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Technical Support

Zoom Access

blue zoom logogAll Otis faculty + instructors + staff + undergraduate and graduate students have free access to Zoom.  Extension students can request access. Email: helpdesk@otis.edu.

Access through the Otis College Dashboard.

Log in using your:

  • Otis College ID (students) or Email username (staff/faculty)
  • Password 

Zoom Etiquette

  1. All Otis College student conduct policies apply to online, hybrid, and on campus classrooms.  See The Hoot starting on p.69.
  2. Be on time for your online class, just as you would be for an in person class.
  3. Clothing is not optional! Come prepared to be on camera; dress appropriately, as you would for an in person class.
  4. Use your legal or preferred name as indicated on the class roster. You can request a preferred name here.
  5. It's always nice to announce your name so others know who is speaking.
  6. Respect everyone's privacy and expectations. Just as visitors are not permitted in the physical classroom without approval, no one besides yourself should attend, on or off screen, ZOOM class meetings. 
  7. Be aware of, and in control of, what everyone can see on your screen. If you can’t control what is on your screen, use a Virtual Background.
  8. Mute your microphone when you are not speaking. Remember that your microphone is live and other people can hear you and any background noise.
  9. Know your faculty/instructor’s preferences for video.  Ask your faculty/instructor if is it ok, or not ok, to attend class without your video on.
  10. Turn off video if your screen freezes - it might help stabilize your connection - and let your instructor know.
  11. Use the chat feature if you have comments while others are speaking as opposed to interrupting them.
  12. Only post chat messages relevant to the class meeting, and remember that all chats, including those you engage in “privately”, are recorded in the ZOOM session notes that your instructor can view after the ZOOM session ends.  
  13. Do NOT drive and zoom at the same time - that is not safe.

Zoom Timeout

Meeting timeout at 40 minutes:

  • 1 host and 1 or more participants joined.
  • Only one person remains in the meeting. The meeting will end 40 minutes later if no one else joins. 

Meeting timeout at 24 hours:

  • 1 host, no participant
  • 1 host, any number of participants
  • 0 host, any number of participants (join before host)

 

Quick Start

Set Personal Meeting ID (PMI)

  • open Zoom under tech tools on the Otis Dashboard
  • opens your profile - look for your personal meeting ID link - this is your personal zoom link
  •  select EDIT next to link and select "Use Personal Meeting ID for instant meetings"
  • this ensures every time you host a meeting, it defaults to this same link

Host A Meeting:

  • open Zoom under tech tools on the Otis Dashboard
  • select "HOST A MEETING"
  • when the meeting launches on the bottom navigation there is an option to invite participants

Join A Meeting:

  • select the web address in the email invitation or
  • go to Zoom and select "JOIN A MEETING" and enter the Meeting ID

Schedule A Meeting:

  • open Zoom under tech tools on the Otis Dashboard
  • select "meetings"
  • select "schedule"

Designing A Zoom Class

Otis College: Dr. Parme Giuntini "Designing A Zoom Class" (0:23:07)

Everything you need to start setting up a synchronous zoom course that is flipped and inclusive and pedagogically sound.

Teaching Guides For Zoom

Studio/LAS top tips for teaching in Zoom:

  • If intending to stream for longer than 60 minutes, use break-out rooms or polls to keep students engaged 
  • Larger meetings are harder to manage, consider meeting with students in small groups
  • Bring class together for demos and then release them to work independently, follow up with 1:1 zooms
  • When screen sharing, scroll slowly through content because it is difficult to see when moving fast and may cause headaches for participants.
  • If recording, we recommend recording to your computer. You can retrieve the video file from your desktop.
  • It is optional to use Zoom. If meeting with students synchronously in Zoom, you should also be on camera if they are on camera

Ideas To Help Avoid Zoom Fatigue

Harvard Business Review "How To Combat Zoom Fatigue"

Performer Stuff "10 of the Best Virtual Improvisation Games for Distance Learning"

Using Zoom For Screenrecording

Unable to view video? Watch on Youtube.

Zoom can also be used to create screen recordings for quick demos.

 

Advanced Zoom Features

Online Step-Guide: Advanced Tools (v. 5.2.0 +)

This visual step-guide includes screenshots and instructions for using advanced tools in Zoom.

Meeting Controls (Basic)

Zoom webinar showing the basic tools available when hosting a meeting.

Manage Participants 

As the host in a meeting, you can manage the participants. This means you can mute their audio or video as needed.

Screenshare

This feature allows anyone participating in an online Zoom meeting to share their desktop.

Annotation Tool + Whiteboard

When one screenshares, there is an option to annotate what is being seen on the screen within the meeting. In this way, someone could mark-up or highlight a document, PowerPoint, or image in a live meeting without damaging the original.

There is also an iPad Whiteboarding feature available as well for live online instruction. 

Break Out Rooms For Small Groups

Breakout Rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time.

Polls

The polling feature for meetings allows you to create single choice or multiple choice polling questions for your meetings. 

Waiting Room

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. 

Virtual Backgrounds

The virtual background feature allows you to display an image or video as your background during a Zoom Meeting. Host a meeting and select the carrot " ^ " next to the video icon to open the menu - will see an option for "Virtual Background."

Automatically Transcribe Cloud Recordings

Use the Audio transcript option (under Cloud Recording) to automatically transcribe the audio of a meeting or webinar that you record to the cloud.

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