Zoom
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Zoom is a video conferencing tool that allows both online meeting functionality, video conferencing and mobile collaboration. Free Zoom accounts can be created by anyone, but Victoria University staff automatically get a full account with their vuw.ac.nz email with all the tools and features of Zoom. Students do not need an account of their own to participate in zoom sessions.
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Related Technology
Quickstart
- Go to vuw.zoom.us and click VUW STAFF SIGN IN at the top right of the page. If you are not on a university supplied computer enter your VUW user name and password.
- Contact the ITS Service Desk if you need to be upgraded to a Licensed account. From March 2020 new accounts will automatically be created on the Licensed tier.
- To create a new video meeting, go to vuw.zoom.us
- Choose to Host a Meeting with Video On
- The Zoom app will either download or open and your meeting will begin
If you are going to use Zoom for teaching on your course you may want to set up a Course Zoom account/room which is dedicated to your course and not use your personal account.
To set this up please log a call with 5050 or through the Staff Service Centre.
To set this up please log a call with 5050 or through the Staff Service Centre.
Further Detail
Video Conferencing is a medium that allows multiple participants to communicate using audio and video. The technology works locally or globally and allows people to hold interactive meetings which can accomplish many of the points a physical meeting can. It saves people the time and expense of traveling and can be used on a one to one basis or can involve two or more groups of individuals.
With a Zoom free account you can have unlimited time for one-to-one meetings and you can also schedule a conference for up to 40 minutes and a maximum of 100 participants.
For people to join your meeting, you can send them a link, which will automatically install Zoom or send them your meeting ID number. These details can be found when you sign into your account online at vuw.zoom.us.
If you do need to host a conference with more than 50 participants for longer than 40 minutes, ITS can provision you with a Zoom Licensed account, this will allow you to host up to 300 participants with no time limit. Simply contact the ITS Service Desk (on 5050 or email ITS-Service@vuw.ac.nz ) and request a Licensed account for Zoom.
Using Zoom for Teaching
Zoom can be used for live/synchronous online communications with students in a course. It can be used to run tutorials or give lectures online in real time. A Zoom room/account can be set up for your course. This account will have its own link that can be posted on Blackboard and used for planned course tutorials, ad hoc help sessions, feedback sessions, or student group collaboration.
Zoom is a great way to Share your screen. You can share a PowerPoint or a Whiteboard. You can also annotate using your mouse or a stylus on a touchscreen.
Zoom has a chat function that can allow students to ask questions or give answers without needing to use their microphone. Some students may feel more comfortable using chat rather than speaking up in the meeting.
Case Studies
Case studies which cover examples of how this technology might be used in teaching.
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Help Resources
How-To guides can be found on the Zoom Help Pages
Zoom user guides:
Tips and Tricks for Educating on zoom
Tips and Tricks for Administrators and Staff
Student Tips for participating online
Zoom user guides:
Tips and Tricks for Educating on zoom
Tips and Tricks for Administrators and Staff
Student Tips for participating online
FAQs
Here are some PDF guides to follow, with images and FAQ instructions, or refer to the information and links below.
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Student Learning have created some guide for students:
How to join a zoom meeting/tutorial
How to join a zoom meeting/tutorial
How do I create a Zoom account if I've never used Zoom before?
Go to vuw.zoom.us and use VUW staff sign-in option at top right and sign in with your university credentials. This takes you to your profile page where you can see details of your personal meeting room, previous recordings and meetings and see your zoom settings.
How do I install Zoom?
To download the Zoom software onto your computer at home go to vuw.zoom.us and scroll to the bottom of the page for the Download section and pick Meetings Client and download the Zoom Client for Meetings. This will load a piece of software onto your computer or Mac.
or use this link https://zoom.us/support/download
When you want to start a meeting or join a meeting you can open this software.
How do I sign into the software?
Click on the Zoom software icon. it will open a window asking if you want to join a meeting or sign in. To sign in with your VUW account click on the Sign in with SSO option. It will ask for the Company Domain, enter 'VUW' and click continue. Sign in using your University credentials. This will launch the Zoom Software for you.
I had a zoom account ages ago, how do I know if it is a full 'Pro' license so I can use it for teaching?
If you open the zoom software and login, at the top of the window next to the zoom logo it will say whether you have a 'Basic' or 'Pro' account. If you have a basic account and need to run meetings for more than 40 minutes please log a call with the service desk to get your account upgraded.
Can I use zoom on my phone?
There is a Zoom app in the App Store and the Google play store called Zoom Cloud Meetings.
for more help and advice on using the apps for iOS or Android see Zoom Mobile Help page. You can join your phone as a participant into a meeting you are running on your computer.
How do I start a meeting?
Click on your Zoom icon to open the software and sign in if needed. Click on the orange New Meeting icon to start your own meeting.
Can I use breakout rooms during a session?
You can break your zoom session into a number of break out rooms. You define how many rooms and how to assign participants (either automatically or manually). Once rooms have been assigned the host can join and leave each group. All groups can be called back to the main session by the host.
I'm concerned about 'Zoom bombing' what should I do?
This is where someone who is not invited to be in your teaching session joins via a public link and uses screen-sharing to project graphic content to unwitting participants, forcing hosts to shut down their online session.
If you are running a teaching session in Zoom, and one of your students behaves inappropriately, this is not Zoom bombing. This is a student conduct issue.
Things to consider:
You can customise your personal meeting ID to make it something memorable and easy to share with others. It is best to edit your Personal Meeting ID and check the 'Use this ID for instant meetings' option. Whenever you start a new meeting it will use this same Zoom ID.
How do I invite people to my meeting?
If you know your Personal Meeting ID, link or Personal Link you can share this will others via email or by posting onto a site such as Blackboard. participants can click on the direct URL link or can go to vuw.zoom.us and 'Join a meeting' by entering your Personal ID number or name.
You can also invite others once you are in a meeting.
How do I join a meeting?
If you have an invite or meeting URL link you can just click on the link.
Otherwise open the zoom software and click on 'Join' button enter the meeting ID and your name or go to zoom.us and JOIN A MEETING from the top bar menu. Enter the meeting ID and your name.
What are the main features of a meeting?
the main features and things you can do in a meeting are:
How do I get my microphone and video connect and control them during a meetings?
The zoom software will connect to any microphone or video camera device connected to your computer. When you are in your meeting you can mute, test or select a different device.
What do I need to tell my students?
You will need to tell your students you will be using Zoom for classes or tutorials and give them the key information about what you will be using Zoom for and what engagement you expect from them. Also provide the access link and time.
Here is some sample text you could post up in your course with your zoom meeting specific information:
Go to vuw.zoom.us and use VUW staff sign-in option at top right and sign in with your university credentials. This takes you to your profile page where you can see details of your personal meeting room, previous recordings and meetings and see your zoom settings.
How do I install Zoom?
To download the Zoom software onto your computer at home go to vuw.zoom.us and scroll to the bottom of the page for the Download section and pick Meetings Client and download the Zoom Client for Meetings. This will load a piece of software onto your computer or Mac.
or use this link https://zoom.us/support/download
When you want to start a meeting or join a meeting you can open this software.
How do I sign into the software?
Click on the Zoom software icon. it will open a window asking if you want to join a meeting or sign in. To sign in with your VUW account click on the Sign in with SSO option. It will ask for the Company Domain, enter 'VUW' and click continue. Sign in using your University credentials. This will launch the Zoom Software for you.
I had a zoom account ages ago, how do I know if it is a full 'Pro' license so I can use it for teaching?
If you open the zoom software and login, at the top of the window next to the zoom logo it will say whether you have a 'Basic' or 'Pro' account. If you have a basic account and need to run meetings for more than 40 minutes please log a call with the service desk to get your account upgraded.
Can I use zoom on my phone?
There is a Zoom app in the App Store and the Google play store called Zoom Cloud Meetings.
for more help and advice on using the apps for iOS or Android see Zoom Mobile Help page. You can join your phone as a participant into a meeting you are running on your computer.
How do I start a meeting?
Click on your Zoom icon to open the software and sign in if needed. Click on the orange New Meeting icon to start your own meeting.
Can I use breakout rooms during a session?
You can break your zoom session into a number of break out rooms. You define how many rooms and how to assign participants (either automatically or manually). Once rooms have been assigned the host can join and leave each group. All groups can be called back to the main session by the host.
I'm concerned about 'Zoom bombing' what should I do?
This is where someone who is not invited to be in your teaching session joins via a public link and uses screen-sharing to project graphic content to unwitting participants, forcing hosts to shut down their online session.
If you are running a teaching session in Zoom, and one of your students behaves inappropriately, this is not Zoom bombing. This is a student conduct issue.
Things to consider:
- only have link details available on access controlled site like Blackboard.
- consider using a password.
- understand where and how to mute, turn of camera or eject students from a meeting.
- set out Zoom session etiquette with students.
- make sure settings allow Host to control who shares screen and when.
- consider having a co-host to moderate activity.
You can customise your personal meeting ID to make it something memorable and easy to share with others. It is best to edit your Personal Meeting ID and check the 'Use this ID for instant meetings' option. Whenever you start a new meeting it will use this same Zoom ID.
How do I invite people to my meeting?
If you know your Personal Meeting ID, link or Personal Link you can share this will others via email or by posting onto a site such as Blackboard. participants can click on the direct URL link or can go to vuw.zoom.us and 'Join a meeting' by entering your Personal ID number or name.
You can also invite others once you are in a meeting.
How do I join a meeting?
If you have an invite or meeting URL link you can just click on the link.
Otherwise open the zoom software and click on 'Join' button enter the meeting ID and your name or go to zoom.us and JOIN A MEETING from the top bar menu. Enter the meeting ID and your name.
What are the main features of a meeting?
the main features and things you can do in a meeting are:
- see and hear all participants
- share you screen
- text chat with other participants
- move into separate breakout room to have smaller group discussions
- record the session
How do I get my microphone and video connect and control them during a meetings?
The zoom software will connect to any microphone or video camera device connected to your computer. When you are in your meeting you can mute, test or select a different device.
What do I need to tell my students?
You will need to tell your students you will be using Zoom for classes or tutorials and give them the key information about what you will be using Zoom for and what engagement you expect from them. Also provide the access link and time.
Here is some sample text you could post up in your course with your zoom meeting specific information:
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This is the URL for our Zoom lecture/tutorial on XX time XX day: >>>>>>>>>
Zoom is a video conferencing app. When you click on this link to join the lecture/tutorial you will be prompted to download the Zoom app automatically – please do this, it will only take a couple of seconds. Below are some recommendations for getting the most out of the Zoom session:
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Can I record meetings and teaching videos in Zoom?
Yes you can record meetings in Zoom. You should always make it clear to all participants that you are recording.
You can record teaching content e.g. a video of you along side capture of your PowerPoint slides, by starting a meeting by yourself, sharing your screen and selecting record.
Where do my Zoom cloud recordings get saved and how do I get them into Blackboard?
If you choose 'cloud recording' the recording will be saved in your Zoom account but will also be added to a folder in your Panopto My Folder space called 'Meeting Recordings'. You can review your recordings and copy or move them into your course folder. Watch this video to see the process.
If you record to the cloud your video will also get transcribed. You will receive an email when this is done and with a link to the transcription.
What is the Zoom Cloud recordings save policy?
Any cloud recordings done using Zoom are saved to your Zoom profile.
A version of this recording (usually the speaker, gallery and screen share view) is automatically transferred to a Panopto account using the same email address and put into a Meeting recordings folder in your My Folder. This recording then falls under Panopto recording saving policy.
The original zoom recordings are stored in your Zoom profile for 60 days.
After that time they are transferred to a trash folder and held for a further 30 days after which they are completely deleted.
You will receive an email 7 days before the videos are completely deleted from the trash folder and given an opportunity to retrieve them.
At any time you can go into the settings/more for the individual recording and disable the auto-delete function.
Yes you can record meetings in Zoom. You should always make it clear to all participants that you are recording.
You can record teaching content e.g. a video of you along side capture of your PowerPoint slides, by starting a meeting by yourself, sharing your screen and selecting record.
Where do my Zoom cloud recordings get saved and how do I get them into Blackboard?
If you choose 'cloud recording' the recording will be saved in your Zoom account but will also be added to a folder in your Panopto My Folder space called 'Meeting Recordings'. You can review your recordings and copy or move them into your course folder. Watch this video to see the process.
- Open Blackboard
- go to VStream videos
- Open in Panopto (icon on far right square with arrow pointing out)
- go to My Folder
- go to Meeting recordings sub-folder
- select recordings to copy or move
- select copy or move
- select course to copy or move to.
If you record to the cloud your video will also get transcribed. You will receive an email when this is done and with a link to the transcription.
What is the Zoom Cloud recordings save policy?
Any cloud recordings done using Zoom are saved to your Zoom profile.
A version of this recording (usually the speaker, gallery and screen share view) is automatically transferred to a Panopto account using the same email address and put into a Meeting recordings folder in your My Folder. This recording then falls under Panopto recording saving policy.
The original zoom recordings are stored in your Zoom profile for 60 days.
After that time they are transferred to a trash folder and held for a further 30 days after which they are completely deleted.
You will receive an email 7 days before the videos are completely deleted from the trash folder and given an opportunity to retrieve them.
At any time you can go into the settings/more for the individual recording and disable the auto-delete function.
Talk to one of our learning and teaching team about using Zoom in your teaching.
