Teaching With Zoom: Zoom for Professors

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Use the accordian links below to see brief step-by-step “how-to” instructions for using Zoom to facilitate remote synchronous classes.

Locating your Personal ID Number and Meeting URL  

  1. Go to the IT page: https://it.conestogac.on.ca/  
  2. Click on the “Zoom Meetings” icon.  
  3. Click on “Sign in” to Configure your account. Use your faculty Conestoga email and password.  

Scheduling a Meeting

  1. After signing in, click on the “Meeting” icon 
  2. Choose “Schedule a new meeting.” A list of options will appear. 
  3. Choose a title and a time for the meeting. 
  4. There are several additional meeting options to consider. Choose according to your needs. Ensure your time zone is set to Eastern Standard Time. 
  5. Press the “Save” icon at the bottom of the page. 
  6. On the next page to appear, you will find the URL link for the meeting, which you mY copy and share with your students via eConestoga announcements and email. To offer a dial-in option, select the “Copy the Invitation” option; this will reveal a box that provides all the available phone numbers through which individuals can join. Warn students that extra charges may apply. 
  7. Click on the “Outlook” link to save the meeting to your own calendar.  

Note 1: When notifying students, you My include the meeting ID number, which allows students to join the meeting by logging into Zoom and providing the meeting ID number.

Note 2: You my create a recurring meeting so that the URL for students to access your meetings will stay the same for each of recurrent meeting. Students will be able to join the meeting room when the meeting is not in session.

Hosting a Meeting  

  1. *Go to the IT page: https://it.conestogac.on.ca/  
  2. Click on the “Zoom Meetings” icon.  
  3. When you are about to start the meeting, go to “Sign In” 
  4. Do not go to “Join” or “Host.” You must link from the URL you sent your students, which will be found by clicking on the “meetings” tab located on the left-hand side of the web page. 
  5. This will take you to a list of your upcoming meetings. Click on “Start” on the line of the meeting you want to begin. 
  6. Depending on your browser, you may receive a prompt to open “zoom.us”. If you see this, allow zoom to open.  
  7. Once you’re in the meeting as host, you can use the bottom toolbar in the following ways:  
  • Click “Unmute” so students can hear you.
  • Click “Test speakers and microphone” to ensure audio is on.
  • Click on “Chat” to open the chat function for students to ask question.  
  • Click on “Manage Participants” to see who has joined the meeting  
  • Click on “Share Screen” to display content from your computer/device.   
  • Click on “Breakout Rooms” to set up collaborative team meetings. Assign meeting participants to each Breakout Room.  

*You can download the Zoom app and use it for the actual meeting, but when scheduling and launching meetings, starting from the browser will provide more options for hosting.  

Things to do When Students Join 

  1. Students may be prompted to enter their name prior to joining the meeting. Advise them to use their first and last name.  
  2. If students appear without their complete name, ask them to add their full name by mousing over their name in the Participants tab and clicking the “rename” button.  
  3. Tell the students that the meeting is recorded, and the system will know who has joined. 
  4. Ask everyone to mute their mics and instruct that they can only talk when they raise their hands and you give them permission. 
  5. Take time at the beginning of the meeting to practice the hand raising, muting, and unmuting functions. 
  6. Encourage students to open their camera. Please note, however, that unless this is a security option for a test, students cannot be forced to use their cameras.  
  7. Praise students as they use the meeting tools successfully. 

Managing Participants

This is useful if you want to control your guest list and invite only those you want at your event — other students at your school or colleagues, for example. For more information, see this article on unwanted participants.

  • Remove unwanted or disruptive participants: From the Participants menu, mouse over a participant’s name, and several options will appear, including Remove. Click to remove someone from the meeting. (NOTE: This should be used as the last option, because it is the same as asking the students to leave the classroom.) 
  • Allow removed participants to rejoin: When you do remove someone, they can’t rejoin the meeting, but you can toggle your settings to allow removed participants to rejoin, in case you remove the wrong person. 
  • Disable video: Hosts can turn participants’ video off. This will allow hosts to block unwanted, distracting, or inappropriate gestures on video. 
  • Mute participants: Hosts can mute/unmute individual participants or all of them at once to unwanted, distracting, or inappropriate noise. You can also enable “Mute upon entry” in your Zoom portal settings to keep the clamour at bay in large meetings. 
  • Prevent Participants from Unmuting: To prevent participants from unmuting themselves, select the “More” option next to “Unmute All” in the Participants list, and make sure the “Allow Participants to Unmute Themselves” option is unchecked. *See screenshot below.
  • Turn off file transfer: In-meeting file transfer allows people to share files through the in-meeting chat. Toggle this off to keep the chat from getting bombarded with unsolicited pics, GIFs, memes, and other content. 
  • Turn off annotation: You and your attendees can mark up the white board or a screen that is shared. You can disable the annotation feature in your Zoom settings to prevent people from writing all over the screens. 
  • Disable private chat: Zoom has in-meeting chat for everyone or participants can message each other privately. Restrict participants’ ability to chat amongst one another to prevent anyone from getting unwanted messages during a meeting.
Host options for managing participants in Zoom

Avoiding Disruptive Behaviours 

  1. Refer to the college-wide guidelines, Student Expectations for Online Engagement, which is available on the Student Affairs webpage. Remind students in class about the importance of adhering to rules of conduct that will promote a positive learning environment for all.
  2. In the Zoom portal, in “Settings,” go to Screen Sharing and choose “host only” as your option if you are concerned that some students may abuse the screen sharing privilege.  OR during the meeting, go to Screen Share and choose this same option in “Advanced Sharing Options.” 
  3. Remind students that the meeting is recorded, and you can identify them if you need to (learn more about reports for tracking attendance). 
  4. Be warm but firm. 
  5. Mute students as often as necessary. 
  6. Try taking disruptive students to a breakout room and having a 5-minute chat with them. 
  7. After the class, write an email to these students (and if needed, CC the chairs) 
  8. If one or more students is causing repeated disruption, go to “manage participants”, choose the option “more”, and uncheck the statement “allow participants to unmute themselves.”  
  9. Turn on the waiting room feature while setting up the meeting. In this case, participants cannot enter the full meeting without permission. Tell them to use their first and last name, so that you know if they are your students or not.  

Photo by Allie Smith on Unsplash

Elan Paulson

Elan Paulson, PhD, has been an educator in Ontario's higher education system since 2004. Before joining Conestoga as a Teaching and Learning Consultant, Elan was on the executive team at eCampusOntario. She previously served as Program Director and as an instructor in professional education programs at Western University's Faculty of Education. With a Master's in Educational Technology, Elan specializes in technology-enabled and collaborative learning to support diverse learners. She has also conducted research on faculty participation in communities of practice for professional learning and self-care.

2 Responses

  1. Every time I send an email to students in my class about a zoom session, I get the following message in response;

    Sorry, we were unable to deliver your message to the following address.

    No mx record found for domain=D2L.conestoga.edu

    • Hi Peter, it looks like you’re trying to send them to their eConestoga emails. Why not try just posting the Zoom link as an Announcement, or as a new module in your course, instead of emailing it out? This might save you a lot of time. Just communicate to students that you’ll be switching to this method, and stay consistent in how/when you post it.

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