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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.

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. 

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

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)

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 (5am to 10pm 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 (5am to 10pm Monday-Friday).

Support Guidelines 

Type of Meeting 

Level of ASO Support 

Who Opens the Meeting? 

Who Provides Support during the Meeting? 

Comment 

Office Hours/ Drop-in Sessions/ QA Sessions 

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

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 

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

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

Meeting Host 

ASO Zoom team can provide training so support is not required

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

High stakes meetings 

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: 

• 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 Host:  This is the user with a Zoom Pro account. In general, this would be the course instructor or TA. 
• ASO Zoom Support:  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.  
• In-Person Support: Meeting Hosts should be aware that it may not be possible to provide ASO Zoom in-person tech support for last minute requests. 

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.   

If you previously had a Zoom account some settings might have changed with the migration to the Queen's University Organization. The steps below outline the recommended setting changes for ASO meetings. 

All settings can be accessed by logging in to your Zoom account's settings page

Recording settings can be accessed from the tab at the top of the settings page

• Record active speaker with shared screen - this should be enabled by default. If the recording will be edited and shared, additional views can be checked off
• Check off Audio Transcript - this will produce automated captions when the meeting is done.
• Enable Automatic Recording to the Cloud - this will ensure recording starts when you open up the meeting

Using Polls in Zoom

The polling feature in Zoom allows you to create single choice or multiple-choice polling questions for your meetings. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also can access a report of your polling results after the meeting. Polls can also be conducted anonymously.

If you have poll questions for you upcoming meeting you can include them on your meeting request form, or after the fact you can email your poll questions to asozoom@queensu.ca and the questions will be pre-loaded into your meeting and ready for you when you launch your meeting.

To use Polls in your Zoom meetings, follow these steps to set-up your polls.

Overview

Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host or co-host can choose to split the participants of the meeting into these separate sessions automatically or manually. The host or co-host can switch between sessions at any time. 

Creating breakout Rooms

1. Start an instant or scheduled meeting.
2. Click Breakout Rooms from the bottom menu.
3. Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms:
   • Automatically: Let Zoom split your participants up evenly into each of the rooms.
   • Manually: Choose which participants you would like in each room.
   • Let participants choose room: on their own. 
4. Click Create Breakout Rooms.
5. Your rooms will be created, but will not start automatically. You can manage the rooms prior to starting them by following the instructions below.

Options For Breakout Rooms

1. After creating the breakout rooms, click Options (on Windows) or the gear icon (on macOS) to view additional breakout rooms options.
2. Check any options that you would like to use for your breakout rooms.
   • Allow participants to choose room: Participants can select and enter rooms on their own once rooms are launched. 
   • Allow participants to return to the main session at any time: If this option is checked, the participants can move back to the main session from their meeting controls. If this is disabled, they need to wait for the host or co-host to end the breakout rooms.
   • Automatically move all assigned participants into breakout rooms: Checking this option will move all participants into the breakout rooms automatically. If this option is unchecked, the participants will need to click Join to be added to the breakout room.
   • Auto close breakout rooms after () minutes: If this option is checked, the breakout rooms will automatically end after the configured time.
     1. Notify me when the time is up: If this option is checked, the host and co-hosts will be notified when the breakout room time is up.
   • Set Countdown timer: If this option is checked, the participants will be given a countdown of how much time they have left before being returned to the main room.
3. Follow the steps below to assign participants to rooms or click Open All Rooms to start the breakout rooms.

Assigning Participants to Rooms

After manually or automatically assigning participants to rooms, you can rearrange the participants. Participants who are not assigned to breakout sessions will remain in the main meeting when the rooms are started. Hover over the participant or room for these options:

• Move to (participant): Select a room to move the participant to.
• Exchange (participant): Select a participant in another room to swap the selected participant with.
• Delete Room: Delete the selected room.
• Recreate all Rooms: Deletes existing breakout rooms and allows the host/co-host to create new ones. 
• Add a Room: Add another breakout room.
• Open All Rooms: Start the rooms. All assigned participants will be moved to their respective rooms after confirming the prompt to join the breakout room. If allowing participants to choose their own room, they can open the list of rooms and choose which to join. The host, or co-host that launched the breakouts and the original host, will be left in the main meeting until manually joining one of the rooms. The participants (and the host/co-host when manually joining a room) will see the following message shown when joining the breakout room.

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