Video Conferencing at UIW
Video conferencing provides us with 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 platforms when meeting with colleagues and external personnel, UIW officially deploys, endorses, and supports both Zoom and Microsoft Teams as video conferencing solutions. Additionally, UIW's Office of Teaching, Learning, and Technology installs, designs, and supports video conferencing systems throughout the university's class and meeting rooms that can be used with these platforms.
Test your 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? Or, is it a Teams meeting?
- This can normally be understood by looking at the meeting invitation as each one has its 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 respective app, including any connected devices and features.
- 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 to the meeting.
- Note that both Zoom and Teams 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.
- If possible, use a headset and microphone combo, as it'll ensure there won't be an echo commonly caused by "hot mics" or speaker output.
- 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
- 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
- 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 Use Zoom?
Zoom 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.
- Video Conferencing
- Zoom allows users to conduct video conferences with participants from around the world, regardless of geographical location.
- Screen Sharing
- Zoom allows users to share their screens during meetings, which makes it easy to collaborate on documents, presentations, and other visual materials.
- Zoom allows users to record their meetings, including video, audio, and chat messages. Recorded meetings can be saved locally or in the cloud for future reference or sharing with others.
- Breakout Rooms
- Zoom allows hosts to create breakout rooms, which are smaller virtual rooms where participants can have separate discussions or activities. This feature is useful for group work or interactive sessions.
- Interactive Features
- Zoom offers various interactive features such as polls, Q&A sessions, hand raising, and reactions, which allow participants to engage in real-time during meetings and webinars.
- Security and Privacy
- Zoom has implemented several security and privacy features, including password protection for meetings, waiting rooms for participants, end-to-end encryption, and the ability for hosts to manage participants' access and permissions.
Where to Access and Use Zoom?
Online Access (Web-browser)
- Login to Cardinal Apps and click on the 'Zoom' app to access Zoom from within a browser.
Windows and macOS (Local install)
Zoom comes pre-installed on all UIW-issued devices and runs on Windows and macOS devices. Use the guides below to install/reinstall Zoom or learn how to login as a UIW user.
- Have a Chromebook? Learn how to get started with Zoom on ChromeOS.
Mobile App (Smartphone or tablet)
Scheduling and Preparing 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 firstname.lastname@example.org.
UIW offers a selection of curated backgrounds to show your school spirit.
By default, UIW IT sets your default 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 by the university and cannot be changed. These settings are typically related to security. Please, contact the UIW Help Desk at email@example.com if there are any questions, comments, or concerns.
First time using Zoom? 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
A meeting host is someone that has permissions to control all aspects of a Zoom meeting and its participants. A co-host has most of these administrative rights, but can also assign controls and permissions to others. When scheduling a meeting, the scheduler is automatically made host and in most cases, the host and co-hosts are the only parties that can start a meeting.
- 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 Advanced Features in Zoom
- 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
To use Zoom in Canvas, simply add it to your course navigation bar through your course settings. View the resources below for an overview and how to get started.
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.
Language interpretation is on by default for all meetings. This option can be unchecked during the meeting creation process or at anytime with a meeting's settings page.
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 use basic polls within your Zoom meeting
- How to use Advanced polling and quizzing for meetings
Cloud Recording 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 'Local Recording' 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...
- Students cannot record to the cloud.
- The cloud recording can be accessed from any device with a web browser.
- Can easily share the recording with others through a link.
- Offers automatic English 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 that revolve around Zoom recordings and video management. If you need help or have feedback, contact the UIW Help Desk.
- Tired of the 30-day expiration shuffle?
- Want Zoom recordings to save to your course's Echo360 area within Canvas?
- Have your Zoom recording downloaded and don't know where to store it?
- Want to store it within your Echo360 library?
To provide accessibility feedback, understand what features are available to you, report an issue, or request accessibility support you can email firstname.lastname@example.org
- Questions or issues installing and logging into Zoom?
- Reach out to the Help Desk at email@example.com or (210) 829-2721
- Product questions? Curious about a feature?
- Head to the support portal for Zoom, as agents are waiting to answer questions and it hosts hundreds to thousands of articles on troubleshooting the platform.
- Contact a Software Specialist if you...
- ... need to host an event that will exceed 300 participants.
- ... need a Zoom webinar license for an event.
- ... need instructor training, group, one-on-one, or virtual sessions.