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UNF Center for Instruction and Research Technology

Support Document

Zoom / Getting Started

Summary

Zoom is a video and web conferencing service that can be used to host interviews, meetings large or small, and webinars. It works with Macs, Windows and mobile devices. Zoom provides remote conferencing services using cloud computing that combines video conferencing, online meetings, chat, and collaboration. Instructors can initiate Zoom sessions for an entire class through the integration with Canvas. Outside of Canvas, individual participants and external users can join Zoom meetings via direct links shared through email or calendar events.

Tips

For a successful Zoom experience, all UNF Zoom users must first activate their UNF Zoom accounts. Registering a Zoom account with a UNF email does not automatically add the account to UNF’s Zoom organization. Instructors and students should log into their UNF Zoom accounts using the Single Sign On (SSO) function. Zoom users must sign in with SSO on the web portal and the desktop/mobile application.

DOWNLOAD THE TEXT GUIDE: Activate Account & Sign in with SSO

Configure Global Account Settings

There are a multitude of global account settings that may be adjusted within the Settings on the Zoom Web Portal (unf.zoom.us). Some of these settings are important to adjust in order to fully utilize certain features within a Zoom meeting, such as Polling and Breakout Rooms.

Check for Updates

Zoom regularly releases updates to their desktop and mobile applications, but users are not automatically prompted to install every update. Instructors and students should keep current with the latest version of the software by checking for updates regularly.

ZOOM SUPPORT CENTER: Updating Zoom to the latest version
ZOOM SUPPORT CENTER: Zoom Releases by Date

Play Video about Updating the Zoom Client

Instructor Resources

Options for Scheduling Meetings

Zoom meetings can be scheduled from the web portal, the desktop application, or the Canvas Zoom integration. However, scheduling through the web portal offers additional options that may be configured before the start of the meeting, such as the ability to pre-assign breakout rooms and easily create poll questions. Meetings that are created through the web portal will automatically display within the upcoming meetings list on the host’s desktop or mobile application if the host is signed into the corresponding Zoom account. Once a meeting is created, the meeting ID can be imported into the Canvas Zoom scheduler so that the meeting can be started or joined through the Zoom link in a Canvas course.

DOWNLOAD THE TEXT GUIDE: Only Authenticated Users Can Join

Creating and Managing Breakout Rooms

Breakout rooms allow the host to split the Zoom meeting participants into separate sessions. The host can choose to automatically or manually divide participants into rooms during the meeting, or participants can be pre-assigned to rooms ahead of time.

ZOOM SUPPORT CENTER: Enabling breakout rooms
ZOOM SUPPORT CENTER: Pre-assigning participants to breakout rooms
ZOOM SUPPORT CENTER: Participating in breakout rooms
ZOOM SUPPORT CENTER: Managing breakout rooms

Creating and Running Polls

The polling feature allows the host to create single choice or multiple-choice polling questions for participants to respond to during a meeting. The host can download a report of polling after the meeting, or polls can be conducted anonymously.

ZOOM SUPPORT CENTER: Conducting polls in meetings
ZOOM SUPPORT CENTER: Generating meeting reports

In-Meeting Controls and Screen Sharing

In-meeting controls vary by a user’s role (host, co-Host, or attendee) within a Zoom meeting. Meeting controls can be located along the bottom of the Zoom window, and they include options such as muting and unmuting one’s microphone, starting and stopping one’s video, and viewing the participants list and chat window. Attendees may see limited meeting control options based on what the host has allowed for a particular meeting. Host controls may vary as well depending on how the user has adjusted their global account settings. Refer to the resources in the section above titled Configure Global Account Settings for more information.

Screen sharing allows for selected content to be projected to all meeting participants. Selecting the Share Screen button from the meeting controls will display a variety of options from which the desired content can be shared, such as from the user’s desktop view, a specific application, or a digital whiteboard. Advanced sharing options include sharing from a second camera or a locally stored video file.

Sharing Recordings

Zoom meetings can be recorded by the host, and the host can allow meeting participants to record the session as well. Instructors may choose to save recordings locally or to the cloud. Cloud recordings offer a wider range of options for sharing, including security measures like requiring a passcode to view or setting an expiry date. Additionally, cloud recordings automatically generate a time-stamped transcript that can be edited for accuracy and shared with viewers.

Please Note: Student accounts are only permitted to save recordings locally.

Accessing Usage and Meeting Reports

The Reports section of the web portal provides the host with meeting statistics and attendee reports. The Usage report will display the names of participants who joined the meeting and the corresponding number of minutes for which each was present. The Meeting report will display registration and poll data.

ZOOM SUPPORT CENTER: How to access reports for your account
ZOOM SUPPORT CENTER: Generating meeting reports

Frequently Asked Questions

How can I get started with Zoom?

How can I take attendance with Zoom?

Am I allowed to record Zoom class sessions?

Instructors can record Zoom sessions with students but have an obligation to treat them as a FERPA-protected educational record if they contain PII. For additional information please visit the Privacy, FERPA, and Public Records Considerations Related to Zoom webpage.

Visit the Zoom Help Center for more Frequently Asked Questions.

Additional Support

Faculty who require more personalized support or need assistance with providing accommodations can contact CIRT via email (cirtlab@unf.edu) or phone (904-620-3927), or schedule a consultation.

Students should contact the UNF Help Desk for assistance with troubleshooting issues.

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