Zoom is a video conference service available to all UF students, faculty, and staff.

• Zoom meetings can accommodate up to 100 participants.
• Webinar rooms that can accommodate 100, 300, 500, and 1000 participants are available.
• Details and access can be found on the UFIT Video & Collaboration Services website.
• Step by Step Faculty Guides for Using Zoom
• Vendor guides and help center
• Zoom in Canvas (e-Learning)

Set-Up | Zoom Security | Zoom Auto-Transcription | Zoom FAQs

Set-Up

You must sign in once through the UF Zoom website in order to create your account before using Zoom through Canvas. Access and create Zoom sessions from within your Canvas course site. To do this, first enable the tool in your class:

• Log into your class and click the “Settings” link in the left navigation
• Find Zoom in the bottom list of tools that are hidden from students
• Drag Zoom from the bottom list to the top list of tools students see in the navigation
• Click the “Save” button at the bottom of the screen

When you schedule class meetings on your Canvas site, students will receive an email message to tell them about the session. It’s a good idea to also send out an announcement describing the session topic and whether a recording will be made available to them.

Schedule Class Sessions

Once you have enabled Zoom in your Canvas course, you are ready to schedule your class sessions. Check the box next to  Recurring meeting (Under Time Zone) to create weekly sessions on the appropriate days. See the security settings below. Recommended settings:

• Video: Select Host on and Participant on.
• Audio: Select Telephone and Computer Audio
• Meeting Options:
  • Enable join before host
  • Mute participants upon entry
  • Record the meeting automatically
• Alternative Hosts: Add TAs or student moderators

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Zoom Security

In order to avoid “Zoom bombing,” it will be important to use one or more of Zoom’s security settings. Visit ufl.zoom.us/, sign in, and then click on Settings in the left-hand navigation. Options include enabling waiting rooms, setting meeting ID requirements, and restricting meetings to authenticated users.

• Set a passcode (best for class meetings) OR
• Enable the waiting room (best for office hours)
• If you will record the session, notify session participants that the meeting will be recorded
  • Be sure to include the new syllabus statement that informs students of the privacy issues
  • Let students know that it’s an honor code violation to share the link video recording link to people outside of your course
  • Standards for recordings that involve students are located at the bottom of UF’s FERPA Confidentiality page

Visit the UFIT resource: Keep Zoom Secure site, for more recommendations and how-to information. The UF Computing Help Desk is also ready to assist with your video conferencing questions.

NOTE: Beginning September 27, 2020, all Zoom meetings will be required to have either the waiting room enabled or a meeting passcode set.

Chat Recording

The University of Florida Faculty Senate Academic Council has drafted a syllabus statement about zoom recording. The statement is included in the UF Policy on Course Syllabi.

To avoid recording the chat:

• First set up the meeting in your Canvas Zoom Conferences
• Then go to your Zoom account at ufl.zoom.us
• Choose Settings from the left menu
• Then choose Recording from the top menu
• Uncheck the box next to “Save chat messages from the meeting/webinar”

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Zoom Auto-Transcription

Your University of Florida Zoom account now has the capability for live transcription.

Turn on Zoom Auto Transcription

• Log into your Zoom account
• Choose Settings from the left menu
• Scroll down to Closed captioning and turn this feature on
• Check the box next to Enable live transcription service to show transcript on the side panel in-meeting
• You may also choose to allow participants to Save Captions 

Auto Transcription Notes

• The live transcription feature is available even if you are not recording the session
• This feature is not currently available in breakout rooms

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Zoom FAQs

Generate an Attendance Report in Zoom

1. Log into Zoom

2. In the navigation bar on the left, select “Reports”

3. Select “Usage”

4. Select the date of the meeting you want to search for

5. When you have found the correct meeting, select the number in the participants’ column

6. Zoom will display the names of each meeting participant along with the time they joined and left the meeting. You can export the meeting participants as a .CSV file

7. You can then import the .CSV file into the Canvas gradebook as an assignment

How to Pre-Load Students into Breakouts

If you have a large class, you may wish to set up breakout rooms with specific groups before your class meets. This feature can also be helpful if you will be replicating groups created in a face-to-face setting.

1 – Enable Pre-Assign in Settings

Before you can pre-assign students to a breakout room, you’ll need to enable the setting that allows you to assign participants. To do this:

1. Go to ufl.zoom.us
2. Click “UFL Sign In”
3. Login
4. Click “Settings” (left hand side of the page)
5. Click “In Meeting (Advanced)”
6. Under “Breakout Rooms” select “allow host to assign participants to breakout rooms when scheduling.”

  2 – Set up Meeting In Canvas

In Canvas go to Zoom Conferences in your left-hand navigation. If you haven’t enabled this yet, go to Settings > Navigation and drag Zoom Conferences from the bottom (hidden from students) to the top. Then click “Save.”

1. Click “Schedule a New Meeting”
2. Set your date, time, recurrence (if desired)
3. Choose your recording settings
4. Click the “Save” button

NOTE: You do not have to create the class meeting within Canvas, you can create the session within your ufl.zoom.us account and provide the link to students.

3 – Upload Your Student Groups

1. Return to your account in ufl.zoom.us
2. Find the meeting you have created within Canvas
3. Click on the meeting name
4. Scroll to the bottom of the screen and click the “Edit this Meeting” button
5. Scroll down to the Meeting Options
6. Check the box next to “Breakout Room pre-assign”
7. Upload a .csv file of your student emails (you can export this from your Canvas gradebook–this is the SIS Login ID)
   1. You can assign students to groups in the .csv file (see sample below) OR
8. Click the “Create Rooms” button
9. Add the students to their groups

Sample .csv file format

You can download a sample .csv file from the Zoom Guide: Pre-assigning participants to breakout rooms

If your Zoom and Canvas accounts are not linked, you can still assign your students to breakout rooms. However, both you and your students will have to access Zoom through the ufl.zoom.us site, you’ll need to provide them with the meeting link (you can post it in Canvas or email it to them.)

Can Students Use Zoom?

All UF students have a Pro Zoom account. To access their accounts, students will need to:

1. Go to ufl.zoom.us
2. Click “UFL Sign In”
3. Login

Students cannot automatically record their Zoom meetings to the “cloud.” If you want to view (for spot-check, peer review, or grading purposes) their recordings, students will need to upload the file to one of the following storage services: OneDrive, GoogleDrive, or DropBox. Then students will need to make set the file to be “viewable” and provide a link in an assignment or discussion forum within Canvas.

Recurring Zoom meetings

Depending upon how often your course meets follow the below steps:

• Select the checkbox next to a recurring meeting
• Select the appropriate recurrence in the dropdown.
  • Weekly will most likely be the best option
• Select from the dropdown repeat every 1 week (unless your course doesn’t meet weekly)
• Select the days in which your course meets by clicking the checkbox next to the day
• Then set an end date

Does Zoom Have Polling Options?

Yes, but you need to load your questions in advance using a .csv template (scroll to the bottom of the meeting creation screen in your Canvas Zoom tool.)

https://support.zoom.us/hc/en-us/articles/213756303-Polling-for-Meetings

How can I make sure a Zoom meeting is secure and confidential?

https://elearning.ufl.edu/media/elearningufledu/zoom/Privacy-and-How-to-Close-a-Room-for-Private-Discussion.pdf

Zoom security recommendations

How can I enable raise hand and other non-verbal features?

• Access your account via ufl.zoom.us
• Click on “settings” in the left menu
• Scroll down and turn on “nonverbal feedback”

How do I play a video in Zoom?

• When sharing your screen, check the box at the bottom of the share screen prompt that states “Share Computer Sound”.
• If you have already done this, you may need to check the box next to that, which states “Optimize Screen Sharing for Video Clip”.

What do I do if students are muted in the Breakout Rooms?

• The automatic muting most likely happened if you have enabled “Mute participants upon entry” in your Zoom meeting settings.
  • You can disable this in your settings (either in the Settings tab found in ufl.zoom.us, or in the Meeting itself by clicking “Edit Meeting”).
  • Otherwise, you should be able to unmute them all through manage participants.
  • As the host, during the meeting, you can also allow participants to unmute themselves so you won’t need to do it manually.

How do I see my students?

• View gallery

Improving Audio and Video Quality

Everyone wants a high-quality video and audio connection to Zoom so you can see and hear everyone and they can see and hear you. We also want a class that feels engaging and motivating.

The following suggestions can be edited, adopted and used to help your students have a positive class experience:

To improve connectivity:

1. Disconnect other devices on your local network that may be using up bandwidth. Even “uploads” (Netflix, Xbox) can cause “download” problems.
2. Use “Speaker View” instead of “Gallery View” in your lecture. Having only one video stream on screen at a time reduces the bandwidth needed.
3. Turn off your video. Dropping the video during dips in Internet bandwidth can help improve your audio.
4. Quit other applications on your computer that may be using significant processing power. Having lots of open browser tabs can also cause problems.
5. Use a smartphone on a mobile (“LTE”) network instead of a laptop on your local network. You can use the Zoom app on your phone, and look at downloaded materials on a computer. Or you can open the Zoom meeting on your computer without mic or video and call in on your phone. When you join by both phone and computer be sure to merge your two identities. This can help both your devices show as one and move with you when you are sent to breakout rooms.
6. Merge your phone and computer in a zoom meeting:
   1. Join the Zoom meeting
   2. When prompted to select one of the audio conference options (join with computer audio or join with phone audio) select join with phone audio
   3. Click the phone call tab dial one of the given numbers using your phone and enter the meeting ID
   4. Enter the participant ID (this is the important step because it merges the phone to the face to make one rectangle in the gallery of participants otherwise participants will have a  block for their computer and one for their phone.
   5. You can also do this when already in a meeting by clicking the arrow next to the mic icon and selecting to switch to phone audio.
7. Use a wired connection to your home router if possible.
8. Check your internet speed with speedtest.net. Speeds of 600kbps (0.6mbps) are required for Zoom (both download and upload). Speeds of 1.2mbps are required for high quality video. If your speeds are below these values, consider using a smartphone (#4, above) or, if possible, connect to another network. You can request a hotspot from your phone or other device.
9. Use headphones whenever possible If you still hear or produce an echo or if you have a lot of background noise headphones will help!
10. Share and use keyboard shortcuts in Zoom. For the most commonly used one visit Digital Trends.

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