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Comment: Added new information about meetings

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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.

Waiting Room FeatureINLINE

Waiting Room Feature

Zoom's Waiting Room feature allows

 the host to send attendees to a waiting room before joining a meeting.  This setting gives hosts added security by not admitting everyone to the meeting automatically.  By default, the Waiting Room setting is enabled and will send Only Guests (Non-EID accounts) to the waiting room.  You can configure your meetings to send All Participants to the waiting room, but you will be responsible for admitting users before they can participate in the meeting.  One thing to note is the "Only authenticated users can join" setting.  This setting cannot be disabled and requires users to have a Zoom account (either an EID account or Non-EID account) to join a meeting hosted on the utexas (main) Zoom tenant.  This was set to ensure maximum security for all meetings. 

Read the matrix below to determine which Waiting Room setting option works best for your needs.  See below to configure your Waiting Room setting.



Waiting Room (Guests Only)Waiting Room (All Participants)Waiting Room Disabled
Only Authenticated Users Can Join - UT Austin (Default)

Recommended for:
Academic classes/Meetings

  • We strongly recommend leaving this as your DEFAULT setting and only changing the setting for a particular meeting as needed.

Recommended for:
Advising and Office Hours

  • This setting will send everyone to the Waiting Room.
  • You can admit one participant (or more) at a time from the Waiting Room to meet with you.

NOT RECOMMENDED

  • Disabling the Waiting Room substantially increases your risk of uninvited guests entering your meeting.
    (ie. "Zoombombing")
  • Do not use for classes.
Only Authenticated Users Can Join - Sign in to Zoom (Guest)

Recommended for:
Academic Classes with guest lecturers/Meeting with external users

  • Should be used when non-EID accounts (guests) will be joining your meeting. 
  • Guests will be placed in the waiting room and can be admitted by the host.

Recommended for:
Advising guests (non-EID accounts)

  • Should be used when non-EID accounts (guests) will be joining your meeting. 
  • All participants (EID accounts and non-EID accounts) will be placed in the waiting room and can be admitted by the host.

NOT RECOMMENDED

  • Disabling the Waiting Room substantially increases your risk of uninvited guests entering your meeting.
    (ie. "Zoombombing")
  • Do not use for classes.

Enabling the Waiting Room

  1. Sign in to the Zoom web portal
  2. Click "Settings" from the navigation menu on the left
  3. In the "Meeting" tab, click "In Meeting (Advanced)", then navigate to the "Waiting Room" option.

    1. If this setting is disabled, click the toggle to enable it. If you receive a verification dialog, click "Turn On" to verify the change.
  4. Select who you want to be admitted to the waiting room.
    1. All Participants: All participants joining your meeting will be admitted to the Waiting Room
      1. This includes those users who are using accounts associated with UT
    2. Guest Only: Only participants who are not associated with UT will be admitted to the waiting room.
      1. If Guest only is enabled, you can additionally allow internal participants (that is, UT-affiliated users) to admit guests from the waiting room into the meeting if the meeting host is not present



Multiexcerpt
MultiExcerptNameUsing Zoom Breakout Rooms for Office Hours and/or Advising

Using 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:


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