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Infowarning

Please note that as of July 2020, Zoom licenses are now being handled by ITServices. Please see https://www.queensu.ca/its/zoom-enterprise-implementation for more information regarding Zoom licensesthat 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 2022 Zoom meetings can be booked through onQ

For the Winter 2022 term, Arts and Science Online will be piloting Zoom Integration with onQ. 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.


The support structure for Zoom is as follows:

  • Support will be available 15 minutes before your session begins
  • You can open up the meeting on your own or Support can open it up for you upon request. Support will open up your meeting if it is still unavailable by the start time.
  • If you experience any issues logging in please send an email to asozoom@queensu.ca
  • Support will sit in your meeting and assist with any technical issues
  • Recordings will be automatically posted in your course unless something different is requested
    Panel
    titleZoom Technical Support
    Warning

    Although it is possible to host your own meeting in Zoom, it is highly recommended that any course related meetings be booked through Arts and Science Online. This will ensure that support is available and that no restrictions are placed on the length of your meeting. If you feel that your meetings are running smooth and that tech support is not necessary, you can sent an email to asozoom@queensu.ca and opt-out of technical support.  

    Panel
    titleWhat is Zoom?

     Zoom is a new conferencing tool adopted by ASO starting in the Summer 2018 semester. Advantages of Zoom VS previous conferencing tools include:

    • 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

    Please send an email request to asozoom@queensu.ca . Once your account has been created you will receive an activation email from Zoom (check your clutter and junk mail if it isn't in your inbox). When you receive the email, follow the prompts to activate your account.

    Panel
    titleGetting Started with Zoom
    Expand
    titleRequest a Zoom Account
    Warning

    Accounts can only be created from the activation email. If your account is created directly from the zoom.us website, support can't be provided for any meetings you book.

    Expand
    titleBooking Your Meeting

     Please send a schedule of online meetings needed for your course to your assigned LMS Specialist. Booked meeting links will be added to your course.

    Expand
    titleZoom Training

     A week before your first scheduled meeting you will receive an invite to a Zoom training session. Training will be conducted remotely via Zoom. To reproduce a live session environment as much as possible it's recommended that:

    • You login using the credentials that were sent to you in the activation email and the password you created. This is the Zoom host account you will need to access your meetings.
    • Use the same computer you plan to use for your live sessions
    • Set up in the same space you plan to run the majority of your sessions (if possible)
    Expand
    titleAdditional Resources
    Training will cover the necessary components required to run your meeting.

    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).

    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)


    Expand
    titleSupport Guidelines & Definitions

    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 (5am to 10pm Monday-Friday)

    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 

    Support* available via Online Chat or by phone (613) 533-6666 (5am to 10pm Monday-Friday)

    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 

    Support* available via Online Chat or by phone (613) 533-6666 (5am to 10pm Monday-Friday)

    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 

    Support* available via Online Chat or by phone (613) 533-6666 (5am to 10pm 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: 

    • 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. 


    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. 




    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 meetingplease 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 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, 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.


    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
    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

    the

    Zoom's Getting Started

    page

    Resource. Additional training from Zoom can also be booked on

    the

    their Zoom Live Training page.



    Expand
    title
    Logging in to a Zoom Meeting

    Zoom meeting can be accessed either through your course Zoom page or from the meeting invite in your Office 365 calendar. Both require clicking on the unique meeting link in order to launch the session. If you are already logged with your Zoom host account, your meeting room will open up.

    If you are not logged in with your host account, you will be redirected to the Zoom waiting page. If you see this, choose login and enter your host account information. 

    Image Removed
    Info
    Activating 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.