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Please note

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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

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. 

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 if needed, that no restrictions are placed on the length of your meeting and your meeting is recorded to a central location. 


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 includeZoom offers:

  • an 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
Panel
titleTech Support and Booking Zoom Training
  • 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). 
  • Please indicate on the Zoom Meeting Request Form Tech support will open the meeting and be available for the entire duration of your session.  
  • If you or any member of the teaching team would like Zoom training, please indicate so when filling out the Zoom Meeting Request Form and a member of the ASO Zoom Team will be in touch with you to arrange a training session. 



Panel
titleGetting Started with Zoom


Expand
titleActivating 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.  To access your meeting, sign into your course through onQ and navigate to





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. 

Accessing your Zoom Meeting:

  • Sign into your zoom account first
  • Navigate to your course through onQ to your Zoom meetings page, and click on the link of the meeting you wish to access
.  
expand




Training will cover the necessary components required to run your meeting.
Panel
title
Accessing Your Zoom Meeting 
  • 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 email address in the message. 
  • If you have not yet booked your meeting, begin by filling out the Zoom Meeting Request Form 
  • Previous to your meeting taking place, please visit https://queensu.zoom.us to make sure you have activated your Zoom account. 
  • You can access your Zoom meeting by the provided link, or meeting ID.  
  • The link can be found in the Zoom section of your course in onQ and will automatically start the meeting when you click on it (provided you have set up your Zoom account in the previous steps). 
  • 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. 
Expand
titleAdditional Resources
ASO 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. 


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: 

 

Type of Meeting 

Level of Support 

Who Opens the Meeting? 

Who Provides Support during meeting? 

Comment 

Office Hours/ Drop-in Sessions/ QA Sessions 

Email 

 Meeting Host 

 Meeting Host 

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

Sessions –  

no activities 

Email 

 Meeting Host 

 Meeting Host 

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 

 Meeting Host 

ASO Zoom Support joins the meeting 

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 

ASO Zoom Support joins the meeting 

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

 

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 max 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. An expected turnaround time for a response is 24 hours (M-F). 
  • 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.  
  • 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 SupportMeeting Hosts should be aware that it may not always be possible to provide ASO Zoom in-person tech support for last minute requests. 



Panel
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.

Expand
titleAdditional Zoom Resources

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





Panel
titleWhen Recording Ensure the Following:   Zoom Recordings

All Zoom meetings are set to record to the Queen’s Streaming Server by default

, if

.  If you would prefer that the meeting not be recorded, please indicate this

information in the Zoom Meeting Request Form

when booking your Zoom meeting.  

You

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. 
  • You ensure Please double check that the platform settings prevent recording on the platform by anyone other than yourself (unless allowing individuals to record a local copy is desired). 
  • You 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 are should be captured in the recording. Your work area is “clean” so that nothing
  • Please also be sure no personal, private, or copyrighted (e.g., pictures, artwork, etc.) is artifacts are visible and subject to inadvertent recording. 


Posting Recordings to onQ:

  • 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 Posting of Zoom Recordings in onQ 
  • If you plan to have your Zoom meeting recordings posted to onQ please indicate this in the Zoom Meeting Request Form. 
  • A link to the session recording can be found on your Zoom session page in onQ. 
  • Recordings will be edited and 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 E-MAIL: asozoom@queensu.ca. 

...

Panel
titleFrequently Asked Questions

Where do I find the link for my session?
Your session links can be accessed from the activities tab in onQ.

Where does my Zoom recording go?
Recordings are automatically backed up to our ASO streaming server.

How 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.

How to log in to open a session?
Please log into zoom using you NetID associated email address.

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

Will there be tech support in my sessions?
Tech support is optional. Please indicate if you require support or not, on the meeting request form.

Do you offer training?
Yes we do. You can request training on the meeting request form. 

How do I request a meeting?

To request meetings for booking please use the request form.


Click here to access the Meeting Request Form




Expand
titleAccessing Your Zoom Meeting 
  • 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 email address in the message. 
  • If you have not yet booked your meeting, begin by filling out the Zoom Meeting Request Form 
  • Previous to your meeting taking place, please visit https://queensu.zoom.us to make sure you have activated your Zoom account. 
  • You can access your Zoom meeting by the provided link, or meeting ID.  
  • The link can be found in the Zoom section of your course in onQ and will automatically start the meeting when you click on it (provided you have set up your Zoom account in the previous steps). 
  • 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.