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 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. 

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 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. 

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.   

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.

If you plan to schedule your own meeting using your personal zoom account, then follow these steps to set-up your polls.

Create 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:

a. Enable anonymous responses: checking the “Anonymous?” box to make the poll anonymous will keep the student’s polling responses anonymous in the meeting and the reports.

b. 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).

1. Type in the answers to your question and click the Save button at the bottom of the poll creation pop-up menu.
2. If you need to add another question, repeat step 2 above.

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

Launch 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.

Accessing poll Results

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: Search by time range: Select a time range then click Search. 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.

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.

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 on the meeting booking form.

Do you offer training?

Yes we do. You can request training on the booking request form. 

How do I request a meeting?

To request meetings for booking please use the booking request form.

Click here to access the Meeting Booking Form.