Zoom

This is just a sandbox for Dr. G and others to put Zoom related items.

Zoom Settings for Instructor and TA

For the settings below, if a setting isn't mentioned, I believe the default will work. The goals are:

• Not allowing people to be in the room before the host, and having them come in muted
• Allowing for features that make the room more useful to teaching like screen sharing, office hours, and breakout rooms

This list of settings came about on 25 MAR 2020 and was edited on 23 AUG 2020.

On Sakai

If you are teaching a class or a lab TA for a class that has a Sakai site, you should use the Zoom Meetings section of that page to create rooms since that way the students will be able to see the links.

• Go to sakai.duke.edu and log in. Go to the class.
• Click on Zoom Meetings, then go to the Upcoming Meetings tab (probably already there)
• Click the "Schedule a New Meeting" button at the right.
  • Topic - provide useful information such as the class, the purpose, the times, and the days. For instance: "Mon 8/24 6-7 office hours"
  • Description - you can add more here if you feel that would be helpful.
  • When, Duration, Time Zone - fill these out,. If these are regularly occurring office hours, you can also select recurring and set that up. The last day for office hours for the Fall 2020 semester would be Sunday, November 15th.
  • Registration - I would not require this unless you discover that for whatever reason your Zoom room has become a target...
  • Security - I would also generally leave these off.
  • Video - Either both off or Host off Participant on works well.
  • Audio - both.
  • Meeting options - I would only have Mute participants turned on and the rest off. Please do not record office hours.
  • Alternative hosts - if you and another TA have office hours at the same time, you can add them to this.

On Zoom

• Go to duke.zoom.us and log in
• On the left select Settings
  • In Schedule meeting:
    • Audio type should be Telephone and Computer
    • Join before host should be off
    • Mute participants upon entry should be on
  • In Meeting (Basic)
    • Chat should be on
    • Private chat should be on
    • Co-host should be on
    • Screen sharing should be on (all participants, host only for who can start when someone else)
    • Whiteboard should be on
    • Remote control should be on
    • Nonverbal feedback should be on
  • In Meeting (advanced)
    • Breakout room should be on
  • Email notification
    • No changes that I know of
  • Other
    • No changes that I know of

Etiquette during Lectures

• Please be sure to come into the room muted or mute yourself once you are in the room. I may also occasionally just hit the "mute everyone" just in case. Also, try to be in a space with limited additional audio sources.
• Put your full name, or what you would like to be called, as your name and let other people see your name.
• There is a raise hand feature - that will allow me to see who has a question. If at any time you have a question about what I am saying, go ahead and push the Raise Hand button and when I get to a good place to stop I will ask individuals to state their question.
• Have the Chat open; you can use that to ask questions as well but please don't spam it with things irrelevant to the class.
• Note that lecture sections will be recorded so that students in different timezones or with different internet and computer resources will be able to get the material. The lectures will be shared with the students and TAs in the class - and should not be shared with anyone else.

Etiquette during labs

• Same as lectures; this may change.

Etiquette during office hours

This one is MUCH more drafty. If there are only a few people, etiquette is same as lectures except you just use the raise hand feature to get someone's attention. If there are many people, we might use breakout rooms to help individuals without bothering the whole room. I honestly don't know what this will look like until we try it! I am not planning to record or share office hours; I may ask the TAs to provide summaries of the kinds of questions and the answers they gave as that will help me figure out any gaps in the material.

Office Hours / Lab Rooms

• Draft as of 26 MAR 2020

To allow for private space for one-on-one or one-on-a few spaces, hosts can use breakout rooms.

Abilities and Restrictions

• Only the hosts can create breakout room and assign participants to breakout rooms.
• Co-hosts can choose which room to join but cannot move participants around.
  • From the main room, co-hosts will only be able to get to their assigned breakout room. If they are not assigned a breakout room, they can't go anywhere.
  • From the breakout room, co-hosts can click the Breakout Rooms button to see a list of all the rooms and participants. A co-host can then choose to go into a different breakout room or to just leave the current breakout room.
• People (including co-hosts) who join after rooms are created do not automatically enter rooms; the host will need to assign them for breakout rooms to work.
• Once someone is assigned to a room, a participant can only be assigned to other rooms, not unassigned entirely.
• Once rooms are created, new ones cannot be made; the whole breakout system would have to be re-created requiring that all people leave / get kicked out of all current breakout rooms.

Using Breakout Rooms

Given the abilities and restrictions listed above, the following is a draft of best practices to allow space for individual help if screens are being shared.

Setting Up Rooms

Here's the process for getting rooms set up at the start of a meeting. The host should take care of this early in the session.

• There must be at least one other person in the meeting room to create breakout rooms.
• The host should assign co-hosts as needed. Go to participants list, hover over the name of an instructor or TA, and click more. "Make co-host" should be one of the options.
• Before creating the rooms, make an announcement (verbally and in the chat window) that you are creating rooms. Tell the TAs that when they get an invitation to a room they can either choose to go to their room and then come back or they can choose the "later" option on the invitation.
• The host should now click on "Breakout Rooms" on the bottom of the Zoom window. The host should set up at least one more breakout room than the number of hosts/co-hosts expected. The last room should have a name like "spare room." Here are the details on that:
  • I recommend just going ahead and creating 10 breakout rooms, so change the number of rooms to 10
  • Click the button next to "Manually."
  • Click "Create Rooms." This should move things to the "Breakout Rooms - Not Started" window
  • Name the first rooms for the TAs that are supposed to come to that section and name one for the instructor. Name the last one "spare room" and let the other ones keep their default name.
  • Assign at least one person to a room - best if this is a TA. If any or all of the TAs and instructors are already in the meeting room, go ahead and assign them to their rooms.
  • Once at least one person is assigned, you can click the "Open All Rooms" button.

Note: For Fall 2020 week 2 I am experimenting with adding TAs as alternative hosts and also with pre-populating rooms with TAs already in them. That will at least address the setup issue. The host will still need to move people into particular breakrooms; co-hosts cannot do that as yet.

Using Rooms

Here's how rooms can work during a lab or office hours meeting:

• If a student wants individual help, they can raise their hand in the main room. The host can either message or speak to that person. If they want help, the host can then use the breakout room feature to assign the participant and an available TA to an open room or if the TAs already have rooms, assign the student to that TAs room and tell the student and the TA to go to that breakout room.
• When the participant is done in the breakout room, both the participant and TA should return to the main room. If the participant forgets or otherwise doesn't leave the room, the TA should inform the host and the host should reassign the participant to the spare room.
• Note: If the host is in a breakout room, they cannot see messages from or hear audio from any other breakout or the main room. Given that, it is best to have some secondary communication channel (I use a chatroom on CampusWire where the host and the TAs for a specific session are actively watching) so that TAs can ask the host to move participants into or out of breakrooms.

References / Tutorials

• Getting Started links page, by Zoom
  • Getting Started on Windows and Mac by Zoom
  • Housekeeping PPT Presentation by Zoom

Desired Features

• Allowing co-hosts to join particular breakout rooms from the main room and not just from breakout rooms.
• Having the co-hosts, in addition to the hosts, be able to assign participants to rooms.

Random

• For the Whiteboard, if you are going to mark something up, try to choose a color other people aren't already using - that way we can tell who is writing what.
• Also for the whiteboard, note that you need to save it if you want it saved.
• Use the chat feature and the Manage Participants feature. The former will allow people to write notes to everyone or just one person; the latter will allow you to see people's reactions if they have them. Reactions are at the bottom of the Participants window.
• Zoom cloud recordings are based on the meeting; if you stop and start multiple times in one meeting there will be multiple files but all on the same Zoom cloud recordings page. Pausing does not generate separate files.