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Warning

Please note that the information provided in this document relates to all courses run through Arts and Science Online.  For an on-campus course that is being run remotely, Instructors should refer to ITServices for more information regarding support for Zoom meetings.


Info

As of January 1st 2021, Zoom licenses are available to all Queen's employees.Although it is possible to host your own meeting in Zoom, it is highly recommended that any course-related meetings be booked through 2022 Zoom meetings can be booked through onQ

For the Winter 2022 term, Arts and Science Online will be piloting Zoom Integration with onQ. This will ensure that support is available if needed, that no restrictions are placed on the length of your meeting and your meeting is recorded to a central location. It will now possible to create, administrate and post recordings of Zoom meetings directly from onQ. This will allow meetings to be more accessible to the teaching team, students and support (if needed) as well as provide the team with more meeting flexibility.


Panel
titleGetting Started with Zoom
Expand
titleWhat is Zoom?

 Zoom is a conferencing tool adopted by ASO starting in the Summer 2018 semester. Zoom offers:

  • An intuitive simple interface
  • Platform and browser-independent; meetings can be joined via computers and mobile devices on wired and wireless connections
  • Automatic cloud recording with transcript generation
  • Features such as breakout rooms and polls

To learn more about Zoom for education, visit Zoom's website.

Expand
titleActivating Your Zoom Account
  • To activate your Zoom account, begin by visiting: https://queensu.zoom.us.  
  • When you reach the webpage, log in using your NetID@queensu.ca and password (remember to use your Queen’s NetID and not a preferred email address if you have one).  
  • You should now be able to access your personal Zoom account.    
Expand
titleASO Zoom Training

ASO offers training on hosting and supporting your Zoom meetings.  If you or your teaching team would like some help facilitating meetings with Zoom, please book a training session with our ASO Zoom Team and we'd be happy to answer any of your questions and walk you through using some of the more advanced features of Zoom.

Info
titleDid you know...
  • To further engage your students, you can include polls in your sessions. Including polls can increase student participation and allow for formative assessment of knowledge. See this How to Use Zoom Polling video for more info.   
  • You can create breakout rooms in your meeting. This can allow students to meet in smaller groups for more focused discussions. See this How to Use Breakout Rooms in Zoom video for a tutorial on breakout rooms.  
  • If you are interested in learning more about, or including these advanced features in your Zoom meetings, please book a training session with our ASO Zoom Team.  
Info
titleAdditional Zoom Resources

If you would like to know more about using Zoom, please see Zoom's Getting Started Resource. Additional training from Zoom can also be booked on their Zoom Live Training page.

Panel
titleInstructor and TA Guidelines

Please review the best practices listed below in advance of your Zoom session(s) to help foster a positive and successful user experience for both the teaching team and your students. Following the procedures listed here will help ensure no further action is required prior to your meeting. If you find that you need further support, or require any changes to the scheduled meeting, please email asozoom@queensu.ca with your request as soon as possible. 

Expand
titleScheduling a Zoom Meeting

Scheduling a Zoom Meeting:

  • To book your meeting, please visit our Zoom Meeting Booking Site and fill out the form to create a booking.
  • If you plan to have a member of your teaching team host a session, they will need to be added as an Alternative Host. Please indicate this in the Zoom Meeting Request Form. If you have already submitted the form, please contact asozoom@queenus.ca to let us know that additional Alternative Hosts need to be added and include their Zoom account email address in the message.  
  • You will receive an email confirmation with a calendar invite once you've submitted your booking.  You can forward this calendar invite to other members of the teaching team as required.
  • The ASO Zoom Team will modify your booking with your session link and will post this link to your Zoom/Live Sessions page in your course in onQ.
  • The ASO Zoom Team will confirm any tech support requests and allocate support personnel for your session if required.
  • If you have any special requests, please add them in your booking request or email the ASO Zoom Team at asozoom@queensu.ca. 
Expand
titleAccessing your Zoom Meeting

Accessing your Zoom Meeting:

  • Prior to your meeting taking place, please visit https://queensu.zoom.us to make sure you have activated your Zoom account.  
  • To open your meeting, sign into your zoom account first at https://queensu.zoom.us.
  • The link can be found in your calendar invite or in the Zoom section of your course in onQ.
  • When you click on the Zoom meeting link, you will be prompted to open the meeting where you will be redirected to a webpage. If you have the Zoom desktop application it will automatically open, and you can begin your meeting. 
Panel
titleASO Optional Tech Support

ASO Tech Support

  • If your Zoom session uses advanced features such as polling or breakout rooms, or if you are simply not comfortable using the software, tech support can be provided (optional). 
  • If you would like to request tech support for your Zoom meeting, please indicate this when booking your meeting.
  • If prearranged, ASO tech support will open your Zoom meeting and be available for the entire duration of your session. 

 

Technical Support

ITS Zoom Tech Support*: your go-to for technical difficulties 

  • The Queen's IT Support Centre offers basic Zoom support for all faculty and students via Online Chat or by phone (613) 533-6666 (8 am to 9 pm Monday-Friday).
  • Please note: there currently is no support available on weekends or outside of the IT Support Centre hours listed above.
  • If you or your students are having difficulty logging into a Zoom meeting, accessing the features of Zoom, or any other technical difficulty, please contact the IT Support Centre via Online Chat or by phone (613) 533-6666 (8 am to 9 pm Monday-Friday).

ASO Zoom Tech Support: your go-to for bookings, training and recordings

  • Click here to access the Meeting Request Form.
  • ASO provides optional training for teaching teams early in the term to ensure you're comfortable with the technology and able to utilize all the features of Zoom, including polling and breakout rooms.
  • If you have a question about your booking, setting up Zoom links in your course, or your Zoom recordings, please contact asozoom@queensu.ca (email monitored during ASO office hours: 8:30am - 4:30pm Monday-Friday)


ASO Zoom Support joins the meeting 
Expand
titleSupport Guidelines & Definitions

Support Guidelines 

Due to the recent purchase of a sitewide license, and the impact that COVID-19 has had on our team/work capacity, support with Zoom meetings will generally be provided as follows: 

 

ASO Support Guidelines 

Type of Meeting 

IT Support Centre

Level of ASO Support 

Who Opens the Meeting? 

Who Provides Support during the Meeting? 

Comment 

Office Hours/ Drop-in Sessions/ QA Sessions 

Support* available via Online Chat or by phone (613) 533-6666 (8 am to 9 pm Monday-Friday)

Email during ASO Office Hours (8:30am-4:30pm Monday-Friday)

Meeting Host 

 Meeting Host 

Meeting Host

ASO Zoom team can provide training so support is not required  

The Meeting Host is responsible for logging in and running their own session (e.g. office hours, individual meetings etc). 

Sessions –  

no activities 

Support* available via Online Chat or by phone (613) 533-6666 (8 am to 9 pm Monday-Friday)

Email during ASO Office Hours (8:30am-4:30pm Monday-Friday) 

Meeting Host 

 Meeting Host 

Meeting Host

ASO Zoom team can provide training so support is not required 

Meetings that involve only common functionalities used in Zoom (e.g. simple screen sharing, chat functionality).  These are commonly lectures, seminars, learning labs, TA tutorials, etc. 

Sessions – with interactivity 

Email and in-person 
Support* available via Online Chat or by phone (613) 533-6666 (8 am to 9 pm Monday-Friday)

Email during ASO Office Hours (8:30am-4:30pm Monday-Friday)

Meeting Host 

ASO Zoom

Support joins the meeting 

team can provide training so support is not required

This includes sessions requiring screen sharing (sound/video), polling activities, breakout rooms etc.  

If these are ongoing (e.g. weekly) sessions, in-person support will be provided for the first 3 sessions. The ASO Zoom Team will then follow-up to see if continuing in-person support is required. A plan going forward will then be mutually agreed (e.g additional in-person or email support).    

High Stakes meetings 

Email and in-person 

Meeting Host 

High stakes meetings 

Support* available via Online Chat or by phone (613) 533-6666 (8 am to 9 pm Monday-Friday)

Email and in-person (if pre-arranged at time of booking) 

Meeting Host 

ASO Zoom team can provide training so support is not required

In rare cases, ASO Zoom Support may be provided if pre-arranged at time of booking

Meetings/sessions that have grades associated (e.g., participation, or part of an activity/assignment).  

 

Please note the following 'Support’ definitions: 

  • In-Person Support:  An ASO Zoom team member joins the Zoom meeting and troubleshoots/assists live. Expected turnaround for a response during a meeting is usually immediate (or approx 2 minutes). In-person support can be requested for office hours or basic tutorials, however, in order to ensure we are allocating resources in an efficient manner, this may not always be possible. 
  • Email Support:  Questions/issues are sent to asozoom@queensu.ca. Please note this email is monitored Monday-Friday 8:30am-4:30pm as well as when tech support is scheduled for sessions.
  • Meeting HostHost:  This is the user with a Zoom Pro account. In general, this would be the course instructor or TA. 
  • ASO Zoom SupportSupport:  A member of our ASO team that will provide technical support for your meeting. Please note that ASO Zoom is only able to provide support for meetings that have been booked directly through the ASO Zoom account.  
  • JIT Meeting Requests:  Where possible, we will do our best to fulfil any additional meetings requested once the term has begun.  However, for requests that we find we are unable to support (usually for those that are received less than 2 working days before the scheduled meeting time), the following guidance is provided for meetings that we are unable to support: 
  • Meeting Setup:  We would ask that the Instructor or TA schedule the meeting themselves and send the meeting details to students via a course announcement.  
  • Meeting Host: If the meeting is hosted via an individual account, it will be the responsibility of the meeting host to manage the meeting and post the meeting recording (as ASO will not have access to the recordings).  
  • In-Person Support: Meeting Hosts should be aware that it may not always be possible to provide ASO Zoom in-person tech support for last minute requests. 


Info
titlePlease Be Advised

Even for meetings that are not supported by the ASO Zoom Team, we are always here to help!  ASO's office hours are 8:30am-4:30pm Monday-Friday, and a member of the ASO Zoom Team monitors emails to asozoom@queensu.ca during these hours.  Please contact ASO Zoom Support directly at asozoom@queensu.ca if you have any questions we can help address.   

For additional information on Zoom, please visit https://www.queensu.ca/its/zoom.  




All Zoom meetings are set to record to the Queen’s Streaming Server by default.  If you would prefer that the meeting not be recorded, please indicate this when booking your Zoom meeting.   
Panel
titleZoom Recordings
Instructor and TA Guidelines

Please review the best practices listed below in advance of your Zoom session(s) to help foster a positive and successful user experience for both the teaching team and your students. Following the procedures listed here will help ensure no further action is required prior to your meeting. If you find that you need further support, or require any changes to the scheduled meeting, please email asozoom@queensu.ca with your request as soon as possible. 


Expand
titleScheduling a Zoom Meeting

Scheduling a Zoom Meeting:

As of Winter 2022, instructors can either scheduled their own meetings from onQ or request that meetings be created by the ASO Zoom Team.

Warning

Please note that the ASO Zoom team will not have a record of any meetings created by an instructor in onQ. For meetings that might require the capturing of logs, regular posting of recordings, might require support or will be graded, it is recommended that the meetings still be created by the ASO Zoom Team.


Panel
titleBook a Zoom Meeting via onQ (e.g. for office hours, check-ins, un-graded tutorials, etc)


Info
titleIf booking for the first time - one-time settings changes (highly recommended)
  • Login to Zoom with your Queen's NetID and password.
  • View Recording Settings .
    • Check off Save closed caption as a VTT file and choose Save below.
    • Enable Automatic Recording to the Cloud . Setting will be saved automatically.
  • View Meeting Settings

    • Enable Mute all participants when they join a meeting . Settings are saved automatically.


  1. Navigate to you course's Zoom page and click on the Zoom Meetings link.

  2. On the Zoom page, select Schedule a New Meeting in the upper-right of the screen.

    Info

    When accessing the Zoom integration for the first time you will be asked to grant permission for your Zoom account to be integrated with onQ. Please grant the request to proceed.


  3. Fill out the meeting details and ensure the following are checked off:
    • Mute Participants upon entry.
    • Record the meeting automatically.
  4. Save the changes.
  5. Repeat steps 1-4 for any additional meetings.
Tip

If you are unsure if your meeting was scheduled correctly, you can send an email to asozoom@queensu.ca and request that the meetings be reviewed.



Panel
titleBook a Zoom Meeting via ASO Zoom
  1. To book your meeting, please visit our Zoom Meeting Request Form and fill out the information and submit it.
  2. Once your meetings have been created, you will receive a confirmation message from the ASO Zoom Team
  3. If you have any special requests, please add them in your Request Form or email the ASO Zoom Team at asozoom@queensu.ca. 


Info

Regardless of how the meeting has been created, it is important that it be tested to ensure the appropriate team member can access and host the meeting. If you are unable to access the meeting that was created, please email asozoom@queensu.ca



Expand
titleAccessing your Zoom Meeting

Accessing your Zoom Meeting:

  • Visit your course's Zoom page and click on the Zoom Meeting's link. If prompted, choose Open in a new Window
  • On the Zoom Page, select Start to the right of the associated meeting.
Tip

If you are unable to access your meeting, please email asozoom@queensu.ca during office hours (8:30 AM - 4:30 PM M-F) or contact the ITServices Support Center outside of office hours.




Panel
titleZoom Recordings & Settings


Expand
titleBefore Recording

Before Recording:

  • Please ensure you are familiar with the platform being used, including how to enable security and privacy safeguards. See the FAQs on Recordings Online Classes and Meetings for details on privacy settings. 
  • Please double check that the settings prevent recording on the platform by anyone other than yourself (unless allowing individuals to record a local copy is desired). 
  • Please notify participants BEFORE beginning to record followed by a statement about recording the session after the recording has begun to document the announcement. 
  • Only consenting participants (e.g., students, guest speakers, TAs) who have elected to take part in the class, tutorial, or meeting should be captured in the recording. 
  • Please also be sure no personal, private, or copyrighted (e.g., pictures, artwork, etc.) artifacts are visible and subject to inadvertent recording.  


Expand
titleRecording - Booked via onQ


Panel
titleRecord a Meeting

If Record the meeting automatically was selected when it was scheduled, recording should begin automatically when the meeting was opened. This is indicated by a recording

.  

Posting Recordings to onQ:

icon in the upper-left of the screen.

If a recording icon is not present, click on the recording button on the bottom ribbon. If prompted, choose to record to the cloud as opposed to your local computer.



Panel
titlePost Recordings
  1. Access the Zoom Meetings link from you course's Zoom Page and choose the Cloud Recordings tab
  2. In the Publish column, click the slider for the associated meeting you would like to make available to students.Image Added


    Tip

    If needed, meeting recordings can be trimmed as follows:

    1. Login to Zoom and visit the Recording page
    2. Select your recorded meeting and choose the scissors icon to begin editing.
    3. Choose the beginning and ending of the edited recording by using the sliders on the seek bar. Choose Save when finished. 



Warning

Please note that meeting recordings are automatically deleted after 90 days. If you posted a recording in your course it's recommended that the same recording be downloaded and uploaded to https://stream.queensu.ca/Dropbox/ZoomW22RecordingUpload (click Sign in if prompted). This will ensure students will have extended access to the recordings. Please email asozoom@queensu.ca once the recording has been uploaded.





Expand
titleRecording - Booked by ASO Zoom

When scheduled by ASO, all Zoom recordings are configured to record automatically unless otherwise specified.

  • If you have specified you'd like your recordings posted when booking your Zoom meeting, ASO's Zoom Team will post the link to your recording to your Zoom Sessions page in onQ.
  • Recordings will be posted within 24 hours of the meeting date. If your meeting falls on a Friday or weekend it will posted on the following Monday.
  • If for any reason you do not want a recording posted
to onQ
  
  •   
  • Should your recording require editing before posting, please notify us at asozoom@queensu.ca as soon as possible.  Editing of recordings may require longer turnaround time to post video links to onQ.


Expand
titleShare a Recording
  1. Access the Zoom Meetings link from you course's Zoom Page and choose the Cloud Recordings tab
  2. Click on the title of the meeting you wish to share
  3. On the Recording Details page, choose Share under the video recording.
    Image Added
  4. Copy the recording link and associated passcode. Both will need to be shared in order for students to be able to access the recording.



Panel
titleGetting Started with Zoom


Expand
titleWhat is Zoom?

 Zoom is a conferencing tool adopted by ASO starting in the Summer 2018 semester. Zoom offers:

  • An intuitive simple interface
  • Platform and browser-independent; meetings can be joined via computers and mobile devices on wired and wireless connections
  • Automatic cloud recording with transcript generation
  • Features such as breakout rooms and polls


Info
titleAdditional Zoom Resources

If you would like to know more about using Zoom, please see Zoom's Getting Started Resource. Additional training from Zoom can also be booked on their Zoom Live Training page.



Expand
titleActivating Your Zoom Account
  • To activate your Zoom account, begin by visiting: https://queensu.zoom.us.  
  • When you reach the webpage, log in using your NetID@queensu.ca and password (remember to use your Queen’s NetID and not a preferred email address if you have one).  
  • You should now be able to access your personal Zoom account.    


Expand
titleASO Zoom Training

ASO offers training on hosting and supporting your Zoom meetings.  If you or your teaching team would like some help facilitating meetings with Zoom, please book a training session with our ASO Zoom Team and we'd be happy to answer any of your questions and walk you through using some of the more advanced features of Zoom.

Info
titleDid you know...
  • To further engage your students, you can include polls in your sessions. Including polls can increase student participation and allow for formative assessment of knowledge. See this How to Use Zoom Polling video for more info.   
  • You can create breakout rooms in your meeting. This can allow students to meet in smaller groups for more focused discussions. See this How to Use Breakout Rooms in Zoom video for a tutorial on breakout rooms.  
  • If you are interested in learning more about, or including these advanced features in your Zoom meetings, please book a training session with our ASO Zoom Team.  



Advanced Zoom Features (Polls, Breakout Rooms, etc.)


Expand
titleFrequently Asked Questions


Expand
titleWhere do I find the link for my session?

Your session links can be accessed from the Activities tab in onQ.


Expand
titleWhere does my Zoom recording go?
Recordings

ASO-booked Zoom session recordings are automatically backed up to our ASO streaming server.


Expand
titleHow do I set up a poll?

The host can set up a poll by selecting the poll option on the bottom menu while in a meeting.  Please see Using Polls in Zoom under the Advanced Zoom Features section above.


Expand
titleHow to log in to open a session?

Please log into

zoom

Zoom using

you

your NetID associated email address and password at https://queensu.zoom.us or via your Zoom desktop/mobile app before clicking on the link to your Zoom session in your onQ course.  


Expand
titleWhen will my recording be posted to onQ?

You recording will be posted to onQ usually within 24 hours. If your session takes place on a Friday or during the weekend, it will be posted the following work day.


Expand
titleWill there be tech support in my sessions?
Tech

ASO offers optional training to teaching teams so that support is

optional

usually not required. Please indicate if you

require support

'd like training on the meeting booking form.


Expand
titleDo you offer training?
Yes
we do. You can request training on the booking request form. 
, it can be requested via the meeting booking form.


Expand
titleHow do I request a meeting?

To request

meetings for booking

your ASO Zoom session please use

the

the meeting booking

request

form

.Click here to access the Meeting Booking Form

.