Zoom for Faculty

Basic Zoom

Schedule a Meeting

Customize the start and end times of your Zoom meeting to match your class schedule.

Either create a new meeting (“Schedule a Meeting”) or go to a meeting that has already been scheduled and click on “Edit” meeting.

Scroll to the “When” section and in the time box, type in the start time of the meeting and hit “Return”. For example, for a class that starts at 9:20, type in “9:20” and hit the “Return” key. If you do not hit “Return”, the meeting start time will default to a time on the hour or half hour.

Also be sure to click on “PM” for meetings in the afternoon.

You can use this same meeting for a class that regularly meets each week at the same days/times in the semester. To do this:

  • Toggle “Recurring meeting”
  • In the “Recurrence” box, click on “Weekly”. A dropdown appears to customize the meeting as follows:
    • To be repeated each week (or every 2 weeks, 3 weeks, and so on)
    • To be repeated on specific days of the week (for ex., Mondays and Wednesdays)
    • Recurrence to end on a specific date (say at the end of the semester) or after a set number of occurrences

Scheduling a Meeting with Custom Start Time


Share a Zoom Recording with Transcript

First, when you setting up the meeting, make sure that in the settings that the meeting will be recorded automatically to the cloud.

Once the meeting is over and the recording has finished processing, in your Zoom account:

  • Navigate to “Recordings” and click on the meeting you wish to share.
  • Click on the “Share” button (to the right of the screen). Info of the recording and a link to the recording appears; BUT before you copy the link, we recommend disabling of “Viewers can download” to protect student privacy.
  • Copy the link to the Clipboard.
  • Open another tab in your browser and log into Canvas. To make it easy for students to find the links to class recordings, we recommend inserting the links into a Canvas page within a module.
  • Go to your Canvas course, and create a new module titled “Class Recordings” and move this module to top of Modules page.
  • Within the Class Recordings module, create a Canvas page and within this page, paste the info from the Clipboard.
  • To clean up the copied information, keep the day/time of the meeting and cut/copy the link for the meeting.
  • Using your mouse, highlight the text for the day/time of the meeting, and in the RCE toolbar, click on the link icon. In the Insert Link box, copy the link.

Share a Zoom Recording in Canvas


Share a Zoom Meeting Invitation in Canvas

To send a meeting invitation, first go to your Zoom account and find the meeting. Find “Copy Invitation Link” and click on “Copy Meeting Invitation”

There are several ways to share the meeting invitation with your students including:

Adding to the course homepage. Navigate to your Canvas course homepage, and “Edit” the homepage. Add “Class Meetings” as a header, and type into the page the days/times the class is scheduled to meet. Paste the meeting info from the clipboard into the page. You can delete the extraneous info but be sure to keep the Zoom meeting link, the meeting ID number and the Passcode. To activate the hyperlink, go to the end of the link, and hit the Return key. Then “Save” the homepage.

Sending the info in a Canvas announcement. Create a new announcement (+Announcement) with an appropriate title (for ex., Today’s Class Meeting) and paste the meeting info from the clipboard. Again, you can delete the extraneous info but be sure to keep the Zoom meeting link, the meeting ID number and the Passcode. To activate the hyperlink, go to the end of the link, and hit the Return key. Then “Save” the announcement.

Sending via the Canvas Inbox. Navigate to Canvas Inbox, and click on the Message icon. Paste the meeting info from the clipboard into the Canvas message. Again, you can delete the extraneous info but be sure to keep the Zoom meeting link, the meeting ID number and the Passcode. The link will automatically become a hyperlink when you “Send” the message.


Scheduling Office Hours with Zoom

You can hold your office hours or student hours via Zoom. Here are the steps to get set up.

  1. From your Zoom account, schedule your office hours or student hours as a recurring meeting and enable the waiting room so you can let students in individually.
  2. Share the link for your Zoom office hours or student hours the same way that you would any other Zoom class meeting, such as through email, Canvas announcements, and Canvas pages.
  3. Once you start an office hour or student hour meeting, go to the Participants menu and under More, enable “play join and leave sounds” so you will be notified with a sound when a student enters the waiting room.

Advanced Zoom Features

Breakout Rooms

Breakout rooms allow you to break participants into smaller groups. To get started, navigate to the breakout room tab at bottom of the control bar. In the pop-up window that appears, assign the number of breakout rooms and participants per room. Participants can be assigned automatically or manually. Even if done automatically, the host is can move a participant from one room to another. The host can also use the “Breakout Room pre-assign” feature before the meeting starts.

To open the breakout rooms, click “Open All Rooms” to invite participants to join their designated room. As host (or co-host), you are able to hop between breakout rooms. You can also to “Broadcast a message to all.”

To end breakout rooms, the host can set the rooms to close automatically after a given amount of time, or the host can manually “Close All Rooms.” Participants will be given a countdown to wrap up before being returned to the main session. Finally, the host can use the same breakout rooms more than once during a meeting.

Breakout Rooms


Polls

Use the polling feature in your Zoom class meetings to encourage interactive participation with students and as a means of taking attendance. You also have the ability to download a report of the polling or conduct polls anonymously.

First, you must enable polling in your Zoom Settings. Navigate to the Polling option on the Meeting tab and click the toggle to enable it.

To create a poll, go to the Meetings page and to your scheduled meeting. From the meeting management page, scroll to the bottom to the “Poll” option and click “Add” to begin creating the poll. Enter the title of the poll. For each question in the poll, select “Single Choice” where participants choose only one answer or “Multiple Choice” where participants can choose multiple answers. Type in the question and the answer choices, and click “Save” to save the poll. To add another question, select “Add a Question”. Note: max of 25 polls per single meeting.

To launch the poll, while in your scheduled Zoom meeting, Click “Polls” in the meeting controls bar. Select the poll you would like to launch, and click “Launch Poll”. Participants will be prompted to answer the polling questions, and you as the host will be able to see the results live.

To stop the poll, click “End Poll”. If you would like to share the results of the poll to those in the meeting, click “Share Results”.

For more info, see Polling for Meetings.

In-Meeting Polling in Zoom


Whiteboard/iPad

The Zoom whiteboard feature allows you to share a whiteboard that you and your students can annotate on! Using the whiteboard can be clumsy, unless you have a computer with touch-screen capabilities.

To share the whiteboard, while in your meeting, click the “Share Screen” button and select “Whiteboard”, then “Share”. The annotation tools appear automatically, and as the host you can press the Whiteboard option in the meeting controls to show or hide the tools. Note that only the participant or host that started sharing of the whiteboard has access to create and switch pages (when multiple pages are being used).

When you are done, click “Stop Share”.

To share your iPad, you will need to use the Zoom desktop client. Sharing your iPad screen can be done via Airplay (you will be prompted to download this app the first time you share your iPad screen in Zoom) or a wired connection (i.e., cable from the iPad to your computer). The steps to access the iPad screen are the same as for sharing the whiteboard screen, and students will be able to view whatever is on your iPad.

Whiteboard Lecture with an iPad

Zoom Bombing

Zoom bombing—hijacking of Zoom (video) meetings—has been in the news. Hijackers can sometimes guess the correct URL or meeting ID for a Zoom session, and if successful, it gives them access to entering your Zoom meeting. As of April 1, two incidents were reported to BBB. One involved an online classroom using Zoom, where the intruder shouted profanity.

Here's some FAQs (based on Prevent Zoom-bombing from the Better Business Bureau).

Recommendations from BBB

When using Zoom for your virtual classroom meetings, do NOT use your personal meeting room; instead set up a separate unique meeting for each of your class sections. When setting up the meeting for each class section, use the "Recurring meeting". This allows you to use the same meeting ID for all recurrences (future) meetings of the class.

Depending on your Zoom account, you may need to manually set up required meeting passwords for meetings that you set up. Check this by:

  1. Go to "Meetings" on left-hand navigation
  2. Go to "Schedule a New Meeting" (big blue button)
  3. In setting up the meeting (day/time/recurrence, etc.), scroll down the screen to "Meeting Password"
  4. Click on "Require meeting password"
  5. Zoom will automatically provide a six-digit number. You can change this if you wish, but as with any password, it is not recommended that you use easily recognizable passwords (for example, do not use "password" or "111111" as passwords)

For each meeting that has already been created and set up, you will need to do the following:

  1. Go to "Meetings" on left-hand navigation
  2. Go to "Upcoming Meetings" tab at top of the page. A list of upcoming meetings will show up.
  3. Go to the meeting(s)
  4. Scroll to the bottom of the page and click on "Edit this meeting" tab
  5. Scroll down the screen to "Meeting Password" section and click in the box "Require meeting password"
  6. Zoom will automatically provide a six-digit number. You can change this if you wish, but as with any password, it is not recommended that you use easily recognizable passwords (for example, do not use "password" or "111111" as passwords)
  7. IMPORTANT! You will need to inform your students of this password. When the student uses the url you have already provided for these meetings, the student will be prompted for the password.

Send all Zoom information using Canvas Inbox, not via WVC email or personal email. This caution about sharing on social media may seem like a no brainer to you, the faculty; but share this caution with your students as well.

Click on this option when setting up the meeting. Once the meeting has started, you as the host can make a student a co-host and the student can then share their screen.

If all students have already joined, or if you do not want to allow students who are “late” into the virtual classroom (say for ex., 20 minutes after the class has started), you can lock the meeting. This is equivalent to locking the classroom door to students who are late and trying to get into the physical classroom on campus.

To lock the meeting:

  1. During the Zoom meeting, navigate to the bottom of the screen.
  2. Click on “Manage Participants”. The participants panel will open showing student names (if they logged into the meeting with their names)
  3. At the bottom of the panel, click on “More”
  4. Choose “Lock meeting”

When using the waiting room option, students will be placed into a waiting room until you, the host, allows them in. You can allow students in all at once or one at a time. This lets you screen the students and if you see names you don't recognize in the waiting room, you don't have to let them in at all. CAUTION! If using the waiting room feature, the faculty (host) will need to be diligent about checking the waiting room regularly for students who may waiting to get into the classroom.

Guidance for Use of Cameras and Protection of Student Privacy in Synchronous Classes

(Adapted from Guidance for Recording Class Sessions with TechConnect (Confer) Zoom by Michelle Pacansky-Brock and CVC-OEI, licensed under Creative Commons Attribution 4.0 and Guidance for Synchronous Online Classes from College of the Canyons.)

Updated: November 12, 2020

Instructors sometimes record live class sessions in Zoom so that students can watch a missed class session or review an earlier session, or for the instructor to share with a future class. Depending on who is identifiable in the recording, the recordings may constitute educational records that are protected under the Family Educational Rights and Privacy Act (FERPA) — the federal student privacy law.

Additional information about photos, videos, and audio recordings under FERPA can be found in the U.S. Department of Education FAQs on Photos and Videos under FERPA.

While this document refers to Zoom as the most commonly used platform for synchronous classes, the guidance here also applies to other videoconferencing platforms.

Districts should adopt policies strictly limiting or prohibiting faculty from instituting cameras-on requirements in order to protect against violations of student privacy, balance academic freedom, and ensure compliance with FERPA, California's student privacy law, and federal disability laws and their state analogs.

Colleges should adopt a cameras-optional approach that respects student concerns regarding privacy, access, and equity. Such a policy should address or include:

  • Cameras should be presumptively optional for live synchronous online classes.
  • If audio and visual student participation is essential:
  • Encourage faculty to consider an alternative to video participation such as audio participation
  • Encourage the use of electronic video backgrounds
  • Allow students flexibility to turn off their cameras or mute audio unless needed
  • Encourage the use of the chat feature for attendance and discussion

The Chancellor’s Office has provided information and guidance in the following document: State Chancellor’s Office: October 19, 2020 Legal Opinion 2020-11: Online Class Cameras-On Requirements.

WVC Recommended Guidelines

Instructors should not require students to have cameras on during class sessions, in accordance with the State Chancellor’s recommendations and federal FERPA regulations. For the rationale behind this, see “Should I require students to turn on their video during a live Zoom session?” in the FAQs section below.

View Zoom Recording Settings for Student Privacy
  • Disable Local Recording so that students cannot record the meeting.
  • Disable Record gallery view with shared screen
  • Disable Display participants’ names in the recording
  • Enable Multiple audio notifications of recorded meeting
Cloud Recording Settings

Set Participant Video to Off to allow students to opt into sharing their video.

Video Host On Participant Off

When your meeting starts, keep your Zoom view set to Active Speaker View (as opposed to Gallery View)

Pin your video to keep yourself as the active speaker.

Pin Your Video

Pause your recording if you need to have a conversation with a student that you don’t want recorded. You can resume recording by pressing the button again. You have the option to pause on the toolbar at the bottom.

Pause Recording

You also have the option to pause the recording at the top of the screen next to where it shows that you are currently recording.

If a course requires students to perform certain activities or demonstrate skills in order to meet the course objectives, instructors should strive to disclose to students what will be required before the start of class in the syllabus. Examples might include COMM 001: Public Speaking or ASLA 060A: American Sign Language.

  • Share a screen capture or recording of a student only after receiving the student’s consent in order to comply with FERPA. See Appendix 1 for Permission to Record Consent Form.
  • Alternatively, edit the recording/screen capture to delete any images of the student and the student’s name.
  • Inform students that they should not share the link to a Zoom recording or screen captures of a Zoom session with others outside of the class.

I don’t record classes when I teach on-campus. Do I need to record sessions for these face-to-face classes?

As a general rule, no, you do not need to record sessions for classes that meet on campus in the face-to-face format.

If I want to hold synchronous sessions with students, do I have to use Zoom?

You’re not required to use Zoom. However, all WVC faculty have access to a free Zoom account, which is the most widely used web conferencing tool in the U.S.

Are video or audio recordings of lectures protected student records?

If a recording includes only the instructor, it is not a student record and FERPA does not limit its use. If the recording includes students asking questions, making presentations or leading a class, and it is possible to identify the student, then the portions containing recordings of the student do constitute protected educational records. Educational records can only be used as permitted by FERPA or in a manner allowed by a written consent from the student.

Should I require students to turn on their video during a live Zoom session?

No. This is problematic for several reasons.

  1. Students might not have a webcam and owning a webcam was not a condition for them to register for your course.
  2. Students might not want to show where they are located. If a student is couch surfing or homeless, and you force them to reveal this to class, this might negatively impact their motivation and the way the rest of the class perceives them. (A 2019 survey of California Community College students found that 60% were housing insecure in the previous year, and 19% were homeless in the previous year. And this was before the pandemic!)
  3. Students might be living with minors or others who are not able to provide informed consent to being viewed or recorded by others.
  4. Students might have a disability that they do not wish to display. In fact, they might have chosen a distance education class so that they would not be subject to stares and whispers of other students.
  5. Students might have experienced adverse childhood experiences, and being forced to stare at themselves in a camera can be a triggering experience. (The Centers for Disease Control estimate that 60% of US adults had an adverse childhood experience.)

For more on the potential negative impacts of cameras in class, and ideas for alternative ways to engage students, see: Karen Costa, “Cameras Be Damned.”

What happens once I record a session?

If you have recorded to the cloud, the recording will be available to you from you Zoom account. You can then decide whether to share the recording.

If you have recorded to your local computer, the recording will remain on your local computer. If you want to share the recording, you will need to upload the video file to Panopto, YouTube, or Canvas.

Can I publicly share a screen capture of a Zoom session or recording that shows one or more identifiable students?

You should share a screen capture or recording of a student only with that student’s consent in order to comply with FERPA.

Can students publicly share class recordings or screen captures of a Zoom session or recording that show one or more identifiable students?

No. Instructors should tell students that they should not share the link to any class sessions, or take screen captures of Zoom sessions. Students that violate this request may be subject to the student code of conduct for disrupting class, especially if you include this in your syllabus. It’s more likely that students will respect your instructions in this regard if you model informed consent before recording them.

Can I show recordings from last year’s class to the current class?

Under FERPA, this situation should be treated as if the recordings were being shown to a third-party audience, which requires FERPA compliance through use of consents from identifiable students or by editing out those students from the video.

If I want to allow access to a video (that shows students participating) to others outside of the class, is this permitted?

Possibly. There are a couple of ways to use recordings that show students participating.

  1. The instructor may obtain individualized written FERPA consents from the students shown in the recording. This type of consent can be obtained on a case-by-case basis or from all the students at the outset of a class.
  2. Recordings can be edited to remove portions of the video that show students who have not consented to the use of their voice and/or image (simply blurring a student’s image and removing their name is not sufficient, as the student may still be identified).

What is the easiest way to comply with FERPA if I am video recording my class sessions, students are asking questions/doing presentations, and I wish to share the recording with a future class?

  • Overall, plan your live Zoom session as carefully as you plan your face-to-face classes.
  • Record only the parts of your session that show you. Plan to hold specific Q&A periods during the session and when you get to one, click Pause recording.
  • When you are ready to present again, Resume recording.
  • Don’t refer to students by name (de-identifying the students removes the need for a specific consent from each student depicted). If a student happens to appear on camera, their identity can be edited out or written consent can be obtained.
  • Videos of students giving presentations and student-generated video projects are covered by FERPA and copyright (students own the copyright of their work, just as any other author/creator). Therefore, written permission to use these digital works must be obtained by the student.

What if my course activities require student demonstrations or recordings?

The course outline of record for some courses requires students to perform certain activities or demonstrate skills in order to meet course objectives. Examples might include COMS 105: Fundamentals of Public Speaking or SIGN 111: Fingerspelling. In these cases, instructors should strive to disclose to students what will be required before the start of class. This might occur via the instructor orientation letter, printed comments in the schedule of classes, and/or a department or instructor website.

How do I obtain written consent from a student?

To obtain written FERPA consent from students for instructional video recordings, see Appendix 1 below. Please retain the consent form so long as you intend to use the recording.

How do I accommodate students with disabilities who need to view a recording of class with captions?

Plan your class session so that you are recording only the parts of class that show you or your instructional material.

Also, note that not all live class sessions need to be captioned. The state Chancellor’s Office clarified responsibilities for meeting the needs of students with disabilities in Memorandum ES 20-16. Live class sessions need to be captioned when a student is present who has an Academic Accommodation Plan developed with DESP that identifies captions as an accommodation.

Even if there’s no student with disabilities, all pre-recorded videos do need to be captioned, in order to make them accessible to all students (aka Section 508 compliance).

Some students will have developed an Academic Accommodation Plan with DESP that identifies specific accommodations. For questions about how to support students with disabilities at College of the Canyons, please contact DESP.

What are some teaching tips when using Zoom?

What if I have questions or suggestions about the information here?

Please contact Dean of WVC Online Program:

Raymond J. Gamba, Ph.D.

Raymond J. Gamba, Ph.D.

Social Science
Dean

(408) 741-2116
raymond.gamba@westvalley.edu
Social Science Division, Dean's Office

Last Updated 1/6/21