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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.

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Getting Started with Zoom
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 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.


    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 recordings need to be retained for longer, please 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, please email asozoom@queensu.ca.  
  • 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.
Panel
title


 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
Expand
titleWhat is Zoom?
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. 
Panel
titleAdvanced Zoom Features

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.

Expand
titleUsing Polls in Zoom
Expand
titleCreate a Poll
  1. Visit zoom.us and schedule a meeting, or select an upcoming meeting from your list.
  2. From your meeting page, scroll to the bottom to find the Poll option. Click Add to begin creating a poll.
  3. From the pop-up menu, enter the title and your first question. You have two additional options:
    1. Enable anonymous responses: check the Anonymous? box to make the poll anonymous will keep the student’s polling responses anonymous in the meeting and the reports.
    2. Single or Multiple Choice: select whether you want the question to be single choice (students can only choose one answer) or multiple choice(students can choose multiple answers).
  4. Type in the answers to your question and click the Save button at the bottom of the poll creation pop-up menu.
  5. If you need to add another question, repeat steps 2-4 above.

NOTE: You can create a maximum of 25 polls for a single meeting.

Expand
titleLaunch a Poll
  1. Start the scheduled Zoom meeting.
  2. Select the Polling option from the menu bar.
  3. Select the poll that you would like to launch.
  4. Click the Launch Poll button.
  5. The participants in the meeting will now be prompted to answer the polling questions. You will be able to see the results live.
  6. Once you would like to stop the poll, click End Poll.
  7. If you would like to share the results to the participants in the meeting, click Share Results.
Expand
titleAccessing Poll Results

If ASO set up your Zoom booking, please reach out to asozoom@queensu.ca to request polling results.

If the meeting was set-up using your personal Zoom account, please follow these steps:

  1. Sign in to your Zoom.us account.
  2. Select Reports. If you are an account owner, admin, or a role with the Usage Report permission, you will need to select Account Management, then Reports.
  3. In the Usage Reports tab, click Meeting. A list of upcoming and previous meetings will be generated. You can search by time range or by meeting ID.
  4. Next to Report Type, select Registration Report or Poll Report.
  5. In the drop-down menu below Report Type, select one of these options: 
    1. Search by time range: Select a time range then click Search.
    2. OR Search by meeting ID: Enter the meeting ID and click Search.
  6. Click Generate in the last column. You can also use the check boxes to select multiple meeting then click Generate at the top.
Expand
titleCreating Breakout Rooms in Zoom

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. 

Expand
titleCreating 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.
Expand
titleOptions 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.
Expand
titleAssigning 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.
    Share 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?

    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 using 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?

    ASO offers optional training to teaching teams so that support is usually not required. Please indicate if you'd like training on the meeting booking form.


    Expand
    titleDo you offer training?
    Yes, it can be requested via the meeting booking form.


    Expand
    titleHow do I request a meeting?

    To request your ASO Zoom session please use the meeting booking form.


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