What do we mean?

  • Online whiteboard: an online digital canvas allowing collaboration and saving of the completed canvas.
  • Synchronous meeting: a meeting where participants can communicate live, in real time.
  • Polling: requiring participants to indicate a response to a question. Replies are received instantly.
  • Breakout rooms: participants move from the online meeting space to smaller meeting rooms, often for discussion or to collaborate.

Scheduling meetings in Zoom

For teaching purposes, most meetings in Zoom should be scheduled using the Moodle/Zoom activity integration. In some circumstances, you may also need to schedule standalone sessions.  Guidance on how to do both is detailed below.  Remember, that the maximum number of participants in a Zoom session at any one time (students and staff) is 300. The maximum number of breakout rooms in any one session is 50.

Please note, if you are using the Moodle Scheduling tool to schedule your meetings (recommended option), then please FIRST log into Zoom desktop or web client via SSO to create your account. You only need to do this once.

In Moodle

The option to schedule a meeting for your Unit cohort, or a sub-group of the cohort, is possible from within Moodle, using the Zoom meeting activity.  This ensures that students will have a single and consistent place to go to find their meeting links, and also saves the need to share meeting links with them individually. If you need to change the meeting settings after scheduling, we would recommend doing this on Zoom's website. The settings will "flow" back down to Moodle (however, please see our FAQ on recurring meetings).  Further, meetings added via Moodle will automatically be added to the Moodle calendar and Zoom activity block.

To schedule a meeting, please follow the steps below.  Please note, these steps should be carried out by the person who will be the Host of the meeting (usually the unit convenor). If they are created by an administrator etc, then the Host of the meeting (the teacher) WILL NOT be able to start the meeting:

  1. In your Moodle course, turn editing on using the green button at the top of the page.
  2. In the appropriate section of your course, click on the link to Add an activity or resource.
  3. Select the Zoom meeting option at the bottom of the Activities list and Add.
  4. Give your Zoom meeting a title (you may also add a description) and choose the time and date for the session.  You should also specify the  duration of the meeting (students will not be able to join after the duration has elapsed, but the meeting will not close if the session runs beyond this time, as long as the host is still present).
  5. Leave the remaining settings as they are set, unless you are using some of the additional functionality outlined below.

Sharing with a group

If you wish to restrict the Zoom meeting to a subset of your unit cohort, then you can use the Restrict access settings to select the appropriate group or groups.  For more information on setting up groups in Moodle, see our additional guidance on groups.

Additional functionality

Using Breakout rooms
Once a meeting has started, the meeting host can create breakout rooms.  Full guidance on how to do this is available on our Zoom FAQs page.

If you wish to pre-assign participants to breakout rooms, please follow the steps below:

  • Create the meeting link in Moodle, as described above
  • You will then need to log in to Zoom in a web browser (not the Desktop Client) and click on the link to Meetings where you should see your list of upcoming meetings
  • Edit the relevant meeting and ensure that you check the following boxes:
    • check the box ‘Only authenticated users can join: Sign in to Zoom’.  This will force students to login via SSO and, if your participants are external, will require them to create a free (Basic) Zoom account.  Pre-assigning will not be possible otherwise.
    • check the ‘Breakout Room pre-assign’ box
  • Follow the instructions to pre-assign participants to the breakout rooms
  • PLEASE NOTE: you can create up to 50 breakout rooms and pre-assign up to 200 participants.
Adding Alternative or Co-Hosts

The Host of a Zoom meeting can specify an Alternative Host when setting up a meeting in Moodle.  The Alternative Host needs to also be set up within Bath’s Zoom account.  Further information on what Alternative hosts can and cannot do is available on the Zoom Support Hub.

It is also possible during a Zoom meeting, to give a participant co-host permissions, so that they can assist with running a session.  A co-host does not have the same permissions as an alternative host.  Please visit the Zoom Support Hub for further information.

Recurring Meetings
If you check the option for a recurring meeting during set-up, the meeting becomes open-ended.
Creating Polls in Zoom meetings
  • Only a meeting Host can pre-schedule polls in advance.
  • Create the meeting link in Moodle, as described above
  • You will then need to log in to Zoom in a web browser (not the Desktop Client) and click on the link to Meetings where you should see your list of upcoming meetings
  • Click on the title of the scheduled meeting (NOT the edit button)
  • Follow the instructions to Create a Poll in the Zoom Support Hub
  • You can create a maximum of 25 polls for a single meeting
  • If you have created a recurring meeting, and set the polling questions in advance, they will available for every meeting.  Alternatively, you can create a Poll during a meeting
  • You can download the Polling results at the end of a meeting by following this guidance.

Standalone meetings

To ensure your students gain access to the correct Zoom meetings, we recommend you follow the guidance above and schedule the sessions from the relevant Moodle course.

You can also schedule standalone meetings from within the web browser or from the Zoom client.  Zoom provide extensive help guides but, when scheduling meetings, it is important to remember the following:

  • All users accessing a meeting will need to have, as a minimum, a basic Zoom account to be able to join a session.  University of Bath staff and students should have accounts linked to Single sign-on.  Individuals joining a session from outside of the University will need to set up a basic (free) account in order to join a session if they do not already have one.
  • We recommend that you set up your own meetings rather than delegating this otherwise you may find that you are unable to access the meeting yourself.
  • If you do delegate the set up of meetings, ensure that you refer to the scheduling privilege and alternative host information before doing this and follow the guidance carefully.

Remember to press record  if you want to keep a copy of your session.  The recording will automatically be saved to your personal folder in Re:View/Panopto.

Schedule a Meeting with the Desktop and Web Client

 

tel@bath.ac.uk

Updated on: 9 September 2020