Using Zoom for Office Hours

Overview

Zoom allows you to setup recurring appointments using the same Zoom URL and meeting ID.  This can be especially helpful in establishing regular office hours for an online or hybrid course.

If you haven’t already, you will need to download the Zoom client at zoom.us/download.  The client is available for both Windows and macOS and has mobile apps for your phone or tablet.  If it’s your first time using Zoom, you’ll need to setup your account using your Rider email address.  This will then register you for Rider’s site-license of Zoom.

Step 1: Launch Zoom and Schedule Meeting

After downloading and installing the Zoom client, launch it.  You can then click on the “Schedule” button [1].

Step 2: Schedule Details

Name your meeting in the “Topic” field [2].  Choose a name that’s generic, rather than course-specific, as you can reuse the same link for other courses or advising appointments.  Then, select the “Recurring Meeting” checkbox [3] since this will not be a one-time occurrence. 

By default, Rider OIT recommends you utilize a password for all Zoom meetings.  You may choose to keep the generated password, change the password, or remove it entirely [4].

Whenever setting up meetings in Zoom, allow the audio options to be “Telephone and Computer Audio” [5] as this will let someone join via dial-in or using the application.  Select “Other Calendars” [6] so you can easily copy & paste the details.  Note: you can choose iCal or Google Calendar however you will need to link your calendar service separately. 

To allow only specific users in your Zoom meeting, enable the “Waiting Room” [7].  Zoom will prompt you when users are trying to join. Finally, click on “Schedule” [8] and copy-paste the information. 

Step 3: Notify Students

After you click the “Schedule” button, you will have a pop-up with the Zoom details.  Click “Copy to Clipboard” [9] which will automatically select all the text and copy it.  You may then paste it into a message to students or post it to your syllabus.

Zoom includes a lot of details since users can join via web, phone, digital conference room, and international dial-ins.  As a minimum, keep the following details:

  • “Join Zoom Meeting” URL
  •  “One tap mobile” phone number
  • “Dial by your location” phone number & Meeting ID

Step 4: Conduct Office Hours

You can begin your meeting by starting it within the Zoom client, or by clicking on the URL you sent to students.  The following options are available for use via the toolbar located at the bottom of your Zoom session window:

[10] Mute and Unmute yourself

[11] Start and Stop Video

[12] Quick access to Security Settings

[13] Open up Meeting Participants (where you can mute, unmute, or remove users). Additional information below

[14] Chat Meeting Participants

[15] Share your Desktop, Open a Whiteboard, or even your iPhone Screen

[16] Poll meeting participants

[17] Record the session to the cloud or your desktop

[18] Move participants into individual “Breakout Rooms” (especially helpful if you need a quick 1on1 with a student)

[19] On-Screen Reactions

[20] Additional Settings

[21] End the Meeting

Note: Depending on your screen size, not all of these buttons may be accessible.  Try clicking on the “More” button [20] for other settings.  If any of these options are still not available, check your user settings or contact helpdesk@rider.edu.

Helpful Tip: Managing Participants

Zoom allows you to easily manage meeting participants.  You can mute, unmute, remove from meeting, and turn off another user’s webcam all from the “Participants” [13] screen.  This is very helpful if you are receiving a lot of feedback from another user or a student accidently turned on their webcam.

You can see who is Muted & Unmuted, as well as who has their Webcam enabled & disabled by the icons on the right-hand side [22].  When users are talking, their microphone icon will change to green.

You can also Mute All and Unmute All users at the bottom of the participants pane.  This can be useful when there is a lot of feedback occurring and you cannot quickly determine which user it’s originating from.

When hovering over specific users, you can Mute/Unmute and select the “More” drop-down button [23].  From there you can share hosting abilities, rename the user, and remove from the Zoom session altogether.

 

For more help, visit the Zoom Support Center at https://support.zoom.us/hc/en-us.

Details

Article ID: 109045
Created
Tue 6/2/20 11:57 AM
Modified
Wed 7/15/20 10:34 AM