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Multiexcerpt
MultiExcerptNameOpen Office Hours

Open Meeting Office Hours

Office Hours in Zoom follow the same structure as hosting a lecture

  1. Open your course in Canvas.

  2. From the sidebar, click "Zoom".
  3. Click the blue "Schedule a New Meeting" button.
  4. Fill out the settings for your lecture as desired. You can provide a topic, description, choose the start time and duration, and more.
    1. Your meeting time and duration should be set to that of your Office Hours. 
      1. In our below example, the class meets for an hour at 1:00 pm.
    2. By selecting "Recurring meeting", you can automatically schedule your Office Hours to repeat each week. Use the "Weekly" option and select the days on which your Office Hours occur.
    3. "Require meeting password" is unchecked by default. 
      1. This option is not necessary and may complicate the process of joining for your students.
    4. Be sure to check the "Mute participants upon entry" option. 
      1. This will prevent background noise from students or other participants from being immediately broadcast when they enter the meeting.

    5. "Enable waiting room" will be set on by default, to restrict unauthorized or unwanted access by parties external to UT.

      1. This is, in part, a security measure meant to decrease potential disruption of Zoom meetings.
    6. "Only authenticated users can join" is enabled by default for security. This restricts outside users without Zoom accounts from accessing your meetings.
      1. If you plan to have a non-UT attendee to this meeting, click the dropdown box and select "Sign in to Zoom". This will allow your guests to join your meeting with a free Zoom account.
    7. Alternative hosts: Enter the email address (theusersEID@eid.utexas.edu) of another Zoom user who is Licensed - to allow this user to start the meeting in your absence. Read more about Alternative Hosts.
  5. When configured to your liking, click "Save" to save your meeting. It will automatically be added to your Canvas calendar, as well as to your students' calendars.

Multiexcerpt
MultiExcerptNameUsing Zoom Breakout Rooms for Office Hours and/or Advising
  1. Launch Zoom meeting. Hosts can assign users as Co-Hosts to help with meeting management (i.e., check-in)
  2. You can Share a slide/message directing students to “check-in” by adding their name to Chat once they arrive.
    1. If the Host leaves the main meeting space (to go into a Breakout Room), this disrupts Screen Sharing.
  3. Click Breakout Rooms (lower right). Note: Only the Host sees the Breakout Room option.
  4. Configure the number of rooms needed and select Manually assign. Click Create Rooms

  5. Hello Kitty arrives (Manage Participants indicates 2 users [1]) and enters her name in Chat [2].
  6. Click Breakout Rooms and click Assign to move users into Breakout Room(s). Note: If you designate users to act as Co-hosts, you will need to assign them to a room. Co-hosts are unable to Join by themselves.

    1. You can click Options to edit all Breakout Room settings
    2. Click to Open All Rooms [3]
  7. Students will need to Join the Breakout Room:
  8. You can move a user to a different room by hovering over their name and clicking Move to:
  9. Hosts can join a Breakout Room by clicking Join. Co-hosts are unable to Join by themselves.
    1. If the Host leaves the Main meeting space (to go into a Breakout Room), this disrupts the Screen Sharing (e.g., PowerPoint slide) and the Host will no longer be able to Chat with the Main meeting room.
  10. Zoom will connect you to the Breakout Room.
  11. Once in the Breakout Room, users will have full controls similar to the meeting (Share Screen, Chat, etc.).
  12. The Host can leave by clicking Leave [1] from the Breakout Room panel or by clicking Leave Breakout Room in the lower right corner:
  13. Zoom will verify that you want to leave the Breakout Room:
  14. Zoom will return you to the Main session:
  15. When finished, students can click Leave Meeting in the lower right corner: