Zoom Instructor Guide

Zoom logo

Zoom is a ​video/audio web-conferencing and collaboration tool that lets you meet with students in real time. ​Through Zoom you can do many classroom activities: present using whiteboards, share screens and resources, interact by voice or text chats, enable group discussion, and administer polls. Like Collaborate Ultra, Zoom can work in Canvas, but it can also accommodate large numbers of participants and show multiple video feeds at once.

In response to COVID-19, UBC is setting up institutional accounts for instructors to use that include more robust features than a free Zoom account.

Cost Free
Bandwidth High demand
Canvas Integration Works within Canvas
Privacy Zoom is FIPPA compliant if you abide by guidance from UBC Legal, as noted below
Similar UBC-Supported Tools Collaborate Ultra is also centrally supported

What can I use it for?

You can use Zoom for numerous types of real-time interactions:

  • Lectures
  • Office hours
  • Group work
  • Student presentations
  • Oral exams
  • Exam invigilation

The lecture sessions can be recorded to make them available after the real-time event, as long as you keep and share them securely.

What to know about Zoom

As of July 5, 2020, UBC’s institutional Zoom account transitioned from U.S.-based hosting to Canadian-based hosting. This means no data about you or your students will be stored on servers outside of Canada, provided that your Zoom session is created and hosted by a UBC Zoom user. All data from these sessions will flow through Zoom’s Canadian data centre, regardless of whether any participants are logged in to non-UBC Zoom accounts or not. UBC has also conducted its own privacy assessment to confirm Zoom does meet the university’s other requirements for a teaching and learning tool.

Note that Zoom is FIPPA compliant only if you abide by guidance from UBC Legal: You cannot require students to create free Zoom accounts, as free Zoom accounts are outside of UBC’s educational license and still hosted on U.S.-based servers. In storing and sharing lecture recordings, you must also follow UBC’s security requirements and FIPPA to keep recordings confidential and secure.

What do I need to use Zoom?

A UBC Zoom account

You will need to request a UBC Zoom account from UBC IT, as outlined in the instructions below.

The Zoom application

Although Zoom has a web interface for some features, you will have to install the Zoom application on your computer to run the sessions.

Audio/visual equipment

Web-conferencing uses a microphone and a webcam.

Tips

  • Using a UBC Zoom account allows you to host FIPPA-compliant sessions and gives you access to more features than a free Zoom account, like running longer sessions.
  • Students do not need an account of their own to use Zoom and can be instructed to join sessions by clicking the session link.
  • You can use UBC’s closed-captioning tool for Zoom to add real-time closed captioning of instructor audio to any session.

How do I use Zoom?

You first need to request a UBC Zoom account, then install the Zoom application to run sessions. To use Zoom in Canvas, you will also need to turn it on in your Canvas course, in order to give everyone access to this shared space for real-time interactions.

Click any bar below for instructions and tips for using Zoom.

Request a UBC Zoom account and install Zoom

  1. Email your helpdesk and request an account. If you will be using Zoom with 300 or more students, please also note the class size to enable support for more participants.
    • For instructors and staff outside the Faculty of Medicine at UBC Vancouver:
      Email the UBC IT Audio/Visual Helpdesk at av.helpdesk@ubc.ca with:

      • Your UBC email address
      • Your Faculty / School / department
    • For Faculty of Medicine instructors and staff at UBC Vancouver:
    • For instructors and staff based at UBC Okanagan: Visit the UBCO IT Helpdesk and log in with your Novell credentials:
      • Choose Enter a Ticket.
      • Choose Request Something New.
      • Choose Other and request a Zoom account.
  2. Upon approval, you’ll receive an email. Click Activate Your Zoom Account in this email.
  3. You may be asked to verify your date of birth to confirm that you are at least 16 years old. This is due to Zoom’s security measures for educational licenses.
  4. In the webpage that opens for activating, click Sign Up With A Password.
  5. Fill in your first and last name, create a password (please use something different than your CWL), and click Continue. You now have a UBC Zoom account.
  6. The Zoom application should automatically download for you to install. If it doesn't, go to zoom.us/download, and click Download under "Zoom Client for Meetings".
  7. Open the Zoom installer that downloads, and follow the steps to install the application.

Tips

  • Zoom is not integrated with your UBC CWL in any way, even when you use the institutional license. This is why your Zoom password should not match your CWL.
  • If you have an existing Zoom account, you will be prompted to approve moving it into UBC's account. Contact your helpdesk if you have an concerns about doing so.
  • To schedule meetings from your Outlook calendar, download the Outlook add-in from the downloads page when installing Zoom.

Schedule a real-time lecture with Zoom

  1. To schedule Zoom lectures that students will access through Canvas, log in to your Canvas course, and click Settings in the Course Navigation.
  2. Click the Navigation tab.
  3. Find the Zoom menu item, click the options menu (the 3 vertical dots), and choose Enable.
  4. Save your setting changes.
  5. Click Zoom where it now appears in the Course Navigation.
    • If you see an error, follow the steps for creating a UBC account in the accordion above. Note that your UBC Zoom account must match the default email address for your Canvas account.
  6. Create a new meeting by clicking Schedule a New Meeting.
  7. Enter in the topic, date/time, and adjust any other settings. To increase security here, you can do the following:
    • Click the Waiting Room checkbox. The waiting room is like a virtual hallway outside your classroom, where each student waits alone to enter.
    • Don’t enable joining before the host in “Meeting Options”, as this means students can enter the session before you arrive.
  8. Click Save.
    • Once you save, you can optionally add question polls for your session at the bottom of the screen by editing then uploading the Zoom poll template. Polls can also be added using the Zoom web interface or added on-the-fly during the session.
  9. You and your students will see this session in the "Upcoming Meetings" tab in the Zoom area of the course. Note that the meetings students see will only be ones you've scheduled through Canvas using the process above.
  1. To schedule Zoom lectures that students don't use Canvas to access, go to zoom.us/meeting and sign in to your Zoom account, if you are not signed in already.
    • If you don't have an account, follow the steps for creating a UBC account in the accordion above.
  2. Click Schedule a Meeting at the top.
  3. Enter in the topic, date/time, and adjust any other settings. To increase security here, you can do any of the following:
    • Click the Waiting Room checkbox. The waiting room is like a virtual hallway outside your classroom, where each student waits alone to enter.
    • Don’t enable joining before the host in “Meeting Options”, as this means students can enter the session before you arrive.
  4. Click Save.
    • On this page, you can optionally create question polls for your session by scrolling to the bottom of the page and clicking Add. Polls can also be added on-the-fly during the session.
  5. Open the Zoom application on your computer, and sign in with your Zoom account, if you are not signed in already.
  6. Click the Meetings icon at the top, if it is not selected already.
  7. Click the Copy Invitation button next to the session. Paste this into a message to send to students.
  8. Use one of the options for securely sharing this information when you distribute to your class.

Tips

  • Passcodes are now mandatory for all new meetings scheduled with UBC accounts. Existing meetings will not be affected, but for increased security it is recommended that you edit any existing meetings and enable a passcode.
  • By default, sessions scheduled in Canvas do not display a dial-in number. To share one, you can click the name for any upcoming meeting, then click the “Copy invitation” link and paste this into a Canvas announcement.
  • For students to automatically see Zoom sessions in your Canvas course, you must either schedule them in Canvas or import them, if you schedule them outside of Canvas. To import sessions, go to the Zoom area of your Canvas course, click the 3 vertical dots next to the schedule button, and select "Import meeting". You will need to have the meeting IDs for any sessions you want to import.
  • If your class has more than 100 students, you may wish to disable the waiting room to save time admitting them individually. As long as you keep joining before the host disabled, students will not be able to enter the session before you.
  • You can enable a chime to play when students enter the session and disable the chime once your session has started.

Prepare for your lecture session

  • Find a private, quiet, well-lit room to avoid interruptions or distractions.
  • Wear plain and neutral-coloured clothing. Clothes with strong detailing such as plaid shirts can create distortions in the video and remove visual detail from your face.
  • Use an external microphone (one that you plug into your computer) to help improve the audio quality of your presentation. Ideally, use headphones with a built-in microphone.
  • Avoid pointing your camera directly at a light source or you will likely appear silhouetted. Instead, sit with the light shining on you directly or at an angle. Make sure there is nothing behind you that will be distracting or revealing for students to see. Or use the Zoom virtual background feature, which replaces your background with an image or video.
  • Test your audio and video beforehand. Also ask students to go to zoom.us/test ahead of time to test their connection, microphone, and camera.
  • Get someone (e.g., a teaching assistant) who can help moderate during the lecture to monitor chat questions and handle technical troubleshooting with students.

Tips

  • Review the 3-minute lecture recording tips video provided by UBC Studios.
  • Help your students feel prepared too. Share UBC's Zoom Student guide with them and ensure they understand their options for participation.
  • Share your online etiquette and expectations of students during lectures. This should include setting basic communication protocol, e.g., how students should ask and respond to questions.
  • Keep in mind some students may have bandwidth limitations. You may need to rely less on high-bandwidth tools such as screen-sharing and provide lecture materials ahead of time instead of providing them for download during lecture.

Run a real-time lecture with Zoom

  1. To include real-time closed captioning of instructor audio, open UBC’s closed-captioning tool for Zoom in a new browser window or tab and sign in with your CWL. You will need to keep the tool open throughout your lecture for it to work.
  2. Access your scheduled session:
    • If you scheduled using Canvas, log in to your Canvas course, and click Zoom in the Course Navigation.
    • If you scheduled using Zoom, open the Zoom application on your computer and sign in, if you haven’t already. Click the Meetings icon at the top.
  3. Click Start for the session. You will be prompted to join immediately or test your speaker and microphone first. When you are ready, join.
  4. If you are using UBC's closed-captioning tool, follow the instructions in the open browser window or tab to start the captioning.
  5. During the lecture, you can share your video and audio using the menu at the bottom of the screen. You'll also find options there for other features:
    • Security: Click the Security icon to lock the room so no new participants can join (highly recommended after you start the lecture), turn screen sharing on for participants, and more.
    • Controlling participation: Click the Participants icon to manage participants, including removing them, renaming them, muting their microphones, and stopping their shared video.
    • Chatting: Click the Chat icon to open the text chat panel. Use the 3 horizontal dots to choose whether to write to all meeting attendees or to individuals.
    • Screen sharing: Click the Share Screen icon to share your desktop or specific windows and applications. To play a video, click the Optimize Screen Share for Video Clip checkbox on the pop-up screen that appears before sharing. This option will share your screen at a better resolution and include your computer audio.
    • Breakout rooms: Click the Breakout Rooms icon to divide/assign students to rooms for participating in smaller group discussions.
  6. If you are recording the session, an automated voice will let students know when recording begins, so they are aware that any participation will be recorded as well.
  7. To start recording, click the Record icon at the bottom of the screen. Choose whether you want to record the session on your computer or to the Zoom cloud (to store it online). To pause the recording, click the pause icon on the bottom of the screen. To stop the recording, click the stop icon.
    • For cloud recordings, a pop-up will ask if you want to stop recording. Click Stop Recording.
  8. To end the session, click End at the bottom right of the screen. This button will give you options for ending the session.
  9. If you recorded the session, you will be able to access the recording depending on where you chose to record it:
    • For cloud recordings: You will receive an email notification when the cloud recording is ready, with a shareable link and password you can send to students.
    • For cloud recordings scheduled through Canvas: Log in to your Canvas course, and click Zoom in the Course Navigation. Click the Cloud Recordings tab to view recordings. Move the publish toggle to on (blue) for any recording to let students also see it.
    • For local recordings: When you end the session, Zoom will convert the recording and then open the folder it is stored in on your computer.

Tips

    • Disconnect from any Virtual Private Network (VPN), if your lecture does not require access to other systems over the VPN. Zoom sessions do not require nor benefit from using a VPN.
    • If you experience lag time when hosting, try turning off your video momentarily, if you can.
    • Remember to unlock your meeting room (using the Security icon) if students are experiencing connection issues, as this will allow them to rejoin.
    • Look at the camera to create eye contact with your students. This helps foster a more personal connection.
    • Ask students to mute their microphones unless they are asking questions or responding. This reduces interruptions, echoes, and background noise.
    • Utilize your options for increasing interactivity:
      • Invite collaboration with the whiteboard or annotating feature for documents you show with screen sharing.
      • Ask students to respond using emoticons or text in the chat.
      • Use the polling feature (similar to iClicker) to get opinions or check student understanding of the topic.
      • Divide the class into smaller groups for discussions using breakout room (note that this feature is only available for sessions under 500 students).
    • Learn the difference between host and co-host roles during sessions, if you're not sure who can do what actions in Zoom.
    • Understand local recording in Zoom, if you plan to record your lectures.
    • If you use cloud recording, Zoom will email you a link after the session, so you can download the recording. You can also access your cloud recordings in the Zoom web interface and in the Zoom application on your computer.
    • If you don't plan to share recordings outside the course, students do not need to sign consent forms before recording. However, if you will share recordings outside the course, you need to obtain consent first. Contact us for more information.

Understand breakout rooms in Zoom

Breakout rooms allow you to split your main session into separate, smaller sessions so students can interact in groups. You can assign the smaller rooms manually, let Zoom choose automatically, or let students self-assign into rooms you have set up, and you can switch between the rooms at any time. Inside these rooms, all participants will be allowed to share audio, video, slides, whiteboards, and screens with just their smaller group.

Breakout room limitations

Before using breakout rooms in a lecture, it's important to know their limitations:

  • The number of available rooms is determined by the overall number of students in your lecture. These limitations also apply if you are using a Zoom large meeting license.
    • For sessions with 200 participants or fewer, 50 breakout rooms are allowed.
    • For 201-400 participants, 30 rooms are allowed.
    • For 401-500 participants, 20 breakout rooms are allowed.
  • You must use the Zoom desktop application when running your session, to see how students are assigned to the breakout rooms. Using a mobile application will not work.
  • Only the meeting host is able to assign students to the breakout rooms, so make sure you are the host or that the host (e.g., a teaching assistant) knows how to do this.

Self-selected breakout room limitations

Using self-selected breakout rooms have additional limitations:

  • To allow participants to choose their rooms, the meeting host (e.g., you or a teaching assistant) and your students must install version 5.3.0 of the desktop Zoom application. Anyone with an older version will not see this feature or have the ability to move between breakout rooms. To update to the latest version, you can click the profile icon in the upper right corner of the desktop application, and select “Check for Updates”.
  • Students will need to use the Zoom desktop application to join the lecture. Self-selected breakout rooms will not work for them in the mobile application.

Preassigned breakout room limitations

We recommend using breakout rooms on-the-fly, since Zoom gives you the option to automatically or manually create groups (or let students choose groups) as you are running the session. However, if you want to pre-assign students to breakout rooms (meaning you set up the groups ahead of time), please be aware of these additional limitations.

  • You are capped at a maximum of 200 participants split into 50 breakout rooms when using pre-assigned rooms. There is no support for this feature in larger courses.
  • You will need approval from your Faculty or department to use pre-assigned breakout rooms, based on an academic need. Upon approval, your Faculty or department should provide you with a process for gathering the student information required to pre-assign students to rooms. Contact us to learn more about this requirement, if you have not received instructions.
  • Every student in your course will need to have activated Zoom account. Your Faculty or department should also tell you how to handle this with your students.
  • Students will need to log in to their Zoom accounts and use the Zoom desktop application to join the lecture. Pre-assigned breakout rooms will not work for them in the mobile application.
  • Only the person who schedules the Zoom session can pre-assign the students to rooms. If you have someone else (e.g., a teaching assistant) schedule your lecture sessions, make sure that person knows how to do this.
  • The same pre-assigned breakout rooms must be applied to all session occurrences, if you use a recurring Zoom session for your lectures. To use different pre-assignments (different groups), you will need to create separate Zoom sessions for each lecture.

Use breakout rooms during a real-time lecture with Zoom

Breakout rooms allow you to split your main session into separate, smaller sessions so students can interact in groups. Below are steps for running breakout rooms on-the-fly in a session. You can read more about limitations of breakout rooms and details on using preassigned breakout rooms (where the groups are set up ahead of time) in the section above.

  1. In your active session, click the Breakout Rooms icon at the bottom of your screen to assign students to breakout rooms.
    • Depending on the size of your screen, you may need to click More first to see this option.
  2. Select the number of rooms you would like to create and how you would like to assign your participants to those rooms:
    • Assign automatically: Zoom will split your students up evenly into each of the rooms.
    • Assign manually: You will choose which students are in each room.
    • Let participants choose room: You will set up empty rooms, and students select one to join.
  3. Click Create. Your breakout rooms will be created but not yet open to students.
  4. Adjust your room settings as needed, including manually assigning students, and renaming, adding, or deleting rooms.
  5. Click the options cog icon to manage settings for breakout rooms, including allowing students to return to the main session and automatically closing the breakout rooms after a set time.
  6. When you are ready to start your breakout rooms, click Open All Rooms. All participants will be moved or prompted to move into their respective rooms.

Tips

  • Breakout rooms are versatile private spaces that may be used in other ways, such as virtual office hours, one-on-one meetings, or exam invigilation.
  • Anyone not assigned to a breakout room will remain in the main session when the rooms are started, including you as the host.
  • Options available to you as a host during breakout rooms include:
    • Joining any breakout room, returning to the main session, or switching to another room.
    • Closing all breakout rooms, which will by default show a 60-second countdown to everyone before returning them to the main session.
    • Seeing if any students have requested help in their breakout room, which they can do by clicking an ask for help option.
    • Broadcasting a message to all breakout rooms (e.g., share a question you'd like the groups to discuss).
  • Zoom support provides more detailed information on enabling breakout rooms and managing breakout rooms.

Ask poll questions during a real-time lecture with Zoom

The polling feature allows you to create multiple-choice questions (you decide whether students select one or several of the options presented) and then gather responses from your class during live lectures. You can create one or more polls ahead of time or during a session. You can also export results after the session.

Create a poll

  1. If you are creating a poll ahead of time:
    • Go to zoom.us/meeting and sign in, if you haven't already.
    • If you don't see any sessions, follow the steps in the accordion above for scheduling a real-time lecture.
    • Click the meeting you wish to add a poll to.
    • Scroll to the bottom of the page. Click Add to create a poll.
  2. If you are creating a poll during a session:
    • Click the Polling icon at the bottom of the screen.
    • Click Add a Question.
  3. Set the poll options:
    • Enter a title, choose whether you want students to answer anonymously, and add the question and answers.
    • Select if you want the question to be "single choice" (students choose one answer) or "multiple choice" (students can choose multiple answers).
  4. If you would like to add another question to this poll, click Add a Question.
  5. When you are finished, click Save.
  6. You can add more polls by repeating steps 2-5 or manage existing polls at the bottom of the page that loads after you save.

Launch a poll

  1. In your active session, click the Polling icon at the bottom of the screen.
  2. Select the poll you would like to launch from the drop-down at the top. (This drop-down will only appear if you have more than one poll.)
  3. Click Launch Poll.
  4. Students will be prompted to answer the question and you will be able to see the results as they come in. Click End Poll to stop collecting responses.
  5. If you would like to share the results with students, click Share Results. When you are done, click Stop Sharing.

Tips

  • Only the person who schedules the Zoom session can create or edit polls for that session, although the polls can be launched by any co-hosts or alternative hosts. So if you want to use polls and you have someone else (e.g., a teaching assistant) schedule your lecture sessions, make sure that person knows to include them.
  • You can download a report of the poll results after the session. When viewing the report, note that you will either see the names students provided when they joined the session or, if the poll was anonymous, "anonymous" as the student name.
  • You are limited to a maximum of 25 polls in Zoom for a single session.

Invigilate exams with Zoom

If you have a sufficient number of teaching team members/invigilators to provide exam presence, you could consider setting up breakout rooms during an online session in Zoom. You and your team can continuously or periodically monitor the live stream of all students' webcams in each room and answer questions. You can also ask to see students' individual screens and photo identification.

Different settings should be used for a Zoom invigilation session than for a real-time lecture. These are specified below.

Schedule an exam

  1. Select a host and co-hosts for the session. The host is the only person who can set up the session, admit students from the waiting room, and create and start the breakout rooms. The co-hosts are the other invigilators who can monitor the rooms.
  2. The host should modify a few default Zoom settings before creating the invigilation session. To do this, go to zoom.us/profile/setting and sign in.
    • Click the Meeting tab and set the following:
      • Disable the ‘Private chat’ toggle, so students cannot send private messages to one another.
      • Enable the ‘Always show meeting control toolbar’ toggle, so the host and co-hosts have quick access to the meeting controls.
      • Disable the ‘Remote control’ toggle, to prevent students from controlling each other’s shared screens.
      • Disable the ‘Virtual background’ toggle, so students cannot hide what is in their background.
    • Click the Telephone tab and set the following:
      • Enable the ‘Mask phone number in the participant list’ toggle, to hide the phone numbers of students who join by dialling in.
  3. The host should double-check their ability to schedule exams for the class size, by clicking Profile in the left-hand menu of the Zoom website. If the number under “Capacity” will not meet the needs of your course, contact av.helpdesk@ubc.ca.
  4. The host should schedule the meeting, using the steps outlined in the earlier section for scheduling a real-time lecture, with exam-specific adjustments:
    • The start time: Set this at least 30 minutes before the exam start time.
    • The duration: Allow the 30-minute buffer at the start and possibly additional time at the end, in case students encounter technical difficulties.
    • A waiting room: Enable this setting to better control and know who joins the session and when.
  5. Let your students know to join the exam at least 15 minutes early to make sure everything is working.
    • Additionally, tell students to register the name they will use when joining Zoom, if they will not be comfortable using their real name.

Run an exam

  1. The host should start the exam 30 minutes before the official start time, and the co-hosts should join the meeting at least 20 minutes early.
    • The host and co-hosts should also join or have access to another space to communicate privately outside of Zoom, e.g., a channel in Microsoft Teams.
  2. The host should disable chatting class-wide in the main session, by clicking the Chat icon at the bottom of the Zoom desktop application, then clicking the three dots in the chat window and selecting Host only.
    • Students will still have the ability to chat with everyone in their breakout room, and co-hosts should keep an eye out for chat questions while in those rooms.
  3. The host needs to give co-hosts the correct status in Zoom, by clicking the Participants icon, then hovering over each co-host name, clicking More, and selecting Make Co-Host.
  4. The host or a co-host can monitor students as they start joining, by clicking the Participants icon. If you are using a waiting room, use this icon to admit students individually or admit everyone at once.
  5. Once most of your students have joined the session, the host can follow the steps outlined in the earlier section for using breakout rooms, with exam-specific adjustments:
    • Assigning co-hosts: Zoom does not evenly distribute co-hosts when automatically assigning rooms, so the host will need to make manual adjustments to ensure each room has a co-host.
    • Setting options: Check the option to move all participants into breakout rooms automatically (so students don’t need to do anything additional to start their exam) and to allow participants to return to the main session at any time (so students can leave to ask questions).
  6. Once rooms are open and students in them, the host can manually assign any latecomers by clicking the Participants icon, clicking the Assign To option next to the student’s name, and selecting the room.
  7. All invigilators can click Gallery View in the upper right corner of the Zoom desktop application to see multiple video feeds at once. Any video feeds that don’t fit will be displayed on additional pages.
  8. Take attendance and verify student IDs.
  9. Make sure students know where to access the exam, how to ask for help during the exam, when the exam will end, and what to do if they finish the exam early. Then start the exam.
  10. Once the exam has started, the invigilators will monitor for questions and academic integrity. Note that co-hosts will need to coordinate with the host to have themselves or their students moved in and out of breakout rooms (e.g., to follow up on a question with a student or to ask to see a student’s screen).
  11. When the exam end is nearing, the host can send messages with the time remaining to all the breakout rooms by clicking the Breakout Rooms icon and then clicking Broadcast Message to All.
  12. When the exam is finished, the host can click Close All Rooms to return students to the main session.

Tips

  • Use your waiting room to control attendance and identity verification. A designated co-host can admit each student individually, mark them down, and ask to see their ID.
  • Create an extra, empty breakout room to have a private space the host can move co-hosts and students in and out of, to accommodate anyone who wants to ask private questions or privately share their screen. This room can also be used to check student IDs.
  • When verifying IDs, tell students to cover the first four digits of their student number to protect their privacy, especially if you are in a room where other students can see.
  • You can download a class list with photo identifications from the Faculty Service Centre, if your class is too big to recognize students on sight.
  • Instruct students to keep their microphones off during the exam, unless asked a question directly. Background noises can be distracting for others in the room.
  • You can request individual students turn on their video, if they forget, by clicking the “More” beside their name and selecting “Ask to start video”. The student will receive a pop-up notification with your request.
  • Do a practice exam by scheduling a Zoom meeting to test this process with students prior to the exam, so everyone knows what to expect before the stakes are high.
  • Have a contingency plan in place for any students who experience technical difficulties with joining the session, maintaining a stable Internet connection, or showing their video.
  • If you wish to use recording, know that only cloud recording is allowed and breakout rooms are not recommended for the invigilation, as recording within them comes with constraints. Instead, record in the main Zoom session or consider an alternative remote proctoring approach like Proctorio.

Keep your real-time lecture secure with Zoom

You may have heard of people disrupting or "bombing" Zoom sessions. To protect your lecture and increase security:

When scheduling your lecture

  1. Don't use your Personal Meeting ID (PMI) to host the session. Your PMI is a persistent session link associated with your account that anyone can pop in and out of at any time.
  2. Follow the recommendations in the instructions above when scheduling sessions to:
    • Prevent students joining before the host (you).
    • Enable a waiting room for any students arriving earlier than the scheduled session time.
  3. Don't share session links or passcodes through public channels, as this allows anyone with the information to attend.

During your session

  1. Lock the virtual classroom after your lecture begins.
  2. Be prepared to remove, mute, or stop video sharing for disruptive participants during the lecture. Consider getting a teaching assistant or other person to help with this moderating.

Where can I get more support with Zoom?

Technical support

If you have trouble with Zoom:

For instructors and staff outside the Faculty of Medicine at UBC Vancouver:
604 822 7956 or av.helpdesk@ubc.ca

For Faculty of Medicine instructors and staff at UBC Vancouver:
1 877 266 0666 or medit.servicedesk@ubc.ca

For instructors and staff based at UBC Okanagan:
250 807 9000 or visit the UBCO IT Helpdesk

For supporting your students:

Learn more


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