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Technology at SCU

Zoom Settings FAQ

Preparing for your meetings

The following meeting schedule and setting recommendation are for your reference.  Most of the screenshots are taken from the Zoom Pro tab within the Camino course.

You can schedule the meetings using the Zoom.us website or the Zoom desktop client.  The layout may look slightly different.

We recommend using the Zoom Pro tab within your Camino course site to schedule recurring class meetings.  This is the easiest way to share Zoom meeting information with your students, and to share class recordings with your students automatically.

TOPIC

Topic section is prefilled with course full name. 

We recommend you add the following information if you combine mutilple sections into the same Camino course, but still want to keep the meetings separate per section.

  • Section # or 5 digit Course ID #
  • Class start time

 

DESCRIPTION

Description field is optional and students do not see this section.  Feel free to skip this section.

WHEN

Input your first day of class.  The time field defaults to 15minute increment, but you can change it by clicking on the field and type in the desired start time in the HH:MM format.  Make sure to double check AM/PM.

Zoom will let you start the meeting even if it's not during the scheduled time.

DURATION

The duration field defaults to 15minute increment.  We recommended setting the time to the closest 30minute.

Zoom will not cut you off if you run past the meeting during time.

TIME ZONE

You should not have to change the default Pacific Time (US & Canada) time zone unless you (the meeting scheduler) are currently in a different time zone.

RECURRING MEETING

Check the Recurring checkbox to see the recurring options.

The most common setting is to set Recurrence to Weekly, Repeat every 1 week. 

Check all the days you are meeting every week (we will cover how to remove holidays in the later section.)

We recommend to include the final exam week in your meeting schedule.  You can delete it later if you don't need it.

REGISTRATION

Registration is designed for events that invites both internal and external attendees.  Typical classes do not need this option.

SECURITY

We strongly recommend you set security parameters to prevent possible Zoombombing.

Passcode can be customized with upto 10 letters, numbers, and special characters.

Waiting Room is a great option for 1:1 meetings or office hours.  However we do not recommend turning on this option for recurring meetings.

Require authentication to join - Zoom users with SCU email is recommended if you would liked to track meeting attendance.  If you are expecting a guest from outside of SCU community to join your class, you can change the settings to allow any Zoom user.

 

VIDEO

This dictates if you want the camera to show when you and the participants first log in to the meeting.  You and the participants can always turn camera off at anytime.

AUDIO

We recommend selecting Both Telephone & Computer audio so that if a student encounter audio issues with their computer, they can always choose to call in with their cell phone to participate in the meeting.

MEETING OPTIONS

Meeting options can be vary depending on how you want to run your meeting.  Below is the explaination of each option for turning on or off.

 

ON

Students can join the meeting anytime of the day.

If this option is checked and you selected to recording your meeting sesstion automatically, you may see recordings appears every time someone joins a meeting even when class is not in session

OFF

We recommend this option.

Students will see a please wait for host to start the meeting message, and will not be able to join the meeting until you start the meeting session

 

ON

We recommend this option.

Participants' microphone will be muted when they first join the meeting.  They will have the option to unmute themselves once they are ready

OFF Participants' microphone may be unmuted upon joining the meeting.  You may hear unnecessary background noises.

 

ON

We recommend this option.

Recording will start automatically when someone joins the meeting.  You can always pause or stop the recording at anytime.

OFF You have the option to start the reocrding at anytime.

Note:

We always recommend recording your session to the cloud.  Zoom will keep your video recording on Zoom recording server for 30 days.  We automatically make a copy of the recorded video to the Panopto video server, where it will remain avaiable indefinitely.

By using the Zoom Pro feature, the copied video is posted to the Class Recordings folder in Camino automatically for you.

 

Office Hours usually requires a little bit more privacy than the regularly schedule class meetings. 

If you want to schedule one office hours per Camino course site, you can do so using the Zoom Pro tab.

If you want one overarching office hours meeting for all your courses, we recommend using the Zoom website or desktop client instead.

The following screenshots are taken from the scu.Zoom.us site. 

TOPIC 

You can use one office hours to meet with all of your students aross multiple sections and different subjects.  We recommend keeping it simple to accomodate your situation.

DESCRIPTION 

Description field is optional and students do not see this section.  Feel free to skip this section.

RECURRING MEETING

Please check the Recurring meeting box, and select No Fixed Time in the drop down box.  This allows you to use the meeting at anytime.  Meeting will automatically expire if it is not used for more than 1 year.

SECURITY 

We strongly recommend you set security parameters to prevent possible .

Passcode can be customized with upto 10 letters, numbers, and special characters.

Waiting Room is a great option for 1:1 meetings or office hours since it allows you to control the number of people in the meeting room. (Most students prefer having 1:1 conversation especially if they are inquiring about their grades.)We recommend this option.

Require authentication to join - Zoom users with SCU email is recommended if you would liked to track meeting attendance.  If you are expecting a guest from outside of SCU community to join your session, you can change the settings to allow any Zoom user.

 

VIDEO 

This dictates if you want the camera to show when you and the participants first log in to the meeting.  You and the participants can always turn camera off at anytime.

AUDIO

We recommend selecting Both Telephone & Computer audio so that if a student encounter audio issues with their computer, they can always choose to call in with their cell phone to participate in the meeting.

MEETING OPTIONS

Meeting options can be vary depending on how you want to run your meeting.  Below is the explaination of each option for turning on or off.

 

ON

Students can join the meeting anytime of the day, even when you are not holding office hours.

If this option is checked and you selected to recording your meeting sesstion automatically, you may see recordings appears every time someone joins a meeting even when class is not in session

OFF

We recommend this option.

Students will see a please wait for host to start the meeting message, and will not be able to join the meeting until you start the meeting session

 

ON

Participants' microphone will be muted when they first join the meeting.  They will have the option to unmute themselves once they are ready

OFF Participants' microphone may be unmuted upon joining the meeting.  You may hear unnecessary background noises.

 

ON

Recording will start automatically when someone joins the meeting.  You can always pause or stop the recording at anytime.

OFF

We recommend this option.

You have the option to start the reocrding at anytime.  We recommend turning on recording only when needed when holding office hours.

Once you saved the meeting, you can then scroll up to Invite Link and click Copy Invitation

You can share the meeting invitation via regular email, Camino courses Pages or Module, as well as sending it as an Announcement.

We provide a few exmples on how Zoom recording settings can affect the final video layout.

Please review and test prior to your acutal event.  Video format cannot be altered after the meeting ends.

Hyperlink to Zoom Recording Layouts

We recommend using this method to manage breakout rooms if you would like students in specific groups. This leaves you to create the rooms before they assign themselves to the correct room.
Hyperlink to self-assigning breakout room documentation.
Media Services strongly recommends that you avoid pre-assigning breakout rooms whenever possible and instead assign the rooms during the meeting. See the accordion above on how to set up self-assigning breakout rooms.
Hyperlink to Preassigned Breakout Room Documentation

Polling feature is available for all SCU Zoom uses.  Host and Cohost can control the polling activity.

Polling feature is avaialble to all SCU Zoom users.  Below are few quick tips:

  • Polling feature is limited to Multiple Choice & True/False
  • Polling questions are attached to meeting IDs
  • You can create ad hoc polling while in meeting, but we recoomend you prepare your polling questions ahead of time by:
    • Import polling questions within Zoom Pro tab in your Camino course page, or
    • Manually input polling questions and answers in Zoom.us website
  • Only the most recent poll results will be saved in the poll report; report can be accessed once the meeting concluded.

Hyperlink to create Poll Reports

Hyperlink to How to use Polling during Meetings by Zoom.us

You need to turn on the Automatic Live Transcritpion service in your Zoom Settings page (outside of meeting details page) prior to your meeting starts to enjoy the feature.

Please note that the Automatic Live Transcription is used for live meeting only, and is separate from the captioning for the recorded video.  You will have to turn on the Zoom Audio Transcription service separately.

SCU Documentation on how to enable the Automatic Live Transcription for LIVE EVENT

Zoom Documentation on how to enable audio transcription for RECORDED VIDEO

 

Improving your Meeting Experience

Zoom provides a variety of tools and settings to help you better manage your Zoom meetings.  

A new Security & Privacy setting to diable all screen sharing feature is set to off by default in MAC OS Catalina and Big Sur.  To share screen in Zoom you will need to enable this feature.

Hyperlink to Screen Share Documentation

You have many tools to help you control your attendess during a Zoom meeting.  In this section we will cover what each of the options mean

LOCK MEETING

Meeting will be locked and no other attendees will be allow to enter the meeting.

If attendees drop out due to internet connection issues, they will not be allow to return to the meeting. 

Examples of use:

  • 1:1 confidential meetings
  • Interview panel reviewing candidates after the interviewees leaves the meeting.

ENABLE WAITING ROOM

Waiting room feature can be turn on or off at hoc here. 

HIDE/SHOW PROFILE PICTURE  

This option will toggle your profile photo on or off.

ALLOW PARTICIPANTS TO: SHARE SCREEN

Participants can share their screen with everyone.

Host's share screen will take priority and will replace particpant's shared screen.

ALLOW PARTCIPANTS TO: CHAT

Allow participants to use the chat feature. Detailed chat control documentation by Zoom.us

ALLOW PARTCIPANTS TO: RENAME THEMSELVES

Allow participants to rename their profile name. This does not affect their attendance report if you turn on the "require authentication to join: Zoom users with SCU email"

ALLOW PARTCIPANTS TO: UNMUTE THEMSELVES 

Participants can mute and unmute their microphone at anytime.

Turning off this feature will not mute all participants.  However those who are already muted will not be able to unmute the microphone.

You can use the Mute All function in the Manage Participants control to mute everyone, then only invite those who are allowed to speak. Detailed Manage Participants documentation by Zoom.us

ALLOW PARTCIPANTS TO: START VIDEO

Participants can mute and unmute their camera at anytime.

Turning off this feature will not turn off participant's camera.  However those who already turned their camera off will not be able to turn it back on.

SUSPEND PARTICPANT ACTIVITIES

This function turns off all participants' ability to use their camera, microphone, and screen sharing.  The meeting will also be locked.

Upon turning on this feature the host's camera and microphone will also be muted.  However you will be able to unmute yourself.

You can customize your Waiting Room experience in the Settings section on the scu.zoom.us website.  Please note that the changes will apply to ALL future meetings, including the ones already schedule but has not happened yet.
  1. Log in to SCU Portal, then click the Zoom tile.


  2. Click the Settings tab on the left column, then navigate to the Security section (should be the first section)

WAITING ROOM SETTING

Please note that turning on this option means all future meeting schedule will have waiting room default to on.

 

WAITING ROOM OPTIONS - ADMITTING POLICY

You can customize admitting policy and allow certain group of people to bypass the waiting room.  Please note that once enabled this policy will apply to all future meetings with waiting rooms.

If you hold office hours regularly, we recommend you set the policy to EVERYONE.

WAITING ROOM OPTIONS - CUSTOMIZE WAITING ROOM MESSAGE

You can personalize your waiting room message to add more information.  Please note that once edited, it will apply to all future meetings with waiting room feature enabled.  

We recommend you DO NOT add your personal information to the waiting room message to protect your privacy.

 

 

Below is an example of waiting room message:

 

 

Archiving your Meetings

You can review your meeting recordings and download attendance & Poll reports after the meeting ends.

Attendance & Poll reports can be found in both Zoom Pro tab of Camino course iste and Zoom webiste under Reports

Attendance & Poll reports are available after the meeting concluded.  You can generate reports in Zoom Pro tab in Camino course, or Zoom website for those who don't use Camino.

If it is important to identify exactly who attended the meeting and/or answered polls, you want to enable Only authenticated users can join: Sign in to Zoom under meeting options

 

If you need attendance/poll reports to show SCU students email (for grading purpose), you want to enable Only authenticated users can join: Zoom user with SCU email under meeting options.

Hyperlink to Downloading Attendance Reports from Zoom website

Hyperlink to Downloading Poll Reports from Zoom website

Hyperlink to Accessing Attendance & Poll Reports from Zoom Pro tab in Camino

 

For training on advanced features and troubleshooting, please contact Media Services. You can also schedule a One on One Training for Zoom video conferencing client or Panopto video server.