Video Conferencing at UIW
Video conferencing provides the power to hop on a call and collaborate with colleagues in real-time within seconds. All faculty, staff, and students will inevitably use video conferencing at some stage in their journey at UIW. While you may come across different options when meeting with external personnel, UIW IT deploys, endorses, and officially supports both Zoom and Microsoft Teams as video conferencing tools. Additionally, UIW's Office of Teaching, Learning, and Technology installs, designs and supports video conferencing systems throughout the university's class and meeting rooms.
Best Practices for Video Conferencing
Test equipment and contact participants
- Make sure your device has the needed video conferencing apps installed (Zoom or Teams)
- Understand and ask yourself where the meeting is taking place... is it on Zoom? Teams?
- This can normally be understood by looking at the meeting invitation as each one has their respective branding in the email. Meeting links will also be labeled 'zoom.us' or 'teams.microsoft.com' and so on.
- Do a test run of the conferencing app and any connected devices.
- Familiarize yourself with meeting controls and options.
- You should be familiar and comfortable with muting/unmuting yourself, selecting your microphone, turning the camera on/off, and sharing your screen.
Check the video, audio, and lighting
- Ensure proper lighting conditions.
- View this four-minute video example of different lighting conditions and how they'll affect the look of your call.
- Make sure you have the right microphone and webcam option before/in the meeting. Always test your microphone prior the meeting.
- Note that teleconferencing apps like Zoom provide a prompt when joining a meeting to test your video/audio before anyone else can hear you.
- Plan to use a headset if you're in a noisy or active environment.
- UIW always recommends using a headsets, as it'll ensure there won't be an echo commonly caused by "hot mics" or speaker output.
- Prepare: Follow the preparation steps in the tile above for tips to make sure the meeting link and your connected devices (video, audio, screen) are all functioning before the meeting.
- Don't wait until the last minute to test your technology
- Limit distractions: You can make it easier to focus on the meeting by turning off notifications, closing or minimizing running apps, and muting your smartphone.
- Be on time: Also know that scheduled video meetings generally start directly at the scheduled start time, as opposed to in-person meetings where people gather leading up to the scheduled start time.
- Avoid messy or cluttered backgrounds: Check out the 'Changing your Background in Zoom' tile on this page to learn more.
- Follow the expected rules and guidelines for participant interaction: Whether it's an instructor or speaker, the meeting hosts might've designated an expectation for the meeting. Make sure to follow those guidelines to set a good example and participate.
- Position your camera properly: Make sure to frame the camera to correctly to show your face or the desired area. Avoid awkward or low angles of body parts or the face.
- Keep your device plugged in or be aware of your remaining battery life to avoid power loss during a meeting.
- Mute yourself if you're not speaking: To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking.
- Adversely, don't forget to un-mute yourself when it's your time to speak!
Who can get Zoom and is there a Cost?
Zoom video conferencing is available at no cost to all actively employed faculty and staff, as well as students who are actively enrolled in classes at UIW.
If you are enrolled or employed under of the School of Osteopathic Medicine, your Zoom account settings and available options might differ from those listed on this page... contact a Software Specialist for specific limitations, inquiries, or concerns.
Zoom helps everyone collaborate online wherever you are and offers features such as...
- Hold meetings and classes online
- Share screens and content
- Chat with video, audio, and text (through an in-meeting chat)
- Conduct in-meeting polls or activities
- Record on-screen content, meetings, and classes
- Before recording classes or students, please review UIW's Teleconferencing and Recording Policy.
- Invite up to 300 participants
- These participants can be "Non-Zoomers" or fully licensed users
How to Get Started
Zoom is accessible online or downloaded to the desktop (local app). UIW highly recommends each user downloads and uses the desktop application due to many features not being available online. Learn about the various differences between Zoom platforms here.
Online Access (web-browser)
- Head to Cardinal Apps and click on the 'Zoom' icon to access the online dashboard.
Desktop Install (local app)
- Head to their download page and click on the top 'Zoom Client for Meetings' option. Download and install the file.
- Here, you can also download and install Zoom plugins for a variety of other apps (Outlook, Teams, mobile, browsers) but they aren't necessary.
- To sign into the desktop app for the first time...
- Choose the 'SSO' option on the login page (Displayed with a key icon)
- In the box that says 'Enter your company domain' type [uiw] (Without the brackets)
- Click the blue ' Continue' button. Your browser will open and take you to the UIW login page.
- Enter your UIW email and password (the same one used to get into Cardinal Apps)
- You'll receive a prompt to open Zoom again, click on it and you will be signed into the desktop app from then onward.
Scheduling and Prepping for a Meeting
Don't Make Private Meetings Public
Whenever possible, only share your Zoom meeting link to individuals who will be attending your class or meeting. If your link is shared on social media or within a public realm, anyone who sees the link will be able to attempt to join. All UIW meetings are required to have a single security measure by default, but please be mindful where your Zoom links are being posted
The Zoom plugin for Outlook can prove to be a convenient tool to schedule and populate zoom meetings just as quickly and easily as sending an email. The plugin is available for both Windows and Mac as well as the online version of Outlook
- How to change your virtual background image in Zoom.
- How to use a blur background in your meetings.
- If you're experiencing trouble setting up a personal background, your device might not support them. Review the system requirements for a Zoom virtual background or contact the Help Desk at email@example.com
UIW offers a selection of curated backgrounds to show your school spirit!
By default, UIW IT sets your Zoom settings accordingly so you can have the best experience without having to worry about security or missing features. However, we do empower our users to have some options to turn on/off various settings to customize their Zoom preferences.*
*Some settings are globally set and cannot be changed by individuals. These settings are typically related to security. Please, contact firstname.lastname@example.org if there are any questions, comments, or concerns.
First time? Need to test a new setup? Prepare for upcoming Zoom meetings by setting up a Zoom test call. Within your test meeting, you have the ability to check your internet connection, familiarize yourself with Zoom's video conferencing features, and adjust your audio and video before joining the meeting.
Joining and Managing Meetings
- How to navigate host and co-host controls in a meeting.
- How to enable and add a co-host during a meeting.
Following a Zoom meeting, you might want to gather a report that shows information on attendance, participants, registration (If the security setting was enabled for the meeting), or even polling responses. This information can be gathered after the meeting has concluded by going to your Zoom dashboard via Cardinal Apps.
Education, Engagement, and more in Zoom
Educators struggling to understand "How can I structure a classroom environment through Zoom?" can peruse Zoom's educator guide to prepare their space for success.
- How to pre-assign participants to breakout rooms
- Important - Participants that join a meeting and have the '(Guest)' moniker at the end of their name are not signed into Zoom with an email address and thus will not be placed in a pre-assigned room. If you plan on pre-assigning breakout rooms, make sure your participants join from Zoom app in Cardinal Apps or have signed into the desktop app.
- How to manage breakout rooms in a meeting
- How to participate in a breakout room
Focus mode is designed with the digital learning environment in mind, allowing students to stay attentive or work on their tasks while under supervision, without being distracted by others and their tasks.
- How to use basic polls within your Zoom meeting
- How to use Advanced polling and quizzing for meetings
Cloud Recoding Retention Policy
All recordings of meetings that have been configured to save to the cloud will only be retained for 30 days from the date of the recording. UIW IT recommends routine reviews of all archived content in Zoom to make sure you keep what you need. Please know that, starting with seven days out from the expiration date you'll receive multiple emails alerting you of any expiring content. These emails include instructions, workflow's, and options to move or save the content into another format.
- Before recording classes or students, please read through UIW's Teleconferencing and Recording Policy.
To save a recording 'locally' means to save it directly to the device you're hosting the Zoom meeting from. Please keep in mind, this will take up your hard drive space and could potentially fill up your computer's storage quickly.
Some key things to consider for local recordings are...
- Portability - the recording files can be uploaded directly to any storage solution.
- Available indefinitely and do not expire
- Not supported on iOS and Android
- Can only be accessed on the computer that recorded the meeting, as opposed to a Cloud recording that can be shared via a link
- If the meeting unexpectedly shuts down, the recording could be lost.
To save a recording 'in the cloud' means to save the video, audio, and chat text to online storage, where they can be downloaded and shared from your zoom portal via Cardinal Apps.
Some key things to consider for cloud recordings are...
- The recording can be accessed from a computer or web browser
- Can easily share the recording with others through a link
- Offers automatic transcription of cloud recordings for accessibility
- Recordings expire after 30 days from the recording date and would need to be moved elsewhere before that time to save the material.
- An easy solution for this is to change your Zoom recording location to a folder in your OneDrive. Contact a Software Specialist to get this taken care of.
Here are some workflow's to learn about or implement that revolve around Zoom recording and video management. If you need help or have feedback, contact the UIW Help Desk
- Tired of the 30-day expiration shuffle? Learn how to set local Zoom recordings to automatically upload to OneDrive.
- Want Zoom recordings to save to your course's Echo360 area within Canvas? Learn how to automatically send Zoom cloud recordings to an Echo360 library or course.
- Have your Zoom recording downloaded and don't know where to store it? Upload it to the recommended platform by using Microsoft Stream
- Want to store it within your Echo360 library? Learn how to store content within your Echo library and how to share that content with students through Canvas.
Need help? Check out some helpful resources below...
- Start by heading to the Zoom support portal, as it hosts hundreds to thousands of articles on troubleshooting, understanding Zoom's place in elearning, and other common experiences.
- Peruse the UIW Help Desk knowledge base for commonly asked how-to articles or contact the Help Desk directly at (210)-829-2721
- Contact a Software Specialist is you are a someone who...
- ... is needing to host an event that will exceed 300 participants.
- ... wants to setup instructor, group, one-on-one, or virtual training sessions.
- ... has feedback on Zoom.