Scheduling Zoom Meetings for Zoom Admins

Please find the following instructions for scheduling classes and meetings through Zoom Rooms

Please note that these instructions are for individuals who have access to a Regent Administrator account on Zoom

Schedule Regular and Repeating Zoom Classes

Instead of having individual professors schedule their Zoom classes, Regent now schedules and manages classes using one account and Zoom Rooms.

This helps standardize the format of courses, the scheduling format, and integration with Moodle, in addition to enabling remote administration of classes, in case a professor or lecturer is unexpectedly prevented from coming into the building

Check Course Details

- Check the Summer Courses coordinator's spreadsheet for any changes in class sizes and rooms.
- Verify class details on Booked.Regent-College.edu on the Wednesday or Thursday before the class starts.
- Open the course on Moodle and confirm the correct class and location.
  1. 1. Check the course number and listing.
    2. For cross-listed courses, follow the instructions below.

Open the Course on Moodle

- Ensure a browser is logged into a Zoom account with Admin access to Zoom Rooms.
  1. 1. On Moodle, the individual Zoom Meeting links will display the name associated with the Zoom account that created them as the host
    2. Consider changing your Zoom account's display name to "Regent College" or "Regent AV" if scheduling multiple meetings for classes.
- Click on the Zoom Video Conferencing Link on the Moodle page.
  1. 1. - This section should already be included in any Moodle course with a hybrid section from the Moodle template.

Meeting Details

- Click "Schedule a Meeting" in Zoom.
  1. Do not change the default "Topic" of the meeting.
    1. - Regent IT uses a script that relies on this topic string to download and organize video recordings correctly.
        Changing the topic will disrupt the script's functionality.
  2. Double-check the date and start time for the first event.
  3. Set the duration to the length of the class plus 30 extra minutes to allow for potential class overruns.
  4. Time Zone settings
    1. - If scheduling from Vancouver, do not modify the time zone.
      - If scheduling from a different location, adjust the time zone accordingly.
  5. For repeating classes, select the "Recurring Meeting" option and provide the necessary parameters.

Add a Zoom Room and Configure Meeting Settings

- 1. Choose the "Zoom Room" option and select the room where the meeting will occur.
    1. - Note that these selections for the rooms are not directly connected to the email address used for Google Calendar invites.
  2. Leave other settings as default
    1. - This includes "Only authenticated users can join meetings", "Audio", "Breakout Room pre-assign," "Personal Meeting ID," and "Additional data center regions"
  3. Enable the waiting room option to allow hosts/co-hosts to admit students.
    1. - Maintain the waiting room until the scheduled class start time. Once the class has started, disable the Waiting Room to allow anyone to enter.
        This allows professors to start the meeting early for testing purposes without admitting students.
        Keep the password, authentication, and audio options at their default settings.
  4. For Fall/Winter classes, turn off the host video.
    1. - For Spring/Summer classes, turn on the host video.
  5. Leave the participant video on unless otherwise requested.
  6. Check "Mute participants upon entry."
  7. Check "Record the Meeting Automatically" and choose "In the cloud" as the recording location.

Adding the Professor as an Alternative Host

The Host of the meeting 'owns' the events, and can make edits to the details, schedule, and setup of the meeting. Only one account can host the meeting, other accounts may Co-host. The Zoom Room will be added as a Co-host to the meeting. Co-hosts can control what is happening during the meeting but cannot add others as co-hosts

- 1. Add the professor's email address as an alternative host/co-host if they have an account with an "On Prem" license.
    1. Verify the professor's license status by checking the user list on the Zoom admin account.
      - On the Zoom website, navigate to Admin > User Management > Users.
        Look for the license type under "Type" or "User Type."
        Upon attempting to save the Meeting through Moodle, the Meeting configuration will fail if the host does not have the required license.

Save and Verify Meeting Settings

- 1. Save the meeting configuration to create the links on Moodle.
  2. As an additional step, revisit the Zoom Video Conference link for the class to make confirm that all expected meetings are scheduled

Once the Meeting has been saved, add the meeting to Google Calendar.

- 1. In order to receive notifications regarding the class and display the course on the tablets in the classroom, create an event on Google Calendar using the link for the Zoom Meeting on Moodle
    1. - Invite the email address for the Zoom Room as an attendee.
        This will display the Zoom Room on the Zoom Controller's main view.
        The Zoom Room email/calendar account does not need to accept this event for it to display properly.
      - If additional individuals, such as guest lecturers, who are not on Moodle need access to the Zoom link, send it via this Google Calendar invite.
      - Choose to add the meeting to "All Events" before sending the invitation.

Classroom Changes and Zoom Room Updates

- If there are last-minute classroom changes, update the Zoom Room setting in the Meeting Details on Moodle first.
- Then update the invited Zoom Room on the Google Calendar links.

Cross-Listed Courses

The Zoom Video Conference plugin does not support listing the same meeting for multiple classes, so classes that are cross-listed with other courses cannot see Zoom Meetings that have been set up for the first course; e.g. APPL 729 and APPL 529 have a weekly lecture which students from both courses attend

- For cross listed classes, please follow these instructions:
  1. Create the meeting through the plugin on one course's page.
  2. Share the Google Calendar invite link with online/hybrid students for the course.
    1. - Copy the link from the Google Calendar invite.
  3. If the video is accessible to anyone, provide a link to the Zoom meetings on Moodle as a "Resource" using the link from the Google Calendar invite.

Ad Hoc Events, One-off Events, or Additional Class Hours

- Follow the above steps to create a meeting on the course's Moodle page without setting it to repeat.
  1. 1. - Ensure that meeting times do not overlap with other scheduled events for the room.

Non-Course Related Meetings

For meetings in hybrid rooms that are not related to a course, create a meeting through Google Calendar.

- Confirm with facilities, Booked.Regent-College.edu, and with the IT Team that the hybrid room is available for the meeting
- Create an event on Google Calendar
  1. Select Zoom under the Video Conference button.
  2. Invite the desired Zoom Room and guests to the event in order to ensure participants can access the meeting.
    1. - This avoids the need to send a separate Zoom link in addition to the calendar invite.