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Using Zoom - Tips for Teaching and Student Engagement

Note: This document is written in reference to the MSU Zoom license available to faculty, staff, and students. Access to the li-

cense versions requires login with a MSU NetID (i.e., @msu.edu). Zoom has both client (app) and online access (msu.zoom.us).

iOs and Android apps are available with some reduced capabilities (e.g., no record or save). Zoom provides audio only connectivi-

ty via phone in. Scheduling, managing, and starting Zoom is best using msu.zoom.us access. Management of Zoom webinars and

report access is only available on msu.zoom.us. This document will specify when the feature is only available on msu.zoom.us.

Luke Reese, Biosystems and Agricultural Engineering, reesel@msu.edu Updated 8/4/2020

Table of Contents

Meeting vs Webinar .................................................................................................................................................................... 2

msu.zoom.us ............................................................................................................................................................................... 3

Settings ........................................................................................................................................................................................ 3

Recurring schedule and Invitation .............................................................................................................................................. 4

Registration ................................................................................................................................................................................. 4

Passcode ...................................................................................................................................................................................... 4

Alternative host(s) ....................................................................................................................................................................... 5

Reports - attendance.................................................................................................................................................................... 5

Audio & Video mute and unmute ................................................................................................................................................ 6

Share Screen and Annotate ........................................................................................................................................................ 7

Engagement - Polls ...................................................................................................................................................................... 7

Engagement - Chat ...................................................................................................................................................................... 8

Engagement - Q&A (webinars only) ............................................................................................................................................ 9

Engagement - Breakout Rooms (meetings only) ....................................................................................................................... 10

Recording and mediaspace.msu.edu ......................................................................................................................................... 10

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Meeting vs Webinar

Meeting Webinar

300 participants including 1 host, alternative host(s)/co-host(s), and the remainder participants

500** attendees (i.e., students) plus an additional 100 includ-ing 1 host, alternative host(s)/co-host(s), and the remainder panelists

Option to start without host Host or alternative host must start

Enable waiting room (host and co-host(s) control entry) Enable practice session (only host, co-host(s) and panelist(s) can enter until broadcast)

Hosts and co-host(s) automatically have audio, video, screen share & chat rights, Participants can be granted these rights

Hosts and co-host(s) have audio, video, screen share and chat rights. Attendees/students have no audio and video rights (Ask to Talk and Ask to Start Video can be granted)

Engagement - chat, polls, and breakout rooms, enable non-verbal & reactions in settings

Engagement - chat, Q&A, polls, & raise hand

Uses - collaboration, classes, meetings, interviews, or proc-tored exams - can have 49 videos displayed. Can grant audio and video rights to participants but they must have and know how to unmute microphone and camera

Uses - lecture classes, seminars, guest speakers, or graduate defenses - use chat, Q&A, or polls for questions & interaction (can open audio for individual attendees)

• For details on how to use a webinar setup to teach a class for better control over security, monitored chat, and interruptions see

www.egr.msu.edu/bae/sites/default/files/content/docs/HowandWhytoUseZoomWebinarforaClass.pdf

• For details on how to use a webinar setup for a graduate defense see www.egr.msu.edu/bae/sites/default/files/content/docs/

HowtoUseZoomWebinarforaGraduateDefense.pdf

• For details on how to use a meeting setup with waiting rooms for client meetings or interviews requiring confidentiality see

www.egr.msu.edu/bae/sites/default/files/content/docs/

UsingZoomMeetingforControlledAccess_AudioforPresentationswithClients.pdf

• For details on how to use a meeting setup with videos to proctor an exam see www.egr.msu.edu/bae/sites/default/files/content/

docs/UsingZoomMeetingforVideoProctoringanExam.pdf

** Note, for large events/classes, MSU IT has 1,000 & 3,000 attendee options

As of July 30, 2020, the current version of Zoom is 5.1.3. The role names in this table are reflective of this version. In

Everyone in the meeting Participants list can take on 1 of 3 rolea: host, co-host, or participant. The host is the person

who set up the meeting and can access all controls during the meeting. The host can assign co-host rights once the meeting starts

to any participant. Alternative host(s) are individuals added to a list during scheduling who can start the meeting in the absence

of the host (e.g., a TA) or if the host is present will enter the meeting as a co-host. The host and co-host(s) can manage audio and

video muting, chat to anyone, launch polls, remove participants, etc. Consider the host and co-host(s) the instructor/TA team

who controls what participants such as students, guest presenters, or colleagues have rights to do like share screen, chat, re-

name, unmute, etc. A webinar Participants list is split into 2 categories 1) Panelists and 2) Attendees. Panelists have the same 3

roles outlined in meetings. The host and co-host(s) control rights and the remaining “panelist” participants might be your guest

presenters or graduate committee members. “Panelist” participants can be identified in a list like Alternative host(s) at schedul-

ing. The second webinar participant category “Attendee” are your students or audience. They have rights to listen and watch and

possibly chat, Q&A, take a poll, and raise hand. The host and co-host(s) can Ask to Talk and Promote to Panelist any attendee.

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msu.zoom.us

• Meetings - schedule meetings, edit existing meetings, start meeting, see calendar of meetings

• Webinars - schedule webinars, edit existing webinars, start webinar, see calendar of webinar by default

• Settings - your personal default settings when you schedule and/or start a meeting or webinar

• Reports - meeting, webinar, and usage reports for polls, registrations, attendees, Q&A

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Settings - msu.zoom.us 3

• Broken into 6 categories 1) Security, 2) Schedule Meeting, 3) In Meeting (Basic), 4) In Meeting (Advanced), 5) Email

Notification, and 6) Other,

• Settings control what meeting and webinar functionality is turned on or off for the scheduler including breakout

rooms; meeting polls; passcode, audio, video, screen share, and chat defaults; annotation; non-verbal feedback;

reactions; renaming; etc.

• Default settings may change with Zoom updates, so check Settings occasionally

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Registration - msu.zoom.us

Recurring schedule and Invitation - msu.zoom.us

• Schedule meeting or webinar. A good practice might be to set up 1 recurring meeting and 1 recurring webinar using the class

schedule to maintain common URLs over a semester. The meeting can be used for class when you want a lot of interaction and

used for breakout room sessions. Breakout rooms can be used for client/team meeting or office hours. Enable waiting room

can restrict entry to facilitate scheduled confidential instructor/team office hours. The webinar can be used for class lectures,

guest lectures, team or design day presentations when you want moderated chat and limited audio and video broadcast

• It is important to set the appropriate date and time sequence, time zone, and recurrence to match your course schedule as

this will be incorporated into invitations and your Zoom calendar of events

• Once scheduled, the meeting or webinar can be started and used immediately even outside the scheduled time block.

• Once scheduled, use copy invitation and paste in an email to the class and/or post on D2L or appropriate sites

• Same for meeting or webinar. Registration is optional but offers another level of security and function. No one can enter the

meeting or webinar without registering which at the basic level is first name, last name, and email address. Tell students to

use their MSU email address to register to ensure you can match attendee identification to MSU functions (e.g., D2L roster)

• Upon registering, an email is sent with a unique URL to each registrant. If recurring, URL is valid for the semester

• Registration lists can be used to populate pre-assign breakout rooms

• Registration lists become part of the registration, attendee, and/or usage reports facilitating attendance

• Registrations can be canceled to control access

Passcode - msu.zoom.us

• Same for meeting or webinar. Passcode defaults to checked, but it can be unchecked. It does add a level of security

• Passcode defaults to 6 numbers, can be alphanumeric, and is case sensitive if using alpha (don’t go overboard)

• For details on how to secure a meeting from zoombombing see www.egr.msu.edu/bae/sites/default/files/content/docs/

OptionstoPreventControlZoombombing.pdf

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Alternative host(s) - msu.zoom.us

• Whoever schedules a meeting or webinar is by default the host and is the only person who has access to reports, create polls

and start the meeting. Alternative host(s) input during meeting or webinar scheduling can start a meeting or webinar on be-

half of the host such as a substitute instructor or a TA using the room for a help session

• Found at the bottom of the scheduling page for both meetings and webinars, only @msu.edu addresses can be alternative

host(s)

Reports - msu.zoom.us - attendance

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• Basic reports, can export as CSV but raw formatting. Poll report in CSV has no graphics or summary statistics (screen capture

live poll results before ending meeting or webinar for summary graphics)

• Usage report can be used to track attendance for meetings

• Registration/Attendee report can be used to track attendance for webinars. Students who have multiple entries may have had

a connectivity issue that dropped them and they connected multiple times

• Webinars offers more reports options: registration, attendee, performance (engagement statistics), Q&A, and poll (results)

Usage Report Example

Webinar Attendee Report Example

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Audio & Video mute and unmute

• Quality audio is essential for a successful Zoom session

• Host and all speaking participants must know how to mute and unmute their microphone. Host can only grant rights to use

microphone. Participants must know how to select, test, and unmute their microphone

• Use the Audio options shown on the right to Test Speaker and Microphone and select with speaker and microphone are being

use

• If you have someone with a bad internet connection and audio is breaking up, use the Switch to Phone Audio which will give

them phone, meeting, and participant ID numbers to call in with their office/cell phone for their audio feed

• Video settings, unmute, and mute work in a similar way. Video requires a camera

• Video consumes a lot of bandwidth and connectivity issues can cause image freeze and/or audio breakup. Mute video first

when this occurs for the connection with an issue. Maintaining clear, quality audio is essential

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Engagement - Polls - msu.zoom.us

Share Screen and Annotate enable in msu.zoom.us Settings

• Share screen and annotate are key skills to effectively show and deliver content through Zoom

• For detailed instruction on how Share Screen and Annotate works see https://www.egr.msu.edu/bae/sites/default/files/

content/docs/ShareScreenincludingWhiteboardandAnnotation.pdf

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• Polls can be a quick way to break up long lectures, engage students, seek self-rated comprehension, ask a yes/no or true/false

survey, voting, create ice breakers, get periodic responses to capture attentiveness for attendance purposes

• Each webinar or meeting can have 25 polls, each with up to 10 questions, and each question with 10 single or multiple (all that

apply) choice options

• Polls can only be set up by the original host on msu.zoom.us, but can be launched by the host or any co-host

• Polls must be enabled for meetings in msu.zoom.us Settings

• By using a recurring setup, standard polls can be reused for multiple class meetings (with results stored by date/session)

• Poll results are stored for reports but is raw CSV format and random order. A poll can be set for anonymous and not trackable

to an individual within reports if desired

• Polls and poll results graphics are not captured in Zoom recordings with the exception of any audio narration during the poll

• More sophisticated software results (e.g., Top Hat, Qualtrics , Google form, iClicker Cloud) can be share screened within Zoom,

but students would need to launch another app

Poll Report Example

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Engagement - Chat

• Chat can be used for open ended questions engage students in conversation

• Once submitted chat messages cannot be edited or deleted even by the host. A problem for inappropriate comments or info-

mercials

• Host can disable or restrict Chat for students. Hosts and co-host(s) can always send Chat message

• If enabled in msu.zoom.us Settings, files can be sent through Chat. Not downloadable to smart phone or tablet app

• Must include https:// or http:// to make links live

• Save Chat saves any chats that you can see - those sent directly to you and those sent to everyone in the meeting or webinar

• Chat is not captured in Zoom recordings with the exception of any audio narration about a chat

Host Student

Save Chat Example

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Engagement - Q&A (webinars only)

• Only in webinars - think of moderated chat

• Must be enabled when scheduled

• Students submit comment or question, and only the host, co-host(s), and panelist(s) see the submission and can do something

with it

• Dismiss which moves the comment or question from the open tab to the dismissed tab

• Answer Live displays the question to the entire audience and is usually handled as a live audio response. Clicking Done

moves the comment or question from the open tab to the dismissed tab

• Type Answer allows the host, co-host(s), or panelist(s) to type a response that can be send to everyone or privately to

the individual submitting the question. Sending the response moves the comment or question from the open tab to

the answered tab

• Q&A is not captured in recordings with the exception of any audio narration about a Q&A question or comment

• All Q&A activity is archived in Q&A report for the webinar

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Host

Student

Q&A Report Example

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Engagement - Breakout Rooms (meetings only)

Recording and mediaspace.msu.edu

• Good for ice breakers, small group interactions, team work and evaluations, and brainstorming

• Up to 200 participants in up to 50 separate rooms, automatically or manually assigned

• For detailed instructions on set up and use of Breakout Rooms see www.egr.msu.edu/bae/sites/default/files/content/docs/

UsingZoomMeetingBreakoutRoomsforSmallGroupandCollaborationActivities.pdf

• Record participant view in mp4 format on local PC/MAC under specific folder

• Each session stored in unique folder and time stamped with date, time, title, & meeting ID

• Upload .mp4 to My Media on MSU Kaltura server mediaspace.msu.edu

• Set video to Unlisted and under Share copy the Link to Media Page to post on D2L or provide to students

• See www.canr.msu.edu/od/educational-technology/Storing and Sharing a Video in MediaSpace.pdf an excellent 6-page tutori-al on uploading, trimming, and serving videos on MSU Mediaspace.