Instructor Zoom Information

Zoom enables you to host audio/video web conference meetings directly from your desktop, laptop, or UR Courses class site. Hosts can schedule and invite students and others from outside the University community to attend meetings.

• Zoom includes features such as multiple screen-sharing, host and participation tools, chat, and options for saving the recording at the end of the meeting.
• In addition to desktop software for PCs (Windows, Linux, or Mac), apps are also available for iOS and Android devices.
• When you access a Zoom web link for the first time, if Zoom is not already installed on the device you are using, it will prompt you to download and install the Zoom software.
• Most laptops have a webcam, speaker, and microphone built-in. Zoom can also be used on mobile phones and tablets. If you need to use a desktop computer and you do not have a webcam on your system, it is possible to connect by phone, but long-distance charges will apply.
• The importance of a good quality headset and microphone, and a suitable location with appropriate lighting should all be considered when broadcasting.

When employee accounts are set up for University of Regina Faculty and Staff, a basic Zoom Account is created for them. 

1. Go to https://uregina-ca.zoom.us
2. Click "Sign in"
3. Enter your email address as First.Last@uregina.ca
   Note: If that account is not valid, try using the format username@uregina.ca
4. If you do not know the password for your Zoom account, click 'Forgot?' in the password field, to have a password reset link sent to your email address.

To easily integrate Zoom into a UR Courses class:

1. Login to UR Courses and access the course.
2. Turn editing on by clicking the Edit gear icon at top right corner.
3. In the section you wish to add Zoom, click 'Add an activity or resource'
4. Click the 'Activities' tab.
5. Click 'Zoom meeting'
6. Adjust the meeting detail settings.
7. Select 'Save and return to course' or 'Save and display'

For more detailed instructions, view the Zoom Integration resource information in the online UR Courses instructor guide.

Notes:

• If recording, ensure you are in compliance with the Privacy Guidelines for Recording Zoom Lectures
• You can create reoccurring Zoom meetings without set dates to start.
• Make sure you create a unique reoccurring link for each of your courses. The 'Waiting Room' is automatically enabled. If you set your Zoom meeting to 'join before host,' students can use your Zoom link at any time even if you are not present.
• You may want to create a unique Zoom link for reoccurring office hours. The 'Waiting Room' is automatically enabled to avoid students popping in randomly.
• If you integrate Zoom in to UR Courses as an activity, then students have to log in to UR Courses, and you will be able to see their real names.
• Passcodes or a waiting room are required to ensure security.
  • You have the option to create a passcode, or enable the 'Waiting Room.'
  • If you created a passcode, make sure to provide the full Zoom meeting link to your students. The passcode is automatically included in the Zoom link, so you do not need to send the students an actual separate passcode.
  • If you enable the 'Waiting Room,' no passcode is required.
• Information on recommended Zoom security settings is available on the Information Services Security website.

Note: UR Courses has been configured to automatically upgrade your account to a Licensed version to allow for unlimited time for meetings and up to 500 attendees.

Within your Zoom account, you can schedule and host meetings yourself for any existing class times.

• Instructions on scheduling Zoom meetings can be found in TTS manuals in UR Source.
• Link to Zoom meetings can be added to your UR Courses page
• Class meetings should be scheduled within the bounds of the usual class time in order to avoid any conflicts for students.
• Basic personal Zoom accounts only allow for meetings with unlimited time with up to 500 attendees.
• For security, Zoom meetings require that a passcode be used, or that the 'waiting room' feature is enabled. 
  • View the information on recommended Zoom security settings on the Information Services security website.

• To ensure your Zoom account is configured securely, please view the Security Advisory for recommended Zoom settings.
• Also, you can watch a Recommended Settings video on how to secure Zoom meetings.

• Privacy Guidelines for Recording Zoom Lectures
• UR Courses Zoom Guide (Flexible Learning)
• Video Tutorials on using various Zoom features - playlist  
• Adding the Zoom plugin as as Activity in UR Courses
• U of R Zoom Manuals and Videos on the Technology Learning Centre (TTS) site
• Zoom.us Video Support Tutorials
• Zoom Support site
• Installing Zoom (video)

• If you have any audio problems when connected to Zoom from a computer, mute your computer audio and also connect to the same meeting on your mobile phone or tablet.
• Zoom works well on mobile devices, as the audio will come through your phone to you and others will be able to hear you speaking.
• You can be connected to the same Zoom meeting with more than one device, so you can keep your computer connected as well for screen viewing and sharing.

• If you have a slower internet connection, try turning off Video and using audio only.
• It is not ideal, but may help you to remain connected to the meeting without freezing.

• If you need to record, select Cloud Recording, which will save the recording securely on Zoom servers, and provide a link in your Zoom online profile under 'recordings'.
• Students do not need to create a Zoom account to access the meeting and/or recording.

To Record a Zoom Meeting/Lecture:

1. Click the Record button at the bottom centre of the Zoom meeting window
2. Select 'cloud recording' if prompted
3. Participants will hear an audio message that the meeting is being recording
4. Participants will receive a pop-up message, advising that the meeting is being recorded, and need to either click 'continue' to consent to being recorded or 'leave meeting'
5. Recording can be Paused and resumed by clicking the Pause button during the meeting
6. To end the recording, click the Record button again or end the meeting
   1. A message will advise that the recording will be processed and made available in Zoom
   2. You will receive an email when the Zoom recording has been processed and is available

When a Zoom recording is processed and available, you will receive an email with information on the recording, including links to the recording.

You can also access Zoom recording links by logging into Zoom online. 

1. Sign in to Zoom online at https://uregina-ca.zoom.us/profile
2. Click 'Recordings' in the left side menu (under the 'Personal' heading)
3. Locate the desired recording
4. Click the Recording name
5. Click 'Copy Shareable Link' to save the link to the clipboard
   OR Click 'Download' to download the recording files to your local computer
6. Shareable Link can be added to UR Courses as a URL that will embed the video into UR Courses by using the Multimedia Filter. The filter will replace the link with an embedded player.
   OR Downloaded Recording can be uploaded to My Media

Note: If sharing a Zoom recording, ensure you are in compliance with the Privacy Guidelines for Recording Zoom Lectures

Designate an Alternative Host ahead of time:

• When you schedule a new meeting, there is an option to add an "Alternative Host".
• Add the alternative host's Zoom account email address in the "Alternative Host" field directly above the SAVE button near the bottom.
• The Alternative host account must be Licensed, as they have the ability to start the meeting even if the Host is not present.

Transfer Host during a meeting in progress:

1. During the meeting, open the Participants list (click 'Participants' in middle of Zoom menu bar)
2. Hover your mouse pointer over the selected participant
3. Click "More" on the menu to right side of the participant's name
4. Click "Make Host" to transfer host privileges to the user
   Note: The new host account does not need to be a Licensed account, as the meeting is already underway.

Provide Host Key for a user to be an Alternate Host of a meeting on your account: 

Users with the Host Key for the meeting can use the 'Claim Host' option to exercise host privileges during a Zoom Meeting. Your Host Key can be found in Zoom, in the 'Profile' section.

1. Log in to Zoom online at https://uregina-ca.zoom.us
2. Click Profile at top right
3. Scroll down to 'Host key' section
4. Click 'Show'
5. Share the host key with the user

Instructions for using Zoom Breakout Rooms are available on the TTS U of R Software manuals page in UR Source (you may be prompted to login to access the instructions).

The University of Regina provides virtual zoom backgrounds for background use in a Zoom meeting. Information and instructions on changing your background is provided on the linked page. You can also upload your personal images to use as a Virtual Background. 

Note: You may be prompted to login, to access the page and background images.