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.
CORRESPONDING SUPPORT DOC: Recommended Zoom Settings for Class Meetings
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
Instructor Resources
The following links highlight best practices instructors should consider when planning to host a Zoom session.
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.
ZOOM SUPPORT CENTER: Using host and co-host controls in a meeting
ZOOM SUPPORT CENTER: Participant controls in a meeting
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.
ZOOM SUPPORT CENTER: Sharing your screen or desktop on Zoom
ZOOM SUPPORT CENTER: Sharing a recorded video with sound during your meeting
ZOOM SUPPORT CENTER: Video layout options while screen sharing
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.
DOWNLOAD THE TEXT GUIDE: Sharing Cloud Recordings with Students
ZOOM SUPPORT CENTER: Starting a cloud recording
ZOOM SUPPORT CENTER: Audio transcription for cloud recordings
ZOOM SUPPORT CENTER: Enabling and starting local recordings
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?
- View or download the Activate Account & Sign in with SSO support document.
- Visit the Getting Started resources in the Zoom Help Center.
How can I take attendance with Zoom?
- Generate a Usage Report after the meeting has ended.
- Set up a Zoom poll, and use the Meeting Report to save poll data.
- Use the aPlus+ Attendance integration in Canvas.
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.
