join, and click Join (see screenshot below).
- This should launch the Zoom app and automatically join the selected meeting.

5. If you're hosting your own class:

- Create a new Zoom meeting by clicking Schedule a New Meeting in the upper right corner (see screenshot below).
  - In the title field, please include the course code, date, and title of the lecture (e.g., INDS.501 - September 12 - Lecture 1).
  - Set the start date and time.
  - Enable Mute participants on entry.
  - Leave Require meeting password enabled.
  - Enable Record the meeting automatically if you'd prefer to not manually turn this on before each class.
  - Select In the cloud. (For more about recording, see this section.)
- To start the meeting, open the Upcoming Meetings tab, scroll to the meeting you'd like to begin, and click Start (see screenshot below).
  - This should launch the Zoom app and automatically join the selected meeting.

⚠️ If Zoom doesn't automatically start your scheduled meeting, you can start it from within the Zoom app. Here's how:

- 1. Launch the Zoom app
  2. Click Meetings at the top
  3. Select the upcoming meeting
  4. Click Start

ℹ️ If students have trouble joining your meeting:

- 1. Click the Participants button at the bottom of your meeting
  2. Click the Invite button on the bottom right
  3. Click the Copy URL button at the bottom left of the window
  4. Paste the link into an email and send it to your students

Using Zoom

Here's an overview of some of Zoom's best features. Enjoy!

Waiting Room

The Waiting Room feature allows the host to screen any participants who attempt to join the meeting. Participants are held in the Waiting Room until the host allows them to enter.

To enable the Waiting Room:

1. Sign into Zoom's web interface in your web browser.

2. Click Settings in the left sidebar.

3. In the Meeting tab, scroll down to the Waiting Room option (near the bottom) and enable it. (See screenshot below.)

- Enable Guest Participants Only
- Enable Allow internal participants to admit guests from the waiting room if the host is not present.
- Click Save. The Waiting Room should now be enabled on any meeting that you host.

At the time of this writing (i.e., Late Capitalism 2020), The Waiting Room is not a Christian dating reality TV series. At least not yet.

4. During class you will need to admit participants individually, or by clicking Admit All.

- Once the class has started, you may wish to turn off the Waiting Room so that you don't have to monitor it. To do so, click the Security button and uncheck Enable Waiting Room.

Recording

You can record Zoom meetings and make them available to those who need them. Here's how.

Automatically record the meeting

When scheduling your meeting via Moodle you have the option to automatically record. Please use this so you don't have to remember to turn it on later!

Note that recording begins as soon as your start your meeting, so any pre-lecture conversations will also be part of the recording.

Recording the meeting

1. During your Zoom meeting, click the Record button near the bottom of the window, then Record to the Cloud (see screenshot below).

- If you don't see the cloud option you may not be signed into a paid account. For help, please email [email protected].

2. The recording will automatically stop once you click End Meeting.

⚠️ If you plan to use the Breakout Rooms feature, please note that only the main room will be recorded.

- It's technically possible to record an individual Breakout Room if one of its members chooses to "Record on this Computer." However, all Regent classes must use Cloud Recording so that the videos can be shared on Moodle.

Sharing the recording links

After your meeting ends, you'll receive a link to the recording via email.

- This may take some time depending on the length of the meeting.
- Feel free to share this link with your students or add it to your class' Moodle page (see next section).

Share the Zoom Cloud recording link - NOTE: ONLY USED WHEN OUR SERVER IS DOWN

1. You will get an email from zoom shortly after your meeting ends with links to your recording.

2. Click on the For Host Only link which is the first link in the email.

3. Click on the Share button in the top right.

4. Enable Add expiry date to the link

5. Disable Viewers can download and Passcode Protection

6. Click Display detailed information

7. Copy the https link to add as a link in Moodle

Adding the recording link to Moodle

1. Open your course's Moodle page.

2. Click Turn editing on in the upper right corner.

3. Scroll to the section where you would like to add the link, and click Add an activity or resource.

4. Click URL in the left sidebar and click Add. A box will appear.

- Type in the name of the recording.
- Type in the URL of the recording

5. Below the text input field, click Restrict access.

6. Click the Add Restriction... button. Then click Date.

- Select until in the dropdown menu, and set the date to two days (Fall/Winter) or two weeks (Summer) from when the video was initially recorded (see screenshot below).

7. Click the grey eye to hide the link after the set date.

7. Click Save and return to course. Make sure to test the link to see if it works!

Restricting the recording link to a group of users

Moodle has two automatic groups: "On Campus" and "Online". You can use these groups to restrict content, including a date limit. You can create a "Temporary Online" group and assign students if you need to add others.

Downloading a copy of the recording

To download a copy of the recording, click on the open the Google Drive link that you received in your email. Then click on the download icon to download it. If there is no download option please email [email protected].

Privacy

Recordings only show the active speaker and their screen, so students will only be included if they talk or share their screen.
Some user info and meeting metadata (e.g. participant names and email addresses) is processed through Zoom's servers, which are provided by Amazon Web Services and/or Oracle.
However, all meeting traffic (video, audio, chat messages, data sharing, and recordings) is processed through Regent College's private Zoom server hosted at BCNET, a British Columbia cloud provider for higher education institutions.
Recordings are hosted with Microsoft (in Ontario) and/or Google (worldwide).

Screen Sharing

During class, you can share what's on your computer screen via Zoom. This especially useful if you want to show a PowerPoint presentation or a video. Here's how to do this.

The Share Screen menu

1. During your Zoom meeting, click the Share Screen button near the bottom of the window. This will bring up the Share Screen menu.

2. The Share Screen menu will allow you to choose what to share (see screenshot below). The main options include:

- Your entire desktop screen (i.e., whatever appears on your computer screen).
- A virtual whiteboard
- Any app that's currently open (e.g., Safari, Chrome, PowerPoint, iTunes)

ℹ️ If the window you're looking for doesn't appear in this menu, click Show all windows. You should then be able to view and select it.

Sharing a specific app

Most of the time, you'll want to share a specific app (e.g. PowerPoint). To do so, click on the app you want to share.

- Students will now see the app you've selected, as well as a smaller view of your webcam feed. You can now use the app just as you would during a regular lecture.

Sharing a Keynote presentation in a window (not full screen)

If you're sharing a Keynote presentation but don't want it to take up your entire screen:

1. Open Keynote.
2. In the top menu, click the Play.
3. Click Play Slideshow in Window

Now your presentation will run as a resizeable window instead of in full screen. Yay flexibility!

Sharing a PowerPoint presentation in a window (not full screen)

If you're sharing a PowerPoint presentation but don't want it to take up your entire screen:

1. Open PowerPoint.
2. In the ribbon, click the Slide Show tab. (What is "the ribbon?")
3. Click the Set Up Slide Show button. A window with various options will appear.
4. Select Browsed by an individual (window) and click OK.

Now your presentation will run as a resizeable window instead of in full screen. Yay flexibility!

Sharing a PowerPoint presentation in a window (not full screen)

If you're sharing a PowerPoint presentation but don't want it to take up your entire screen:

1. Open PowerPoint.
2. In the ribbon, click the Slide Show tab. (What is "the ribbon?")
3. Click the Set Up Slide Show button. A window with various options will appear.
4. Select Browsed by an individual (window) and click OK.

Now your presentation will run as a resizeable window instead of in full screen. Yay flexibility!

Sharing multiple programs at once

New with Zoom version 5.4.3 or greater, users can select multiple desktop programs at once for sharing. This ability is useful if the professor wishes (for example) to make comparisons between two or more documents. The sharer will always know which applications they are sharing by an extensible green border around the programs being shared.

1. In Zoom, click the Share Screen button. A window with various options will appear.
2. Select one program or app to share (eg. Powerpoint).
3. Once you have selected one, Ctrl + click on the other program(s) you wish to share. Then, click Share.
4. The students will now see all the documents you have selected.

Sharing a virtual whiteboard

To share a virtual whiteboard, select it from the Share Screen menu. You will now be able to draw on your whiteboard with the tools below:

Our apologies for the lack of chalk. We're as disappointed as you are.

Sharing an iPad or iPhone screen

You can share your iPad or iPhone screen to Zoom via your computer. This may be useful if you use an iPad app such as Goodnotes to do live annotations, or if you have a burning desire to teach via your phone 🤷🏻‍♂️📱

To share your iPhone or iPad screen via AirPlay:

- Select the iPhone/iPad via AirPlay option in Zoom's Share Screen.
- Zoom will prompt you to download and install a helper application to get this to work.

To share your iPhone or iPad screen via a cable:

- Connect your device to your computer with a cable.
- Select the iPhone/iPad via cable option in Zoom's Share Screen.

Sharing audio or video

To share audio:

- Select the app which will play the audio source (e.g., iTunes or your web browser)
- Check the Share computer sound box (see screenshot below)
- Click Share

To share video:

- Select the app which contains the video source (e.g., Quicktime, Windows Media Player, or your web browser)
- Check the boxes to Share computer sound and Optimize Screen Sharing for Video Clip (see screenshot below)
- Click Share

Silent film lovers should leave the first box unchecked.

Seeing more students while sharing a screen using "Gallery Grid View"

While screen-sharing, you can re-size the participant video panel to show more students. You are able to adjust and re-size the video panel if you have 5 or more students in your class.

1. When in screen share mode, you should see the students in a video panel. Notice the icons along the top of the video panel (see 1st picture below). Click on the "Rubix cube."
2. Next, click on, hold, and drag the bottom right-hand corner to re-size the video panel (see 2nd picture below).
3. You can re-size the video panel to view up to 25 students by default or potentially up to 49 students’ videos, depending on your Zoom settings and computer specifications. See the 3rd picture below to set to 49.
4. For more information on Zoom video layout options while screen sharing, click here.

Sharing copyrighted videos

Where are the films?

UBC library has access to the Criterion-on-Demand here: http://resources.library.ubc.ca/page.php?id=2156
If you can’t find the film you are looking for, please try Kanopy here: https://resources.library.ubc.ca/page.php?details=kanopy&id=2244
Otherwise please try emailing [email protected] with your specific request.
Zoom doesn’t allow you to play DVDs, nor can Regent College show videos that have been copied from DVDs without permission.

Who has access?

Regent students should be able to access these resources with their CWL.
Faculty will need to login using their library barcode, as you usually do to access UBC library resources.
There is a chance that some films will only work while on-campus, so be sure to test.

How can we use the films?

Asynchronously: Simply link the film in Moodle and ask the students to watch it outside of class.
Synchronously:
- Option A: Paste the link into Zoom chat, students click, login, and watch. Zoom can remain open while everyone watches on their own computers. This will require that all students have verified they can use the service beforehand.
- Option B: Use the above method of sharing your video and play it from your computer. This should only be done if you have a very good Internet connection.

Breakout Rooms

With Zoom, you can divide the class into small groups for discussion. Here's how.

Feature limitations

⛔️ The Breakout Room feature has the following limitations:

- Participants may be able to join Breakout Rooms if they're using a Chromebook or accessing the meeting from a web browser, but their microphones may not work. These students can meet in the main room instead, or they can "Switch to Phone Audio" and call in with their phone.
- Participants using Zoom's mobile app or H.323/SIP devices can participate in Breakout Rooms, but not manage them.

Creating Breakout Rooms

1. In the main Zoom window, click on Breakout Rooms. A pop-up window will appear (see screenshot below).

⚠️ If you don't see the Breakout Rooms icon at the bottom of your Zoom window, then you'll need to sign into Zoom's web interface to enable it. Follow these steps:

- Sign into Zoom's web interface.
- Click Settings and select the Meetings tab.
- Scroll down to the In Meetings (Advanced) header.
- Make sure that the toggle for Breakout Room is enabled.

2. Choose your room settings in the pop-up window above:

- Select how many rooms you want to create.
- Assign room members automatically, or choose them manually yourself.
- Click Create Breakout Rooms once you're ready.

3. Once the rooms have been created, you can customize them further before opening them (see screenshot below). When you're happy with the setup, click Open All Rooms.

ℹ️ If you would like a specific participant (such as a co-presenter) to stay in the main room with you:

- - Click Add a Room to temporarily create a new room.
  - Find the participant and click Move To to add them to that room.
  - Scroll to that room and click Delete Room. They should now be back in the main room with you.

4. When the rooms are open, you can join individual rooms or broadcast a message to them all (see screenshot below).

5. Click Close All Rooms when you're ready to end the breakout session (see above screenshot). The rooms will have 60 seconds to wrap up before they're closed. Note that the wrap-up time can be adjusted in the Options area. More details on the Options area will come as you continue to read.

- Once the countdown finishes, everyone will automatically return to the main group. Members can also return to the main group before the countdown is finished, if you have enabled this in the Options area.

6. Zoom will maintain the same groups unless you choose to recreate them, so you can easily start another breakout session during the class.

- When you're ready to start the next breakout session, click Open All Rooms (see screenshot below).
- If you want to create new discussion groups, click Recreate instead.
- If you'd like to customize your rooms further, click Options.

Further on Breakout Room options...

When the host and participants are on Zoom 5.3.0 or later, the "Self-select" breakout room option appears:

This gives participants the ability to self-select which room they would like to join without needing intervention, should you the host want to give them this ability.

Other options of note:

Allow participants to return to the main session at any time gives the students the ability to leave the breakout room before they end. They will re-enter the main session room.

Automatically move all assigned participants into breakout rooms moves people automatically into their room, rather than asking them if they would like to join the room.

Breakout rooms close automatically after "XX" minutes is handy if you want to set a specific time for the breakout rooms, If you would like to be reminded when that time is up, check Notify me when the time is up. A pop-up window will appear:

Clicking Close now will give the rooms whatever amount of time you have set for the Countdown after closing the breakout rooms (make sure this is checked as well!) to finish up.

Pre-assigning students to Breakout Rooms

Zoom does allow hosts to pre-assign students to different rooms, but the process is complicated and requires each participant to sign in with their email address (which is unlikely to happen given our current setup).

If you would like to pre-assign students to different rooms, please try one of the following options:

Give the class a five minute break and then manually add the participants to different rooms.
Have Zoom automatically create the groups, then move individuals around manually.

You can get a class list from Moodle (or ask your TA), which you can open in Excel to keep a record of who is in which room.

Whiteboard

Zoom comes with a virtual whiteboard. Pretty nifty, eh? Here's how to use it.

1. Click the Share Screen button at the bottom of Zoom's window.

2. Click Whiteboard.

3. Click Share, and the whiteboard drawing tools will appear. Play around with them before class to get a feel for how they work.

- You can click the Whiteboard icon to hide the tools (see screenshot below).

4. Use the page controls in the bottom-right corner to switch between pages or create new ones (see screenshot below).

- Only the person who shared the whiteboard can switch or create pages.

5. To save your whiteboard masterpiece for future generations, click Save. Zoom will create a folder on your computer and save a copy there (see screenshots below).

6. When you are finished with the whiteboard, click Stop Share. Congratulations — you are now a digital artist! 🧑‍🎨 🖥

Troubleshooting

Screen Sharing issues

Mac users: If you see the following message when trying to share your screen:

To share your computer audio, please install the Zoom audio device. Please restart your audio sharing application, such as the media player, after install to continue sharing computer sound.

...then follow these steps:

1. If prompted, enter your Mac admin password to allow Zoom to use your speakers.

2. If you are asked to quit the application before using it, then quit the Zoom app.

3. Open an audio or video source in an app.

- For example: open a YouTube link in your web browser, open a video in one of your PowerPoint presentations, or open a track in iTunes.

4. Re-launch the Zoom app, and start a new meeting.

5. Click Share Screen.

- At the bottom of the Share Screen window, make sure that the options to share audio and video are checked.

6. In the Share Screen window, select the app where your audio or video is currently open.

- Click Share.

7. Start playing the audio or video that you selected. Everyone in the meeting should be able to see or hear it.

Still need help?

Contact the IT Help Desk at [email protected].
Visit Zoom's support website at https://support.zoom.us/hc/en-us.

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