Instructional Development recognizes three methods for scheduling zoom meetings in GauchoSpace and lists them in order of preference here.
This is method three of three.
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To schedule meetings on Zoom:
- Launch the application and select the blue Schedule icon on the Zoom Home tab.
- This will open the Schedule Meeting window where you will set some of the meeting options:
- Topic - Title of the meeting.
- Date - Date and time that meeting is set for.
- Recurring meeting - No specific date or time is set. The meeting can be initiated at any instance, for multiple occurrences. The session will re-use the same meeting link, ID number, and meeting settings every time. It is recommended that you set your meetings for synchronous courses as recurring so you can post one link at the beginning of the quarter and have students navigate to the same link every class meeting.
- Meeting ID - You can select to have Zoom automatically generate a random Meeting ID number for your session or utilize your Personal Meeting ID. It is recommended you generate a new ID for each individual meeting.
- Password - Secure your meetings by setting a password. Users with the link will be required to enter this password before being allowed to join the session.
- Video - Select whether you want the webcam video feeds ON or OFF for both the Host (yourself) and the Participants (students), when initially joining.
- Audio - Select how participants may join their audio connection to the meeting. Participants can “phone-in” to a meeting if their device does not have a suitable speaker or microphone. It is recommended you leave this setting as Telephone and Computer Audio.
- Calendar - You can port over meeting details into your calendar client and have events automatically scheduled for meetings set during specific dates and times. It is recommended you connect with your Google Calendar account. If you would rather not connect to a calendar service, select Other Calendars.
- Advanced Options - Select the drop-down menu to view more meeting options.
- Enable Waiting Room - Users are placed in a virtual “waiting room” before joining the meeting. The host can then choose to admit participants individually or admit all those in the waiting room at once. It is recommended you use this feature for your virtual office hours. This setting allows you to screen each person that attempts to join your meeting. For more information on Waiting Rooms, see here.
- Enable join before host - Allows participants to join a meeting session before it is initiated by the host. Users will receive a message stating that the meeting has not started yet and to wait for the Host.
- Mute participants upon entry - This will mute all participants immediately after joining the session. Users will be able to un-mute themselves after joining.
- Only authenticated users can join: sign in to Zoom - This security setting will admit users into a meeting only if they are logged into a personal Zoom account. Guests that are not signed into a UCSB Zoom account or otherwise will not be able to join.
- Automatically record meeting on the local computer - A recording of the entire meeting will be saved onto the Host’s computer at the conclusion of the meeting.
- Alternative Hosts - Enter the email address of other Zoom users to designate them as an alternative host for this meeting. Alternative hosts can initiate meetings on behalf of the primary host. If both the main host and an alternative host are present in a meeting, the alternative host will be assigned as a co-host.
- When you have all the meeting options set, select Schedule.
- You will be presented with a confirmation page displaying the meeting invitation. You can copy the entire invitation and paste the details wherever you need it. You can also just highlight and copy the main details (meeting invitation link + ID number) and send a simplified invitation:
- If you need to access the meeting invitation again, make edits to your meeting details, or finally launch the meeting, open the Zoom application on your desktop and navigate to the Meetings tab. Select the meeting you wish to view from your list of meetings and you’ll see the options on the right-hand side (Start, Copy Invitation, Edit, Delete, Show Meeting Invitation).
To provide the meeting details to your students:
- It is recommended that you post your Zoom meeting details on your GauchoSpace course page so that your students will have easy and secure access to it. Since your course page is only available to enrolled students, the meeting details can only be retrieved by authenticated users. Navigate to your course page on GauchoSpace and Turn Editing On for the course site.
- Find a suitable section to place the URL link on your course page. It can be placed at the top of the page under Instructor Announcements or placed under a specified week. Click the Add activity or resource link and then select the URL option in the next window.
- GauchoSpace will open a new page titled Adding a new URL, where you will manually enter the meeting details from your scheduled Zoom session. Create a title for your URL link (this will be the clickable hyperlink) in the Name textbox. Under External URL, paste only the Zoom meeting link from your invitation. Below the Description, you can paste the rest of the auto-generated invitation from Zoom or you can provide important session details yourself, such as: the meeting ID number, relevant passwords, or meeting days and times. If you would like the text in the Description box to appear on the home page, select the checkbox: Display description on course page. Click Save at the bottom of the page and you’re set.
- Your Zoom meeting link will appear on your GauchoSpace course page as a clickable hyperlink that will automatically join students to your meeting (after it has been initiated by the Host). If you provided a description, it will be displayed below the hyperlink.
- If you are teaching your course synchronously through Zoom, it is recommended that you create one link for each course/section you are teaching. You do not have to create new links for every week or every meeting session. Unless you delete your meeting from your Zoom account, the same link and meeting details can be re-used for the entire quarter. If you have a guest lecturer instance or a special one-time meeting, you can set up a new link if you wish to differentiate between your recurring and one-off meetings. Just remember that only enrolled students will have access to your GauchoSpace course page. The same concept applies to office hours. A separate meeting can be created for the quarter and serve as your recurring office hours link.