Zoom is currently available for use to all Faculty and Staff at the UofA. If a Zoom account is required by a Staff or Faculty member who does not want to access Zoom via eClass, please contact us at eclass@ualberta.ca to request a manual account in Zoom

This article describes how instructors can create and launch Zoom meetings through their eClass course. Follow these instructions for creating online sessions outside of regular Beartracks credit sections.

Note: if you already have a Zoom account associated with your UAlberta Gmail account (in the form ccid@ualberta.ca), you may encounter problems with this step. You will need either to delete or rename your personal account to link an account to Zoom through eClass. 

Adding Zoom to eClass:

1. First ensure that you have turned editing on in your course by clicking Edit mode in the top right corner of your course page. Then click on 'Add an activity or resource' in the desired topic to add the Zoom meeting activity tool:

2. Give the activity a name that will indicate where all the course meetings will be located. You will only need to add a single Zoom activity to your course and add multiple meetings within it. All the other settings can be left as defaults:

3. If you chose Save and return, click the new Zoom tool link from your course:

Activating a Zoom account:

4. If you chose Save and display (or clicked the link), you should now see the Zoom course dashboard. If this is your first time accessing the tool (and Zoom), you will need to confirm your UAlberta email address as an account on the system. Note: if you already have a Zoom account associated with your UAlberta Gmail account (in the form ccid@ualberta.ca) you may encounter problems with this step. You will need either to delete or rename your personal account to link an account to Zoom through eClass. 

5. Clicking the link in your UAlberta email account will allow you to follow a sequence of steps to sign in to and connect your account to Zoom. Note: some people have had their accounts created without needing to go through this step. If you go into the Zoom tool and just see the screen in step 6, your account should be set up.

Creating Zoom meetings in eClass:

6. Now your account is enabled and you will be signed in to the Zoom web application. As this interface is slightly different from the integrated eClass tool, it is recommended that you navigate back to eClass and refresh your page. You should see the Zoom Course recordings interface at this point. This will show any Upcoming meetings you’ve already created, along with tabs for Previous meetings, and any Cloud recordings:

7. When creating a new meeting, you can specify the following:

• Topic: Enter a name for your meeting to identify it to students
• Description (Optional): Any clarifying information about the meeting needed
• When: The Date and time of the meeting  
• Duration: The meeting length - students will see a Join button in your course until the meeting duration has passed
• Timezone: Leave as the default
• Recurring meeting: can set up a meeting to recur Daily, Weekly, Monthly, or with No Fixed Time  
  • Daily: Set meetings to occur every set number of days
  • Weekly: Set which days of the week to have the meeting and how many weeks to repeat the recurrence
  • Monthly: Set which day of the month to have the meeting and how many months to repeat the recurrence
  • No Fixed Time: The meeting has no set time or duration, it is a meeting you can access any time
  • Note: Meetings can only recur sixty times, so if you need more recurrences than that, you will need to request another meeting.
    
    
    
    
• Note: Meetings can only recur sixty times, so if you need more recurrences than that, you will need to request another meeting.
• Note: Meetings can only recur sixty times, so if you need more recurrences than that, you will need to request another meeting.
• Note: Meetings can only recur sixty times, so if you need more recurrences than that, you will need to request another meeting.
• Registration: Leave unchecked
• Security: You must have one of these options on.
  • Passcode: Enabled by default, this ensures that people can't get into the meeting without the passcode or a direct link to the meeting (such as the "Join" button for students in eClass).
  • Waiting room: Checking this will require you to click ‘Admit’ for each participant who enters and is recommended for holding virtual office hours.
  • Only authenticated users can join: Use this setting to require students to sign in to their U of A google account before accessing. This ensures that students are logged in to their account, which is recommended for setting up certain settings, such as pre-assigned breakout rooms and watermarks.
• Video: Determine whether video and audio should be enabled by default for Hosts or Participants.
• Audio: Leave as default.
  
  
  
  
• Meeting Options:
  • Enable join before host: If unchecked, students will see a message saying ‘Please wait for the Host to start the meeting’ until you join
  • Mute participants upon entry: Good option to check in large sessions
  • Record the meeting automatically: Check this to record and then specify whether it should be Local (.mp4 stored on your computer) or Cloud (available to students in a list in your course)
  • Alternative hosts: Add instructors and TAs to act as alternative hosts in meetings. Other instructors and TAs in the course who are not added to meeting rooms will not automatically receive notifications about it.
    
    
    
    

8. Once created, you will see your meeting listed under ‘Upcoming meetings’:

9. Accessing the meeting settings will provide you with a link to share with external participants. Students in your class can just click the link to join.

This is a guide for students in how to prepare for, and attend class lectures using Zoom from the course page on Canvas.
 

Getting Started

• Users will need to download the Zoom desktop software or mobile app before participating in a meeting. Students do not need any paid account to participate in U of A zoom meetings. Some U of A zoom meetings may require authentication depending on instructor preference but these are created as basic accounts only, using student's UAlberta gmail accounts (see below for further details.) 
• Users can review Zoom's full list of system specs and recommendations but the basic requirements to use Zoom are:
  • a recent computer or mobile device;
  • headphones or speakers to hear audio;
  • and a webcam and microphone to display video and speak (if required) - if a device has built-in video and audio tools these should be sufficient for most scenarios.
• If users do not have the software installed, the first time they attempt to access a meeting, they should be prompted to download the required software. If this does not occur automatically, click the download and run Zoom link and install it normally:
  
  
  
  
• Once this is complete, accessing meetings should prompt users to Open zoom.com app to join:
  
  
  
  
• The Zoom meeting should now launch and provide a choice of how to join the audio. Computer audio should be sufficient for most meetings. For their first meeting especially, users should also click Test Speaker and Microphone.
  
  
  
  
• When presenting in a meeting, users should always run the audio test and can additionally review Zoom's guide for Joining and Configuring Audio and Video. 

Accessing Zoom Meetings

Conventionally, students will access Zoom meetings from their course. Some meetings may be run outside of regular credit classes and may be launched from a URL that is usually communicated beforehand. NOTE: Be cautious about sharing the meeting URL as it can be shared with those outside of the class which may result in 'Zoom Bombing' incidents, which is a violation of the campus computing use policy.

Inside a course, Zoom can be accessed via the navigation on the left.

The activity shows a sorted list of meetings that are upcoming along with a Join button to access them. 

Any previously recorded meetings are available under the Cloud Recordings tab. Clicking the recording title will play the recording.

If your meeting requires you to sign in you will see the following and should click Sign in to Join:

Select Sign in with Google:

Students should then select their UAlberta gmail account - non-UAlberta google accounts are not supported. If you are not signed in, you will be redirected to the UAlberta login page to sign in:

This will create the student Zoom account and allow them to launch the meeting.

Participating in Meetings

Basic interactions for attendees are described on Zoom's website - click on your device for specific information about that platform. Note that instructors (or other meeting hosts) can customize the interface and the range of available options to suit their use cases and preferences so the full set of options may not be required or available in a specific meeting.

Setting Your Zoom display name

When registering for a Zoom account for the first time using your Bear Tracks information, Zoom will create your account as:

• First name: Preferred first name
• Last name: Primary affirmed last name

If none are set, it will choose your name (in ascending priority):

• legal first and last name (default)
• Primary affirmed name
• Preferred first name

After your account is created, you are free to further customize your profile, including name, etc.

If you already have a Zoom account where you have customized your profile, Bear Tracks will not affect your custom preferences.

This article describes the range of closed caption options available through Zoom meetings.

Instructors can enable two different options for transcriptions in their Zoom meetings:

1. By designating a manual transcriber (often provided through the Academic Success Centre) to provide live text transcripts of a course lecture; or
2. by enabling an automated live transcription service provided by Zoom.

There are a number of steps required to set this up depending on the specific scenario required but broadly instructors must

1. enable closed captions or live transcription in their Zoom account settings; and
2. Assign a participant (or service) to do the closed captioning.

Enable Transcriptions on a Zoom account:

1. Sign in to the Zoom web portal. Users should use the 'Sign-in with Google' option. Note: this must occur AFTER creating a Zoom account using the Canvas integration.
   
   
   
   
2. In the left-side navigation panel, click Settings.
3. On the Meeting tab, click the 'In meeting (Advanced)' link. 
   
   
   
   
4. Then, you will be able to find toggles for Manual captions, for captions that are manually typed out or that use a third-party service, and for Automated captions, which are automatically generated during the meeting. You can toggle either or both options.
   
   
   
   
5. Users will see a verification dialog alerting them that the closed caption setting may affect the ability for users to save the captions - click Enable:
   
   
   
   
6. Once either or both of the Automated captions or Manual captions options are enabled, the option to turn on Full transcript becomes available. Once this is selected, all further meetings created by this user will allow participants to enable live text transcripts in their display of the meeting (see here):
   
   

Instructors opting to enable Zoom's live transcription service should review the limitations of the live transcription service detailed here, noting that the accuracy depends on:

• Background noise
• Volume and clarity of the speaker’s voice
• Speaker's proficiency with the English language
• Lexicons and dialects specific to a geography, discipline, or community

Assign Another User to Caption the Content

1. As the host of a Zoom meeting, click the Live Transcript icon in the bottom horizontal meeting toolbar:
   
   
   
   
2. There are 3 options for captioning (no 3rd party close captioning services are available at this time):
   
   
   
   
   • "Assign a participant to type": This opens the participants window where you can hover over the participant's name, click More, and then click Assign to Type Closed Caption.
     
     
     
   • "I will type": This opens the closed captioning window for you to manually type closed captions.
     
     
     
     
   • "Enable Auto-Transcription": Turn on the automatically generated captions.

Creating the Closed Captions

1. If you are manually typing the captions, then once the host assigns you the ability to type closed captions, a notification will appear in your meeting controls.
   
   
   
   
2. Click Closed Caption.
3. This will open up the closed caption box. You will type the caption in the box and press Enter to submit it.
   
   
   

Viewing Live Transcripts as a Participant

Regular users are able to view live captions in sessions by opening the Live Transcript  button in the bottom horizontal toolbar and then clicking on Show subtitle:

Users can adjust the size of the live transcript by clicking Subtitle settings and toggling the size slider:

The live transcript will appear as directly in the meeting interface above the tool bar:

Viewing Closed Captions as a Participant

Regular users are able to view closed captions live in sessions by opening the clicking on the Closed Caption button in the bottom horizontal toolbar:

This functionality is also described in more detail in the Zoom documentation.

Afterwards the transcripts will be saved under your meetings located in your Zoom account. This can be downloaded and edited. You can also use this feature to embed the closed captioning into the video for future use.

Allowing Live Caption Providers to Join While Requiring Authentication

When you are setting up your Zoom meetings, you can set up different security options. One of these options is setting "Only authenticated users can join meetings" on. This requires that participants in the meeting have to sign in with a University of Alberta email, as shown here. 

This keeps your meeting secure. However, if you are getting a live caption provider to join your meeting, like the ones from companies like Verbit or Vitac that are provided by the Academic Success Centre, then this setting might prevent the transcribers from getting into the meeting.

There are three ways that you can keep the authentication security setting on, while still allowing for the people providing live captioning to join.

1. You can change the "Only authenticated users can join meetings" setting from "University of Alberta Zoom Users" to "All Zoom Users". This means that users can sign in with any Zoom account, and it doesn't have to be associated with the @ualberta.ca domain. This doesn't prevent non-UofA users from joining your meeting, so it is the least secure option, but it does force the user to sign in and be logged as joining the meeting. If you need more security, we do not recommend this option.
   
   
2. You can still have the setting set to "University of Alberta Zoom Users", but you can click on Edit next to the *.ualberta.ca domain, and then you can add however many domains in the style of *.domain.url separated by commas (for example, it could be *.ualberta.ca,*.verbit.ai,*.vitac.com). Then, only Zoom accounts with emails of these domains are the only accounts that can access the meeting.
   
   
   
   
   
   This is likely the most flexible option while still keeping your meeting very secure. 
   
   
3. If you know the email of the person that needs to get past the authentication, and you only want that one user to be able to circumvent the authentication, then you can add an Authentication Exception. This sends them an email link to the meeting that if they join the meeting from there, it will circumvent the need for authentication and let them join the meeting.
   
   To add an authentication exception, click on Add next to the "Authentication Exception". Then, you can enter in the name and email address of the user, and it will send them an email. The user MUST join the meeting through that email.
   
   
   
   
   This is the least flexible option, as only one user can access it, and only through an email invitation, but it is the most secure option if you want to have a specific live caption provider join a meeting. 

Zoom is a synchronous presentation tool that allows instructors to use video, audio, and screen sharing to interact with students. This article describes the steps instructors will need to follow to get started and use the main functions of the system. While most of the content links out directly to the Zoom support site, it is important for instructors to note that this system is integrated through Canvas to facilitate management of students and to provide easy access to recordings. Instructors should also check the Zoom known issues.

Getting Started:

Creating and accessing Zoom meetings through Canvas 

- This article also includes information on creating your Zoom instructor account through Canvas, the available meeting settings, and how to share meeting URLs with external participants.

Review Best Practices for Meeting Delivery 

Download the Zoom Client

Signing In to Zoom Outside Canvas

Lecturing and Delivering Content:

Delivering Audio and Video

Sharing Your Screen

Recording Meetings

More Recording Information

User Interaction:

Changing Participant Permissions

Using the Text Chat

Polling

Managing Attendees:

Managing Participants

Using Breakout Rooms for Small Group Discussion

For assistance with using the tool, please contact eClass support or consult the known issues.

Zoom meetings can be recorded for students to review after the meeting if they could not attend in person. This functionality can also be used to pre-record lectures to flip lectures and deliver them asynchronously. Before recording synchronous classes, instructors should review the CISO documentation on online meeting recording security and privacy.

How to record a Zoom meeting

There are two ways of starting a recording of a Zoom meeting, by making the meeting record automatically when scheduling the meeting, or by starting the recording during the meeting.

1. If you wish to record the meeting automatically, where it starts recording immediately when you start the meeting, then you can set that in the meeting settings. Schedule your meeting (instructions on how to do so can be found in this article), and then, under "Meeting Options", click on Record this meeting automatically, and select either to record it On the local computer, to record a local recording, or On the cloud, to record a cloud recording.
   
   
2. You can also start recording during the meeting, which is good for controlling when the recording begins, so you could avoid recording when, say, students enter the meeting. To start recording during the meeting, go to the bottom of the screen, click Record, and then choose either Record on this computer or Record to the cloud.
   
   
3. You can stop the recording by going to the top of the meeting window and clicking on the Stop button.
   
   
   
   If you are sharing your screen and need to stop the recording, go to the top of the screen, click on More, and then click on Stop Recording in the drop-down menu that pops up.
   
   
   
   The recording will also automatically end when you end the meeting.

Cloud Recordings

Cloud recordings are saved to the Zoom servers. After you finish recording, you will get an email when the recording is ready to be viewed. For meetings created through the Canvas Zoom integration, cloud recordings can be published in the course so that students in your course can immediately view the recording.

Please note: we have a finite cloud recording space as a part of our Zoom license so these recordings will not persist indefinitely. Zoom cloud recordings can be downloaded if long term access is required.

Viewing Cloud Recordings

After you end a cloud recording session in your meeting, it will have to convert to a video. This might take some time, especially if the video is long. However, you don't have to wait for it to convert on your computer. Once it is ready, Zoom will send you an email that the recording is ready.

You will also be able to see the cloud recording in your Canvas course. Go to your Zoom activity in Canvas, and then click on the Cloud Recordings tab to see a list of your cloud recordings for that course.

Allowing students to see cloud recordings

While cloud recordings immediately go to your course's Zoom activity, they are not immediately made available to students. You will have to publish the cloud recordings.

To go this, go into your Zoom activity in Canvas. Click on the Cloud Recordings tab. Click on the switch under the Publish column to make them available to students. When published, the switch will be blue and pointed to the right, not grey and pointed to the left.

Once published, students will be able to access the published cloud recordings. Students will click on the Zoom activity in Canvas, click on the Cloud Recordings tab, and then they can click on the recording that they want to view.

The students can then watch the video of the cloud recording on the Zoom activity in Canvas. It is also possible for students to download a copy of the video.

Saving an offline copy of a cloud recording

While being able to record to the cloud and publish recordings is convenient, these videos are still only available online, and these videos will be not be available indefinitely. If you require permanent access, you can download your cloud recordings to your computer, so that you have an offline copy.

Go the Zoom activity in Canvas, click on the Cloud recording tab, and then click on the recording that you want to save.

Then, click on Download below the video, and then you will have a .mp4 file of the recording saved to your computer, which you can use offline.

Note: Sometimes people get an error saying that they cannot download the meeting because they are not logged in as the host, even if they are the host. If this happens to you, try signing in to your Zoom account on the Zoom website using the instructions in this article: Signing In to Zoom Outside Canvas

Local Machine Recordings

Local recordings are saved directly to your computer after the meeting is finished. While the recordings will take up space on your computer, and you will need to use a little bit of time after the meeting for the meeting to convert to a video, this is a reliable option for making sure that you have permanent access to the recording. Once the local recording is on your computer, you can use it however you like, including posting it on video sharing websites, or even your Google Drive and sharing it as required.

Note: Changes to "recording settings" in Zoom.com are ONLY applied to cloud recordings. Any recordings saved to your local computer will not include the chat in the video and will not reflect any changes you have made in zoom.com recording settings. 

If you are recording locally to your computer, you will need to convert and save the meeting to your computer.

1. End the meeting. Once this is done, Zoom will start to convert your recording to a video. Wait for this to complete.
   
   
2. After the recording is done converting, it will ask you to save the meeting to a location on your computer (by default, to a Zoom folder on your computer, though you can change this).
   
   
3. Once you save the recording to your computer, you will have the video on your computer (the .mp4 files designate videos).
   
   

Once you have the local recording (or if you have downloaded a cloud recording), you can upload it to your course using YuJa, which would allow you to keep the video in future courses if you import content from the course you uploaded it on to a future course. You could also post it to video hosting services, such as Google Drive.

Students may need to sign into Zoom similarly in order to access meetings requiring authentication.

Note: There is a separate sign-in process for authenticating directly in the zoom application. Students and instructors may need to authenticate in the application before launching meetings to ensure that the correct account settings get applied.

Web Portal Sign-in:

1. Go to the Zoom web portal.
2. Choose the 'Sign-in with Google' option. Note: This must occur AFTER creating a Zoom account using the Canvas integration.
   
   
   
   
3. In the left-side navigation panel, access the required options:
   
   

Zoom Application Sign-in:

Open the Zoom application on your device and Sign in. Remember to choose the Google sign-in option, as mentioned previously, and be sure to choose the correct U of A profile.

If you have already accessed a meeting, you can still sign-in from the menu options:

This article lists the current known issues, technical problems, and workarounds with Zoom online meetings. Any wider issues with the service are reported live on Zoom's server status page.

Zoom configuration update #1

Zoom configuration update #2

The use of personal Zoom accounts is not recommended. Instructors should also consult CTL's best practice recommendations for using Zoom as well as the CISO (Chief Information Security Officer) update on Zoom security.

To lock down a Zoom meeting, require that all participants authenticate. This setting is found under the 'Meeting options':

This setting is required to enable the additional meeting features, i.e. adding watermarks, and pre-assigning participants to breakout rooms.

Instructors who waive this requirement should follow these suggestions ensure meeting security:

1. Never share your meeting URL unless required for external user access. The Zoom integration in eClass will automatically allow all students into the meeting directly. Shared URLs allow anyone from the internet with the link to join.

2. If meeting URLs must be shared, protect them with a password requirement.

3. Avoid using your Personal Meeting Room for public events. This URL is static, so once shared, will always be accessible to those possessing it.

4. Recurring meetings have static URLs. Creating new single meetings would generate new URL's. If a recurring meeting has been compromised, create a new meeting to replace it.

5. Familiarize yourself with Zoom's meeting security options:

a) Lock meetings once all required participants have entered.

b) Enable (or disable) a Waiting room to identify participants before they join.

c) Use the global control options to apply settings to all participants. 

6. Familiarize yourself with Manage Participants options and know how to silence or remove nuisances from meetings:

The participants list appears along the right-hand edge of the meeting window:

Mouse-hover over individual participants to perform specific actions:

- Mute:

- Stop Video:

- Remove users from the meeting:

7. By default, all participants can use annotation tools, which means that students can markup or draw on the shared screen.

Annotations can be disabled by:

1. Signing in to the Zoom web portal to access your profile page
2. Under Personal go to Settings.
3. In the Meeting tab, review the following security setting - Annotation. 
4. To disable the Annotation setting “off” toggle it to the left.

During a meeting, you can disable annotations for others. This is located under More, then choosing 'Disable Attendee Annotation':

Before enabling breakout rooms, here are some limitations to breakout rooms within Zoom.

Enabling Breakout Rooms

The breakout room setting should already be enabled by default. You can check this setting by:

1. Navigating to the Zoom web portal at zoom.us.
   Select Sign in, then Sign in with Google (select the Google icon). You will use your ualberta email address and password.
   
   
2. In the navigation menu, click Settings.
   
   
3. Navigate to the Breakout room option on the Meeting tab and verify that the setting is enabled.
   
   
4. If the setting is disabled, click the toggle to enable it. Click the checkbox to allow meeting hosts to pre-assign participants to breakout rooms.

Managing Breakout Rooms

The meeting host or co-host can choose to split the participants of the meeting into breakout rooms automatically or manually, or they can allow participants to select and enter breakout sessions as they please. Breakout room participants will have the same audio, video, and screen share capabilities as allowed in the main Zoom session.

Once enabled, the breakout room feature will be located at the bottom of your Zoom toolbar. Only the host or co-host will be able to view this button.

Select Breakout Rooms, and a new window will appear allowing you to select how many rooms you would like to make for your Zoom breakout session. On this page, you will also have the option to create breakout rooms automatically, manually, or letting students choose their own groups. When all the options are in place, select Create.

The next window will show a breakdown of the different breakout rooms and what participants are in each room. As the host or co-host, you have the ability to exchange or move participants around. Once the breakout sessions are ready to be launched, select Open all Rooms

Both the host and co-host have the ability to join any of the breakout rooms or jump between rooms as needed.

When it is time for the breakout rooms to end, select Close All Rooms.

Students will begin to filter back into the main Zoom session.

Instructors wanting to pre-assign students to breakout rooms, please follow the instructions in the article Pre-assigning Participants to Breakout Rooms in Zoom.

1. Mute participants on entry. This option is available in the settings when you create the Zoom meeting. Unmute users as required. Students in breakout rooms will be able to unmute.
2. Pre-organize students into breakout rooms as an option. For this to work however, all participants need to be signed in to Zoom with their University profile. See this article for details: Pre-assigning Participants to Breakout Rooms in Zoom
3. The Host can only enter one breakout room and have one chat window open at a time. Users may only chat with others in the same room, not across others. The Host can broadcast a message to all rooms.
4. The “Connect speaker and microphone” button will take users through a set-up process before clicking “Join with computer audio”.
5. Disable screensharing by students to prevent meetings from being hijacked. Click Share Screen, choose Advanced Sharing Options…” and then set Who Can Share to Host Only.
6. For security reasons, limit private chats and file-sharing. Click the Chat button, click ••• and set the option to “Host only”. Co-hosts can still privately message everyone.
7. If recording, choose “Record to the Cloud”.
   If you have a long meeting, consider breaking your recording into parts by clicking Stop (instead of Pause) and then resuming your meeting at intervals (or during a natural break). Instead of a long and unwieldy video, this will create shorter and smaller videos that are more manageable by Hosts and Participants if viewed at a later time.
8. Disable Virtual Backgrounds in case of inappropriate or distracting use. You can do so via the Meeting settings at zoom.com (when logged in with your account).
9. Consider granting hosting co-host privileges to TA's/RA's, etc for them to manage activities such as breakout rooms, chats, questions so that you may focus on lecture delivery.

Introduction

An increasing number of browsers can block "tracking cookies" as a security feature. However these also function to pass login information from eClass to Zoom when joining a course meeting, or Yuja when viewing a video that's been restricted to users at the UofA. Users who have cookies blocked might come across errors like these:

Firefox:

To unblock cross-site tracking on eClass, click the shield icon to the left of the URL bar, then toggle "Enhanced Tracking Protection" to OFF:

Brave:

Click the Brave icon to the right of the URL bar, and toggle "Brave Shield" OFF:

Safari (MacOS):

Go to the Safari menu >> Preferences and select the "Privacy" tab. Uncheck "prevent cross-site tracking":

Safari (iOS):

Go to Settings >> Safari, then scroll down to "Privacy & Security." Turn off "Prevent Cross-Site Tracking"

Chrome:

Navigate to chrome://settings or select "Settings" from the menu at top-right with 3 dots, then click "Privacy and security". Open "Cookies and other site data". Make sure that Chrome is set to allow all cookies, or add https://eclass.srv.ualberta.ca to "sites that can always use cookies"

Third-party VPNs

Users should also check any third-party VPN applications for similar advanced browser protection and ad-blocker settings. VPNs such as NordVPN, ExpressVPN, and Norton have been known to have these settings silently running even with the core VPN function temporarily disabled using normal interface functions.

Linking Your Zoom and YuJa accounts

1. Go into YuJa and click My Account under the profile icon near the top right:

2. Next open the left nav toolbar and select Integrations:

3. In the 'Zoom integration' area, enter your email address and then click Send Verification Code. Note your email address must be in the standard form using only your CCID, ie. [your CCID]@ualberta.ca, as all Zoom accounts are created with UAlberta email addresses in that form.

4. You should receive an email from the YuJa platform containing your verification code like the one below. If you do not see an email from YuJa check your spam folder and/or re-send the verification code email.

5. Copy your verification code, return to YuJa and paste the code in the Verification Code field and click Verify and Save:  

Setting Up Automatic Import of Zoom Meeting Recordings

The YuJa platform can also be configured to automatically move all of a user's Zoom cloud recordings into their personal media library. Note this feature only applies to videos that are recorded AFTER the integration has been set up. Once the videos are transferred to YuJa, they can be re-used and edited as required and will automatically be removed from the user's Zoom cloud recording space. 

To automatically move new recordings from Zoom to YuJa, click to Enable Automatic Import:

Now any new cloud recordings that you make in Zoom will be automatically transferred in YuJa and these videos will then be automatically deleted from Zoom. 

Selecting Zoom Recordings for Bulk Import

To migrate any pre-existing or past recordings stored in your Zoom cloud storage area, click Select. Important note: the YuJa Zoom integration only allows instructors to select videos for import that have been recorded in the last 180 days - meetings recorded earlier than that will not appear in the selectable list in YuJa and must be downloaded manually to be uploaded into YuJa.

Accessing Imported Videos

Videos automatically transferred or imported from Zoom will appear in your 'My Media' channel in the My Zoom Recordings folder. Note these videos would still need to be published into a course channel or embedded in an eClass course before students would see them.

Co-host privileges have the same breakout room controls as the meeting host. To learn more about breakout rooms in Zoom, please see Using Breakout Rooms in Zoom.

Instructors have the option to force students to authenticate before accessing a session. This ensures that students are logged in and can be identified and pre-assigned to their respective breakout rooms. Instructors doing this should ensure their students have up-to-date versions of the Zoom application AND are signing in to the application not only to the Zoom.com web portal.

Caveats for using Breakout Rooms:

• Only U of A Zoom users can be pre-assigned.
• External participants joining a meeting cannot be pre-assigned (regardless of registration being enabled.) These users must be assigned to the breakout rooms during the meeting.
• Maximum of 200 participants can be pre-assigned to a single breakout room.
• Hosts must use up-to-date Zoom desktop software (4.5.0 or later). Hosts will not see breakout room assignments if using Linux or mobile platforms of Zoom.
• Participants/students may use the Zoom desktop software or mobile app (4.5.0 or later), but must not use the web client (through Chrome, Firefox, Safari, etc).
• Participants must be authenticated on the Zoom application prior to joining a Zoom session.
  • If using the Zoom desktop software (Windows, Mac) or mobile app (Android, iOS):
    • Start the Zoom application
    • Sign-in using Google
    • Choose your ccid@ualberta.ca profile
    • Join your Zoom meeting

Desktop app using Google sign-in:

Pre-assigning participants to breakout rooms:

1. Ensure that breakout rooms are enabled in your meeting settings. This is enabled by default in the U of A Zoom settings, but do check beforehand if unsure.
2. Create and schedule a session in the eClass Zoom activity or directly through the Zoom.
3. Log in to the Zoom.com web portal and upload the .csv spreadsheet listing your breakout rooms and desired group assignments. This file should be created using the template from Zoom's documentation for pre-assigning breakout room participants. Note: the column headings must not be edited from the template nor can any additional lines be added to the .csv file. Spreadsheets for each group in the correct format can be created from the eClass participants page in your course.
4. Once the session is running, all participants will start in the main meeting room by default. When ready to breakout into smaller groups, meeting hosts can launch them via these instructions. When launching breakout rooms, meeting hosts should see the list of rooms and students listed for each in the breakout room interface.

Changing breakout room memberships: As breakout room memberships may be fluid and organic in nature, instructors may want to make adjustments to breakout assignments while the event is in progress and may do so according to these instructions.

Resetting breakout memberships: Hosts have the option to reset breakout rooms back to the original intended memberships. This is helpful if there has been a lot of movement and changes, due to the evolving nature of discussions. In other situations, latecomers are no not automatically placed into their respective breakout rooms already in progress. Resetting the breakout assignments to the original memberships meets this need.

Notes:

• It is important to remind students and any other participants of the caveats above and to provide them the instructions to follow for restricting the meeting to authenticated users only.

Zoom

Google Meet (basic)

Google Meet (premium)

Available for Instructors-only

(Effective August 2022)

Room Capacity

300

100

500

Lecture Capture

Yes

(save to cloud or local machine)

No

Yes

Screen Share

Yes

Yes

(up to 49)

Participant Video

Yes

Yes (up to 49)

Yes (up to 49)

Powerpoint Upload

No

No

No (compatible with Google slides instead)

Breakout Rooms

Yes

No

Yes

Built into eClass

Yes

No (all students get access through @ualberta.ca account)

No (all students get access through @ualberta.ca account)

Whiteboard

Yes

No

Yes

Polling

Yes (simple)

No

No

Built-in Student Interaction (eg. raising hand, thumbs up, etc.)

Yes (simple)

No

Yes

Classroom management Tools (mute student microphones, sort students into groups)

Yes

No

No

Mobile Device Access

Yes

Yes

Yes

Chat

Yes

Yes

Yes

Live Captions

Yes (setup required)

Yes

Yes

To setup digital office hours, you will need to create calendar appointment blocks which can be RSVP'd by students to meet via Zoom.

Create Zoom Meeting (your office hours)

• Click Schedule a New Meeting in the Zoom activity.
  
  

• Enter all desired parameters (description, timings, etc).
  

• For students to join one-by-one, so that they do not intrude mid-meeting with another student, tick Waiting room under the Security section.
  

• When in the Zoom office hours meeting, you will be prompted when a participant enters the office hours meeting. (Note the Invitation URL in the screenshot below. This URL can also be seen just after you create your Zoom meeting. You will need this for Part 2.)
  

• When you click on Participants, you have the ability to admit or remove them from the waiting room. You may also banish existing users back into the waiting room.
  

Create Google Calendar Appointment Slots

Instructors can create a block of appointments in Google Calendar each week then invite students to reserve a time during those hours. The meeting URL from the Zoom Office Hours meeting room can be copied into the details of the appointment event. For example, instructors could set aside 2 hours on Tuesday and Thursday and make themselves available to meet with students in 30-minute slots. Students can then book one of the 30-minute slots within that time that works best for them. 

Once the appointment block is created, students can be invited to reserve a slot by providing the link to the appointments page. To access the created calendar event, click Go to appointment page for this calendar, then copy the appointment page link/URL from your browser. This can be posted as an announcement inside eClass inviting students to book appointments.

Booking Appointments

When students or others visit a calendar’s appointment page, they can view any available time slots alongside their own calendar. Once a student selects an appointment and clicks save, instructors will receive an email confirmation and the reserved appointment will be added to their calendar. Students can always cancel by declining or deleting the event on their own calendar - this will also free up the event for other students to book.

External links:

• Create an appointment slot in Calendar
• Start a Google Meet video meeting
• Google Calendar training and help
• Google Meet training and help

Viewers will be able to watch the recording only within the set playback range through the sharing link. 

Playback range does not actually delete any portions of your recordings. If you enable downloads, viewers will have access to the full-length recording and all relevant files, regardless of the playback range you set. Note that this process cannot be completed through the eClass-Zoom integration; instead instructors must sign in directly to the Zoom.com web portal.

To set the playback range for online viewing:

1. Go to zoom.com, click Sign In.
   
   
2. Click Sign in with Google and select your UAlberta gmail account.
   
   
   
   
3. Click Recordings.
   
   
   
   
4. Click on the meeting topic.
   
   
   
   
5. Click the play button on the video thumbnail.
   
   
   
   
6. Click on the scissors to set the playback range.
   
   
   
   
7. Use the sliders to adjust the start time and end time. Click Save.
   
   
   
   

Sharing a Cloud Recording

Once you have made any required modifications to your recording, click Share to display the recording link information and sharing settings.

• Share this recording: Allows the recording to be shared publicly or internally. Switch the toggle off if you want the recording to be private. If you share the recording, Zoom will create a web page where visitors can view the cloud recording.
  • Only authenticated users can view: Requires users to sign in with their UAlberta gmail to view the recording
• Add expiry date to the link: Allows you to set number of days or specific date when the link will expire for viewers.
• Viewers can download: Allows viewers to download the video in addition to viewing it online.
  Note: If you enable downloads, viewers will have access to the full-length recording and all relevant files.
• Viewers can see transcript: Allows viewers to see a transcript of the recording next to the video.
• View recording on demand (registration Required): Requires users to enter their name and email address before viewing or downloading the recording. The host will be able to download a report with this information.
• Password protection: Requires users to enter a password before viewing or downloading the recording. After toggling this to on, enter a custom password and click Save.
• Copy sharing information: Copies the link and password (if enabled) to your cloud recording. Share this information to allow others to view the cloud recording.
  
  

To change meeting preferences:

1. Access the Zoom web portal - https://zoom.com.

2. Click Sign In with Google and choose the proper UAlberta CCID profile:

3. Confirm that the correct account is signed in in the top right:

4. Go to the Settings area through the left-side nav links. Note there are 3 separate tabs at the top:

5. Make your changes.

For more information on the full range of available settings configurable for meeting rooms, please see the Zoom documentation.

Note: if instructors want to set up office hours with selectable time slots in a calendar for individual students, instructions are available for doing that via either Zoom or Google Meet.

To limit access to a specific Zoom meeting to a group in your course, instructors must first create a meeting through the Zoom web portal following the instructions in this article, and then share the information in the course, limiting access to a specific group using restrictions.

Once a meeting is created on the Zoom web portal, users can access and copy the meeting url by clicking Meetings > Upcoming and then clicking the meeting title to view its details:

This url (or the entire meeting invitation) can now be added to the course as a number of different ways: url, labels, pages, or as the headings of content sections depending on the course content and layout. Once added, the content should be restricted to the desired group: 

On the podium computer:

 - To begin, make sure that the computer has been turned on and the projection system has been turned on

1. 1. The computer can be turned on by the button located on the front of the PC that is installed in the AV rack
   2. The projection system can be turned on by using the control panel located in the room.

- Log in to the computer using your CCID.

- Locate the link for your Zoom meeting by choosing your preferred browser to access your email, eClass, or Zoom account. Chrome is recommended.

- Once you have logged in, select “start meeting” or click on the link you are using to start you Zoom meeting.

- Make sure to select “Use Computer Audio” for the meeting.

- Once the Zoom meeting is opened, set up a Video and an Audio devices:

Video

1. Access your video settings by clicking on the arrow next to the “Start Video” button located in the lower left corner of the Zoom window.
2. From there, select “video settings”.
3. Select the device named “ AV.io HDMI Video” if you would like to use the Room Camera.
4. Select the device named “TX - 1/LX-1” or “L-12W” if you would like to use the Document Camera.
5. Close the settings window and click “Start Video”.

Audio

1. Access your audio settings by clicking on the arrow next to the “un-mute” button.
2. From there, select “Audio Settings”.
3. In the “Microphone” drop down, select “Line In (Realtek(R) Audio)”.
4. Take the lapel microphone from the mic drawer, turn it on and test it, you should see the signal from the  “Input Level” meter.
5. Close the audio settings and “UnMute” your microphone.

In general, each of these apps must be added as an integration to individual user's Zoom accounts by searching for and installing them from the Zoom app marketplace (after signing in with their ualberta gmail account.)

Google Calendar

This integration allows users to add zoom meetings directly into google calendar events as they are created. Details on usage are available here.

YuJa

YuJa is the campus enterprise video platform. This integration allows users to automatically transfer Zoom recordings from their cloud recording space into YuJa for easier sharing, editing, and release. Instructions for enabling this integration are available here.

Calendly

Calendly is an online tool for automating the scheduling of appointments and meetings. Once the integration is added, users can generate a unique zoom meeting while scheduling, by setting Zoom as the meeting location. Details can be found here.

Doodle

Doodle is an online scheduling tool for scheduling meetings. “Zoom for Doodle” allows you to generate a unique zoom link for meetings scheduled from Doodle. With the integration enabled, users can connect their accounts from their account settings in Doodle. Once enabled in Doodle’s settings, all calendar events scheduled through Doodle will automatically have a zoom link attached. Details are available here.

Slack

This integration allows Slack users to instantly start or join a Zoom meeting using the /zoom command in Slack. Meeting hosts/creators will need to sign into their account to launch meetings. The integration allows for a number of other zoom commands for easy automation.

Zoom Timer

The timer app by zoom provides a customizable, visual timer in meetings. Once added, the timer is available under the “apps” button in the meeting controls.

Meeting Timer

Provides a more customizable timer than Zoom’s timer app. Once setup, a timer ‘bot’ will join your meetings, and will display your timer as its calendar. Configuration is done from the vendor’s site. Note that adding this app will create an account on the vendor’s site as well. Further setup instructions can be found here.

Gmail

Instantly create Zoom meetings from the context of an existing Gmail thread. This app will be accessible along with the other tools in your Gmail’s tool/side-panel on the right. During installation, you will be required to grant permissions from Gmail and may need to refresh your Gmail window prior to seeing it. More details are available here.

Doodle

Doodle is an online scheduling tool for scheduling meetings. “Zoom for Doodle” allows you to generate a unique zoom link for meetings scheduled from Doodle. With the integration enabled, users can connect their accounts from their account settings in Doodle. Once enabled in Doodle’s settings, all calendar events scheduled through Doodle will automatically have a zoom link attached. Details are available here.

10to8 Scheduling

10to8 scheduling is all-in-one online booking & appointment scheduling software that improves efficiency and productivity when planning meetings. Full details on this integration are available here.

WaitWell

WaitWell provides queue management, appointments, task sequencing, reporting, and communication tools. Zoom integration allows virtual appointments booked online to automatically schedule Zoom online meetings that securely joins the client with staff hosting the meeting. Details are available here.

1. Go to the Zoom activity in your course.
2. Locate the 3-dots/More menu on the upper-right in the Zoom activity.
3. Choose 'Import meeting':
   
   
   
   
4. Enter the Meeting ID and click 'Import':
   
   
   
   
5. The meeting ID can be found by going to the Zoom.com web portal, going to the 'Meetings' tab, clicking 'Upcoming or Previous', scrolling to the desired meeting and copying the meeting ID:
   
   

To resolve the issue:

1. Click on the Extensions icon in the top right of your Chrome browser window:

(or click on the three-dots menu and select Extensions, then Manage extensions).

2. Click on the Zoom extension.

3. Click the gear to access the extension options:

4. At the bottom of the options window, delete the email address in the Alternative hosts box.

5. Click Save.

Meeting hosts may still opt-out of captioning in their Zoom account settings, by navigating to the section titled Meeting >> In Meeting (Advanced):

Note that "automated captions" and "save captions" are separate settings, in case instructors are considering disabling captioning for confidentiality or similar reasons. If "Save captions" is toggled off, meeting participants can't save or capture captions and transcripts. 

Locking the caption language

An issue has been identified where any user in-meeting can change the captioning language for all users. In testing this has not been found to seriously affect caption quality, but it can cause users to briefly see non-English characters as the captions are parsed for display. To avoid this issue, there are two things meeting hosts can do:

1. Lock the caption language in-meeting: Unfortunately this cannot be performed in advance, it must be done once the meeting has started. The host only needs to click the arrow next to the CC icon, and select Host caption control settings:
              
   
   
2. Enable translation in Zoom settings (below the automated captions setting in the section titled Meeting >> In Meeting (advanced) - This allows individuals to set their own speaking language and caption settings in your meetings and can enable speakers of different languages to communicate by having translated captions automatically applied. This has an additional effect of prompting users to choose their speaking language if any user in the meeting enables translation. These settings may be remembered for next time but it's recommended that the host enable translation when the meeting starts to prevent any abrupt pop-ups for participants for the rest of the meeting. Also note that if translation is left enabled in-meeting, it will remain enabled at the start of the host's next meeting.