All staff in the MSA and Education & Research job families have access to the full licence. Staff who teach but are not in those categories should contact tel@bath.ac.uk to request an upgrade. All UG and PGT students will have a basic Zoom licence. For security purposes staff and students will need to be logged in, via Single Sign On, to access Zoom meetings. External staff, without a University account, can still be invited to Zoom meetings as long as they have a free, basic Zoom registered account (just send them the meeting link and any meeting IDs and passcodes).​

You can set up your Zoom meetings through Moodle, via the ‘Add an activity or resource’ option.  If you add the resulting link to the ‘General’ or ‘Orientation & Communication’ topic in your Moodle course, it will be visible on every page, and easy for students to find.  Give the meeting a clear descriptive name so that students are clear what the meeting is for, who it is with and when it is scheduled (e.g. XX0011 topic name Lecturer 1 – Monday 10:00 am).

Many of the Zoom settings have been chosen at Admin level so that they are generally appropriate for teaching purposes.  However, you can select ones that suit your context for your specific meetings. For example, whether cameras and mics are on and off when the meeting starts or whether chat can be downloaded. It’s important to recognize the impact of changing some settings, for example if you select the option for others to ‘join before the host’ then this could result in students becoming the host of your meeting.  You can amend these options and more in Zoom Cloud (the web browser version of Zoom accessed from https://bath-ac-uk.zoom.us/).

For a Zoom meeting that happens regularly you can choose to make it a ‘recurring’ meeting.  This creates one meeting link which can run at any time.  Each time you use it for a new session remember to click Record.  Be aware that you can’t host multiple meetings at the same time (i.e. concurrent meetings).

Press the record button and your session will be recorded to Zoom Cloud (accessed via the web browser version of Zoom) for a limited time (30 days) and also to the meeting creator’s Re:View ‘My Folder’ in a sub-folder called Meeting Recordings. You can move the recording from Meeting Recordings, where only you have permission to view it, to your Moodle-linked folder where your students can view it. (The Moodle-linked folder has the same name as your Moodle course).

You can add another Zoom registered staff member as an alternative host to your meeting. They will receive an email to confirm this. This means they can run the meeting if you can’t make it. Any recording will still be saved to the person who scheduled the meeting, in their personal Re:View folder (in the Meeting Recordings sub-folder). During a meeting you can give other participants the role of co-host which allow them to share their screens.

You need to use Zoom Cloud (the web browser version of Zoom) to create polls and break-out rooms before the meeting takes place. Visit http://bath-ac-uk.zoom.us/ and select the meeting information (not the Edit option) to create polls or select Edit to pre-assign participants to break-out rooms. You can download/upload a .csv template  to populate break-out rooms.  Polls and break-out rooms can also be created during the meeting ‘on-the-fly’.

Students can enter the meeting via the Join button in Moodle, but it will only work if the host has started the meeting. You do this from the Start Meeting button in Moodle. (The host sees slightly different information to the students).  Students can only join a meeting  during the timeframe set up in the meeting settings, so if the meeting extends beyond the ‘end time’ students won’t be able to re-join after that time (e.g. if they leave for any reason before the end or just arrive too late).

Staff and students should run the meeting from the Zoom desktop app to ensure they can access polling.  Click the Security option to disable/enable waiting rooms and screen sharing options. Hit the record button if you need to produce a video of the meeting. If there are connection problems turn off your background image or your webcam. You can use the chat feature to share information or receive questions, and you can download this from Zoom Cloud. Students can use ‘reactions’ to communicate with you.

You can send participants (randomly or by selection) to a break-out room, essentially a separate space for small groups to hold discussions, and then bring them back to the main meeting room when you’re ready. You have a number of options for break-out rooms including a countdown for returning to the main room. You may also want to broadcast a message to the break-out rooms. Please note that break-out rooms are not included in the video recording of your meeting. As a host, or co-host, you can move in and out of the break-out rooms to participate or observe, using the Join buttons. Students can signal for help by clicking the Help icon (question mark).