Zoom Instructor Guide

Request a UBC Zoom account and install Zoom

1. Contact the helpdesk listed for you below to request a UBC Zoom account. If you will be using Zoom with 300 or more students, please also note the class size so that the helpdesk knows to enable support for more participants.
   • UBC Vancouver outside the Faculty of Medicine:
     • Email the UBC IT Audio/Visual (A/V) Helpdesk at av.helpdesk@ubc.ca with your UBC email and your faculty, school, or department.
   • UBC Vancouver Faculty of Medicine:
     • Complete the UBC Zoom account request form.
   • UBC Okanagan:
     • Complete the general IT service request form, selecting "UBC - Okanagan" as the campus and writing "UBC Zoom Account Request" in the description.
2. Once your account is set up, you will receive an activation email. Click Activate Your Zoom Account in this email.
3. You may be asked to confirm that you are at least 16 years old (to meet Zoom’s security measures for educational institution licenses).
4. In the webpage that opens for activation, click Sign up with a Password.
5. Fill in your first and last name, create a password using a different password than your UBC Campus-Wide Login (CWL), and click Continue.
6. The Zoom application should automatically download for you to install.
   • If the application does not download, go to the Zoom download center, and click the Zoom Workplace download button for your system.
7. Open the Zoom installer that downloads and follow the steps to install the application.
8. After you have completed installing Zoom, a pop-up may appear asking if you would like to automatically keep the Zoom application updated. We recommend enabling this option.

Schedule a lecture, exam, or meeting with Zoom

Prepare for your Zoom session

• Find a private, quiet, well-lit room for hosting. Ideally this place is somewhere you will be able to avoid interruptions or distractions for the duration of the session.
• Wear plain and neutral-coloured clothing. Clothes with busy or colourful patterns—such as plaid shirts or bright reds—can create distortions in the video and remove details from your face.
• Use either an external microphone or headphones with a microphone attached. These tools will significantly improve the audio quality from what you can get using your computer's built-in microphone.
• Avoid pointing your camera directly at a light source, as this setup will make you appear as only a silhouette. Instead, sit with the light shining on you either from behind the camera or from an angle at the side.
• Make sure there is nothing behind you that will be distracting or revealing for students to see. If a busy background is unavoidable, test out using the Zoom blurred background feature or Zoom virtual background feature to see if they work on your computer.
• Test your audio and video beforehand. You can use the Zoom test meeting to try out your connection, microphone, and camera in a meeting that includes just you.
• Ask someone to attend the session and provide real-time support (e.g., a teaching assistant). This person can help monitor the Q&A or chat questions and handle technical troubleshooting with students while you teach.

Run a lecture or meeting with Zoom

1. To include real-time closed captioning of your audio, first ensure the option is enabled for your account:
   • Sign in to the "Settings" area of the Zoom web portal with your UBC Zoom account.
   • Under "In Meeting (Advanced)" settings, make sure the Automated captions toggle is turned on (blue).
2. Open the Zoom application on your computer, sign in, and click Meetings at the top.
3. Select the session and click Start to begin it. You will be prompted to join or test your audio first.
4. To see the automated closed captioning as it is applied for you and other participants during the session, click More in the bottom toolbar, select Captions, and then select Show captions.
   • If prompted, set the caption language for the meeting and click Save.
5. If you are using a waiting room, admit students by clicking Participants in the bottom toolbar and selecting Admit all.
6. During the session, you can share your video and audio using the bottom toolbar. You will also find options there for other features (some may be visible only after clicking More):
   • Manage participation: Click Host tools to select options like locking the meeting (so no new participants can join), controlling what participants can share, and suspending all participant activities (i.e., stop all participants from using video, audio, and screen-sharing).
   • Monitor chat: Click Chat to open the text chat panel. In the drop-down, choose whether to write to all session participants or to certain individuals. Use the 3 horizontal dots above the panel to limit which people your participants chat with.
   • Share screens: Click Share to share your whole desktop or a specific window or application. To play a video with audio, check both the Share sound and Optimize for video clip boxes.
   • Facilitate breakout rooms: Click Breakout rooms to assign students to rooms for participating in smaller groups. More details are provided in the accordion section below on using Zoom breakout rooms.
   • Ask questions: Click Polls/quizzes to create and launch questions for your students to answer live during the session. More details are provided in the accordion section below on asking Zoom poll and quiz questions.
7. To start recording, click Record in the bottom toolbar. Choose either to record the session on your computer or to the Zoom cloud (i.e., store it online) by selecting Record on this computer or Record to the cloud.
   • If recordings will be shared only with students in the current term of the course, students do not need to sign consent forms before you record. However, if you plan to share recordings outside the course (or in a different term of the same course), either the students will need to sign consent forms or you will need to edit out any student participation after.
8. To stop the recording, click the square stop icon in the bottom toolbar.
9. To end the session, click End in the bottom toolbar and choose End meeting for all.
10. If you recorded the session, access to the recording depends on where you recorded:
    • For all cloud recordings: You will receive an email notification when the cloud recording is ready. This email will include a shareable link and password that you can send to students.
    • For cloud recordings of Zoom sessions scheduled in or imported into Canvas: You can also share these recordings from within Canvas. Log in to your Canvas course and click Zoom in the Course Navigation. Click the Cloud Recordings tab to view recordings. Turn the Publish toggle on (blue) for any recording to let students see it in their "Cloud Recordings" tab.
    • For recordings on your computer: When you end the session, Zoom will convert the recording and then open the folder where it is stored on your computer.
11. UBC Zoom recordings are automatically deleted from the cloud one year after they are recorded. Keep your Zoom cloud recordings for future use by following the steps to download Zoom recordings in the accordion section below.

Use Zoom breakout rooms during a session

Breakout rooms allow you to split your main session into separate sessions so students can interact in groups. You can assign students to the rooms manually, let Zoom choose the students automatically, or let students choose a room themselves. Hosts and co-hosts can also 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 group.

Ask Zoom poll or quiz questions during a session

The Zoom polling and quizzing feature allows you to pose questions and gather responses from your class during sessions. You can create up to 50 polls or quizzes ahead of time or on-the-fly during a session. You can also export results after the session.

Run an invigilated exam with Zoom

With a sufficient number of teaching team members/invigilators, you can set up breakout rooms to continuously or periodically monitor the live stream of all students' webcams, as well as be available to answer logistical questions. If needed, you can also use a separate breakout room for asking to see students' individual screens and identifications.

1. Start the session 30 minutes before the official exam start time and have students join the session at least 15 minutes prior to the start time. To start the session, open the Zoom application on your computer and sign in. Click the Meetings icon at the top, select the session, and click Start.
2. Once any other invigilators join the session, give them co-host status by clicking Participants in the bottom toolbar, hovering over each invigilator's name in the side panel, clicking More, and selecting Make Co-host.
3. Disable chatting among students by clicking Chat in the bottom toolbar, then clicking the 3 horizontal dots in the chat window and selecting Host and co-hosts.
4. Monitor which students have joined the session, by clicking Participants. If you are using a waiting room, any invigilator can use this side panel to admit students individually or admit everyone at once.
5. Once most of your students have joined the session, you or your invigilating team can start the breakout rooms. Click Breakout rooms in the bottom toolbar.
6. Enter 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 randomly and evenly split your students up into each of the rooms. Uncheck the box for including co-hosts—we don't recommend including co-hosts in this step, as Zoom does not evenly distribute co-hosts when automatically assigning rooms.
   • Assign manually: You will choose which students are in each room.
7. Click Create. Your breakout rooms will be created but not yet open to students.
8. Adjust your room settings as needed, including manually assigning students and renaming, adding, or deleting rooms.
9. Click either Options (on Windows) or the gear icon (on Mac) to manage more settings for breakout rooms. Check the Automatically move all assigned participants into breakout rooms box so that students do not need to do anything additional to start their exam.
10. When you are ready to start breakout rooms, click Open all rooms. All participants will be moved into their respective rooms. Invigilators can choose which room they want to join, if they are not assigned to one.
11. Once rooms are open, you or your invigilating team can manually assign any latecomers in the breakout rooms pop-up by expanding the Unassigned list, clicking the Assign to option next to the student’s name, and selecting the breakout room.
12. In the upper right corner, click View, then select Gallery to see multiple video feeds for the room at once. Any video feeds that do not fit will be displayed on additional pages. You can switch between pages by clicking the arrows at the sides of the screen.
13. Invigilators should take attendance and verify student IDs. Tell students to cover the first four digits of their student number to protect their privacy.
14. Invigilators should make sure that 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 early. When everyone is ready, start the exam.
15. Once the exam has started, you can announce additional exam instructions or the remaining time to all the breakout rooms by clicking Breakout rooms in the bottom toolbar, then clicking Broadcast and selecting Broadcast message. Type in the the text and click the send icon to share with the rooms.
16. The invigilators will monitor for questions and academic integrity.
    • It is best if you and your invigilating team coordinate with each other using an external communication tool like Microsoft Teams.
17. When the exam is finished, the host or another invigilator can click Close all rooms to return students to the main session. Unless you change the default, students will see a 60-second countdown before returning.

Record an in-person lecture with Zoom

Approximately 70% of UBC classrooms for 30 seats and higher have built-in recording equipment, and UBC A/V has mobile recording kits available for others. This equipment supports recording in-person lectures better than Zoom. Find out more on UBC A/V’s page for recording and streaming options in UBC classrooms.

In instances when these options are not accessible to you, the steps below can be used to record your lecture with Zoom instead. Note that these steps will not record student interaction in the classroom.

1. Schedule a Zoom session in Canvas, following the steps for scheduling a lecture in Canvas in the accordion section above.
2. Before your lecture session starts, connect your laptop to the classroom projector, set your display to extend or mirror your screen, and open your slides in presenter view.
   • If you need help with displaying your screen, learn how to extend or mirror your screen on a Mac or extend or mirror your screen in Windows.
3. Once you have started your Zoom session, start recording by clicking Record in the bottom toolbar and selecting Record to the cloud.
   • If you do not see the record option, you may need to click More first.
4. Share your presentation slides by clicking Share in the bottom toolbar and selecting your slides.
   • Note that when you set your display to mirror your screen, the classroom projector will show only your slides, while your laptop will show your presenter's view, Zoom controls, and video thumbnail.
5. To stop the recording, click the square stop icon in the bottom toolbar.
6. To end the lecture, click End in the bottom toolbar and choose End meeting for all. This action will also stop the recording. Zoom will save your recorded lecture to the cloud, and you will receive an email notification when the recording is ready.
7. To share your recorded lecture with students, log in to your Canvas course and click Zoom in the Course Navigation. Click the Cloud Recordings tab to view the available recordings. Turn the Publish toggle on (blue) for any recording to make it visible to your students in their "Cloud Recordings" tab.

Download Zoom recordings

Zoom is not intended as a long-term storage solution at UBC, and it is not the best location to share recordings with others.

To keep Zoom recordings for future use, download them from Zoom each term using the steps below. You can then store recordings on your computer or upload them to share online using a storage platform like Kaltura.