Zoom Instructor Guide

Zoom logo

Zoom is a ​video/audio web-conferencing and collaboration tool that lets you meet with students in real time online. ​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.

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 Yes Free
Bandwidth Partial High demand
Canvas Integration Yes Works within Canvas
Privacy Yes Zoom is FIPPA compliant if you abide by guidance from UBC Legal, as noted below
Similar UBC-Supported Tools (none)

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 transition means no data about you or your students is 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 Zoom assessment to confirm the tool does meet the university’s other requirements for a teaching and learning tool.

Note that Zoom is FIPPA-compliant provided you abide by this 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 hosted on U.S.-based servers. In storing and sharing lecture recordings, you must also follow UBC security requirements and FIPPA to keep recordings confidential and secure.

This tool guide is for version 5.6.1 of Zoom. Information and instructions may differ slightly for other versions of Zoom.

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 Zoom’s built-in closed-captioning options or 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. Contact your helpdesk to 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.
  2. Upon approval, you’ll receive an email. Click Activate Your Zoom Account in this email.
  3. You may be asked to enter your date of birth to confirm that you are at least 16 years old (meeting 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 a different password 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 ubc.zoom.us/download:
    • Click Download under "Zoom Client for Meetings".
    • Open the Zoom installer that downloads, and follow the steps to install the application.

Tips

  • Using a UBC Zoom account gives you access to more features than a free Zoom account, like running longer sessions.
  • 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 concerns about doing so.
  • Zoom is not integrated with your UBC CWL in any way, even when you use the institutional license. For security, your Zoom password should not match your CWL.
  • Once you have your Zoom account, you can change your display name for the account at any time by customizing your profile. Your display name can also include your preferred pronouns, if you like.
  • 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. Click Save to save your setting changes.
  5. Click Zoom where it now appears in the Course Navigation.
  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 the security of your session, 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.
  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 ubc.zoom.us/meeting and sign in to your Zoom account, if you are not signed in already.
  2. Click Schedule a Meeting at the top.
  3. Enter in the topic, date/time, and adjust any other settings. To increase the security of your session, 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.
  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 Create. 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. Select the session you just scheduled, and click Copy Invitation next to the session. Paste this into a message to send to students.
  8. Use one of the options for securely sharing information (e.g., a Canvas announcment) when you distribute the invitation to your class.

Tips

  • Passcodes are mandatory and automtically added for all new meetings scheduled with UBC Zoom accounts.
  • By default, Zoom sessions scheduled in Canvas do not display a dial-in number. If you need one, click the instructions for scheduling outside of Canvas and follow steps 5-8. Note that fees may apply, depending on where students are calling in from.
  • For students to automatically see Zoom sessions in your Canvas course, you must either schedule sessions 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; these IDs can be found on the meetings page of the Zoom web interface.
  • 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.
  • Consider leaving the default on that allows students to rename themselves during the session. This option empowers students to set their preferred name as well as include their pronouns, if they like.

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 and Zoom tips video, both 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 information should include setting basic communication protocol, e.g., how students should ask and respond to questions.
  • Keep in mind that 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, first ensure the option is enabled for your account:
    • Go to ubc.zoom.us/profile/setting and sign in to your Zoom account, if you are not signed in already.
    • Scroll to the "In Meeting (Advanced)" settings, make sure the "Closed captioning" toggle is on (blue) and the first two checkboxes are checked.
  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 Zoom's closed-captioning tool, click the Live Transcript icon at the bottom of the screen, and select Enable under "Live Transcription".
  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 dots in the panel to choose whether to write to all meeting attendees or to individuals.
    • Screen sharing: Click the Share Screen icon to share your whole desktop or specific windows and applications. To play a video, click the Share sound and Optimize for video clip checkboxes.
    • Polling: Click the Polls icon to create and launch questions for your students answer live during the session.
    • Breakout rooms: Click the Breakout Rooms icon to assign students to rooms for participating in smaller group discussions. This icon is visible to hosts and co-hosts of the session.
  6. 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.
  7. To end the session, click End at the bottom right of the screen. This button will give you options for ending the session.
  8. If you recorded the session, you can 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 that 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

  • If you use Zoom's built-in closed-captioning tool, when you end the session the transcript will download automatically to your computer as a text file, in a folder created for the session.
  • You can alternatively use UBC’s closed-captioning tool for Zoom. This tool works similar to the built-in Zoom tool, but requires you to keep the tool open in a separate browser tab or window throughout your lecture.
  • 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 technique helps foster a more personal connection.
  • Ask students to mute their microphones unless they are asking questions or responding. Muting 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, or use the polling feature to get opinions or check student understanding of the topic.
    • Divide the class into smaller groups for discussions using breakout rooms.
  • 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 or in a different term of the same course, students do not need to sign consent forms before recording. However, if you will share recordings outside the course or in a different term of the same course, you do need to obtain consent first. Contact us at the LT Hub for more information.

Classroom lecture-capture options are preferable to recording in-person lectures with Zoom, if you can arrange to use them. The UBC Audio/Visual team is implementing or upgrading lecture-capture capabilities in classrooms across UBC campuses, with over 160 recording and streaming classrooms available at UBCV to date. Drop-in recording kits and mobile carts to use with Zoom are also available. In instances when these options are not accessible to you, the steps below can be used to record your lecture with Zoom instead.

Record an in-person lecture with Zoom

You can use a Zoom session to record an in-person lecture using your webcam, audio, and presentation slides—whether or not any students will be attending the lecture online. This recording can then be shared with students via Canvas. Note that these steps will not record student interaction in the classroom, as doing so requires a more complex setup.

  1. Schedule a Zoom meeting in Canvas, following the steps for scheduling a real-time lecture in this guide.
  2. Before your class starts, connect your laptop to your classroom projector, set your display to mirror your screen, and open your slides.
  3. Once you've started your Zoom session, start recording by clicking the Record icon at the bottom of the screen. Choose to record the session to the Zoom cloud (to store it online).
    • At any time in the session, you can pause the recording by clicking the pause icon at the bottom of the screen. To stop the recording, click the stop icon.
  4. Share your presentation slides in the Zoom recording by clicking the Share Screen icon at the bottom of the screen and selecting your slides.
    • The classroom projector will show only your slides, while your laptop will show your presenter's view, Zoom controls, and video thumbnail.
  5. At the end of your lecture, click End at the bottom right of the screen to stop recording. Zoom will then save your recorded lecture to the cloud. You will receive an email notification when the cloud recording is ready.
  6. 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. Move the publish toggle to "On" (blue) for any recording to make it visible to your students.

Tips

  • Before your session, consider which elements of your lecture to record:
    • For a simple capture setup that allows you to move around in the classroom, you can share your screen with Zoom and keep your webcam off, so you are only capturing your slides and audio.
    • To include video of you presenting, you can use your laptop’s built-in webcam or an external webcam.
    • For clear audio recording, you can connect a headset or wireless lapel microphone directly to your laptop. Either option will also give you the flexibility to move around, while maintaining sufficient audio.
  • When answering questions from students in the "in-person" classroom, repeat the question before answering to capture it clearly in the recording. Your microphone is unlikely to record the students’ audio directly.
  • If you are using an external webcam, position it in the room to capture you as you teach. To change your video source during a Zoom session, click the “upward arrow” next to the camera icon in the bottom bar of Zoom, and select your webcam from the list.

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 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:

  • Anyone with a UBC account can use up to 100 breakout rooms for up to 300 participants in any lecture. You can also request a Zoom large meeting add-on to use up to 100 breakout rooms for 301-1000 participants. Request the large meeting add-on for your account by contacting the helpdesk listed for you in the section above for requesting a UBC account.
    • Sessions for 301+ students are best run on newer computers using hardwired Internet (rather than a Wi-Fi connection), since they do take up more bandwidth.
  • You will need to 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 or a meeting co-host can assign students to the breakout rooms, so make sure you are the host or that the host or a co-host (e.g., a teaching assistant) knows how to do this.

Self-selected breakout room limitations

Using self-selected breakout rooms adds additional limitations:

  • To allow participants to choose their rooms, the meeting host, meeting co-hosts (e.g., you or a teaching assistant), and your students must install at least version 5.4.6 of the desktop Zoom application. Anyone with an older version may 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 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 at the LT Hub 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 pre-assigned 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 will 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 the meeting host and co-hosts 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.
    • Broadcasting a message to all breakout rooms (e.g., share a question you'd like the groups to discuss).
  • Only the meeting host will be alerted if any students have requested help in their breakout room, which they can do by clicking an ask for help option in the room.
  • 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 on-the-fly 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 more than one answer).
  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 you can 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.

We do not recommend using Zoom with the assessment-support tool LockDown Browser. The tools were not designed to be used in coordination, and combining them can trigger challenging technical issues for a significant number of students. You can ask students to share their screen in Zoom, if you have questions about what students may be doing during the exam.

Schedule an invigilated exam with Zoom

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

  1. Before doing technical setup, decide who will be the host and co-hosts for the session. The host is the only person who can set up the session. The co-hosts are the other invigilators who, along with the host, can admit students from the waiting room and create, start, and monitor the breakout rooms.
  2. The host should modify a few default Zoom settings in their account before creating the invigilation session in Zoom. To do this, go to ubc.zoom.us/profile/setting and sign in.
  3. Click the Meeting tab at the top if it is not selected already and set the following:
    • Under "In Meeting (Basic)", 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.
    • Under "In Meeting (Advanced)", disable the "Virtual background" toggle, so students cannot hide what is in their background.
  4. Next, the host should confirm their ability to schedule exams for the size of the course, by clicking Profile in the top, far left-hand menu of the Zoom website. If the number under “License” will not meet the needs of your course, contact av.helpdesk@ubc.ca to request additional support.
  5. Finally, the host should schedule the Zoom exam session, with exam-specific adjustments:
    • Click Schedule a Meeting at the top right of the Zoom website.
    • Enter in the topic, date, and add the following:
      • The start time - Set this at least 30 minutes before the actual exam start time.
      • The duration - Allow a 30-60 minute buffer, to give time for checking IDs and troubleshooting any technical difficulties.
      • A waiting room - Enable a waiting room to better control and know who joins the session and when.
    • Click Save. On the confirmation page, click Copy Invitation and copy from the pop-up window the lines for Join Zoom Meeting, Meeting ID, and Passcode.
    • Paste the session information wherever you are securely posting instructions for students about taking the exam. For example, in the instructions for the exam in Canvas.

Tips

  • Let your students know to join the exam session at least 15 minutes early to make sure everything is working and to give time for you to check their IDs.
  • Tell students to send you the name they will use when joining the session, if they are not comfortable using their real name in Zoom and prefer to use an alias.

We do not recommend using Zoom with the assessment-support tool LockDown Browser. The tools were not designed to be used in coordination, and combining them can trigger challenging technical issues for a significant number of students. You can ask students to share their screen in Zoom, if you have questions about what students may be doing during the exam.

Run an invigilated exam 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 be available to answer questions. You can also ask to see students' individual screens and photo identification.

  1. The host should start the session 30 minutes before the official exam start time, and the co-hosts should join the meeting at least 20 minutes early. To start the session, open the Zoom application on your computer and sign in, if you haven’t already. Click the Meetings icon at the top, and click Start for the session.
    • 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 and co-hosts.
    • 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 the invigilators a co-host status in Zoom, by clicking the Participants icon, then hovering over each co-host's 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 or a co-host can start the breakout rooms, with exam-specific adjustments. 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.
  6. 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 will select one to join.
  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.
    • 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.
  9. Click the options cog icon to manage settings for breakout rooms. Check the box for "Automatically move all assigned participants into breakout rooms" (so students don’t need to do anything additional to start their exam).
  10. When you are ready to start your breakout rooms, click Open All Rooms. All participants will be moved into their respective rooms.
  11. Once rooms are open and students in them, the host or a co-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.
  12. 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.
  13. Take attendance and verify student IDs, if you haven't already.
  14. Make sure students know where to access the exam (if they are not in it already), how to ask for help during the exam, when the exam will end, and what to do if they finish the exam early. Then ask students to go ahead with the exam.
  15. Once the exam has started, the invigilators will monitor for questions and academic integrity. The host and co-hosts will need to coordinate with each other using Teams (or another external communication point) to move themselves and their students 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).
  16. When the exam end is nearing, the host or a co-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. Co-hosts should also make a verbal announcement in the breakout rooms to ensure all students receive the message.
  17. When the exam is finished, the host or a co-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 that co-hosts can move themselves and the students in and out of, to accommodate anyone who wants to ask private questions. 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 virtual space 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 in the participant list 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 challenging constraints.

Host virtual office hours with Zoom

You can use Zoom to host virtual office hours as well as individual or group meetings with students.

  1. Go to ubc.zoom.us/meeting and sign in to your Zoom account, if you are not signed in already.
  2. Click Schedule a Meeting at the top.
  3. Enter in the topic (e.g., "Office Hours"), date/time, and adjust any other settings. In particular, you may want to check the box for "Recurring meeting" so you can use the same session link for all your office hours during the term.
  4. Click the Waiting Room checkbox. The waiting room is like a virtual hallway outside your office, where each student waits alone to enter.
  5. Click Save.
  6. Click the Copy Invitation link on the confirmation page. Paste this into a message to send to students, using one of the options above for securely sharing this information.
  7. On the day of the session, open the Zoom application on your computer and sign in, if you haven’t already. Click the Meetings icon at the top.
  8. Click Start for the session. You will be prompted to join immediately or test your speaker and microphone first. When you are ready, join.
  9. Click the Participants icon on the bottom of the screen. In the right-hand panel that opens, you can monitor and manage who is in your waiting room.
  10. If students are in the waiting room, you can one-way message them by clicking Message next to "Waiting Room" and typing what you want to say in the chat that opens. For example, if multiple students are waiting, you could indicate an order of admittance you will follow.
  11. You can let students in to your "office" by clicking Admit next to their name.
  12. Have a private conversation with an individual student or a group of students. When you are finished, ask them to leave the session (on the bottom bar of their screen, they can click Leave and select Leave Meeting).
    • If you need to, you can move students back to the waiting room. In the right-hand participant panel, hover over the student's name, click More, and select Put in Waiting Room.
  13. Continue admitting students from the waiting room until your office hours end. To end the session, click End at the bottom right of the screen and select End Meeting for All.

Tips

  • If you use this recommended waiting room approach for office hours, make sure your students know to expect a potential wait when they show up, or allow them to sign up for time slots to minimize wait time.
  • To make the most out of virtual office hours, you can create a discussion beforehand for students to post topics they want addressed. You'll have more time to prepare answers and a way to respond to the whole class, if a question is shared.
  • Consider requiring students to attend virtual office hours at least once at the beginning of term. Students can be reluctant to meet one-on-one in person and that feeling may be heightened with uncertainty around using new technology.

Keep your Zoom session secure

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

When scheduling your session

  1. Don't use your Zoom 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. It is best not to share this information broadly.
  2. Follow the recommendations in the instructions above when scheduling sessions to:
    • Prevent students from joining before the host (you).
    • Enable a waiting room for any students arriving earlier or later 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.
  3. If something goes wrong, stop all participant activity:
    • Click the Security icon at the bottom of the screen, and select Suspend Participant Activities. This action will lock the meeting and stop all participants from using video, audio, and screen-sharing.

Zoom FAQ

Find UBC-specific answers to frequently asked questions by clicking any bar below.

You will need a UBC Zoom account to schedule sessions with Zoom that can run beyond the 40-minute time limit of a free Zoom account. Students will not need an account to attend sessions. They can simply click the session link you send to join.

Once you have a Zoom account, you can change your display name for the account at any time by customizing your profile. Your display name can also include your preferred pronouns.

If you want to use different names for different sessions (e.g., one name for lectures, another name for meetings), you can change your default display name just for the session:

  1. Once you're in the session, click the Participants icon in the bottom bar.
  2. In the panel that opens, hover over your name, click More, and select Rename.
  3. Enter the name you'd like displayed, which can include your preferred pronouns if you like, and click Rename to save your changes.

Yes, teaching assistants can schedule and host Zoom lectures, provided they have a UBC Zoom account. However, you'll want to make sure your teaching assistants add you as an alternative host, otherwise you won't be able to start the lecture yourself. Additionally, any Zoom sessions scheduled by a teaching assistant can only be edited by that teaching assistant.

Although calling in is possible, it is not recommended, as fees may apply for students when joining. Depending on their phone plan and where they are located, students may incur long-distance or international charges.

Tell students to join sessions by clicking the link you send (which will work on either their computer or phone).

You must either a) schedule your Zoom sessions in Canvas or b) import them, if you schedule them outside of Canvas, in order for students to see them.

To import sessions you scheduled outside of Canvas, go to the Zoom area of your Canvas course. Click the "All my Zoom meetings/recordings" link, and copy the meeting ID of the session you want to import from the table. Click the "Course Meetings/Recordings" link at the top. Click the 3 vertical dots next to the schedule button, select "Import meeting", and paste in the meeting ID. Once you click "Import", this session will be added to the course and visible to your students.

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 you log in with a UBC Zoom account and students join anonymously (not logged in with non-UBC Zoom accounts).

You do not need consent forms if you will only share recordings within the same term of the same course. Recordings for use within your course can be stored online using the Zoom cloud recording option, on your local computer, or wherever you upload them to share with students. In storing and sharing these recordings, you must abide by UBC's security requirements and FIPPA to keep recordings confidential and secure.

If you will share recordings outside the course or in a different term of the same course, you do need to obtain consent first or edit out all student participation. Contact us for more information on how to do this.

Students may choose to have their cameras off for numerous reasons, including bandwidth issues and privacy concerns (such as other people in the background). You should only require students to have their cameras on in the following circumstances, to respect their privacy:

  • When video is necessary for evaluation, for example, if a student must deliver a formal presentation or performance and it is necessary for you to see them in order to grade effectively.
  • When video is necessary for academic integrity, for example, if you need to confirm the identity of a student and invigilate online exams.

Where can I get more support with Zoom?

Technical support

If you have trouble with Zoom:

For supporting your students:

Learn more


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