Zoom

1. Click Breakout Rooms from bottom menu



2. Choose the desired number of breakout rooms you want to create from the drop down. Select either Assign automatically, Assign manually, or Let Participants choose Room (self select).
   Then click Create.

   

3. Once created, click on Options to ensure the settings are set up correctly, then click Open All Rooms .
• Make sure you have “Allow participants to choose room” selected for self-select breakout rooms.
• Select “Automatically move all assigned participants into breakout rooms” to move all participants into rooms automatically. Leaving it unchecked means participants will need to check “Join” to be added to the breakout room.

  

• By enabling only authenticated users to join your meeting, students will have to sign up and create a Zoom account at https://ubc.zoom.us/ . This will prevent any anonymous users without a Zoom account to join.
  • To enable this feature, go to the meeting settings and make the Zoom session only available to authenticated users.
• For larger meetings, you can enable registration which will require students to register for the meeting with their name and email address.
  • To enable this feature, go to the meeting settings and check “Required” next to Registration.

• Share your meeting links within your course and avoid sharing it on social media or websites that are publicly available. Unless the Waiting Room is enabled, anyone with your meeting link will be able to join your meeting.

• If the “waiting room” feature is used, students will stay in the “waiting room” until the host/co-host(s) admits them to the main room. The Host and Co-hosts can click on Participants to see a list of students in the main room as well as the students in the waiting room. This enables you to check for student identification before admitting them to the main room.

• Your PMI is a persistent meeting room and people can pop in and out at any time; it is the Zoom equivalent of a unique email address. Anyone who has your PMI can join any meeting you run using your PMI. Instead, schedule recurring lectures for your courses.
  • To learn more about the PMI, please visit this link.

• Zoom bombers may change their usernames to protect their identities. To prevent this, sign into your account at https://zoom.us/signin and go into “Settings.” Scroll down to look for the option “Allow participants to rename themselves” and toggle off the option.

Manage screen sharing

• You can restrict screen sharing to Host only (enabled by default), and only enable participants to share screen when needed.
  • You can check this during a live session by clicking on the arrow next to Share Screen / Advanced Sharing Options and make sure the option Host Only is checked.
  • To enable specific participants to share their screen, you can promote them to a Co-host. Click on Manage Participants in the meeting controls at the bottom of the Zoom window. Hover over the name of the participant who is going to be a co-host, and click More > Make Co-Host      
• You can disable the annotations feature if not needed. When sharing your screen during a live class, participants can annotate the screen.
  • To disable this feature, go to the screen share menu at the top of your meeting screen, click More and select Disable Attendee Annotation in the drop-down menu.

Manage participants

• Enable the waiting room. 
  • After enabling the waiting room feature, you can match the students’ names in the waiting room with your class list to verify their identity then click Admit to admit students individually, or you can simply click Admit All to admit everyone at once.           
• Lock the meeting
  • This option prevents students who arrive late from joining the zoom session. If you would like to enable this, from inside the zoom session click on Participants and click the button that says Lock Meeting.
• Remove unwanted or disruptive participants.
  • You can remove participants by clicking Participants then hovering your mouse over a participant’s name and selecting Remove.  Once removed, the participant will no longer be able to rejoin the meeting.
• Mute participants.  
  • You can mute/unmute individual participants or all of them at once if you would like to block unwanted, distracting or inappropriate noise from other participants. You can also enable Mute Upon Entry in your Zoom meeting settings.  To disable the option for participants to unmute themselves, you can click Security, then under Allow Participants to: deselect Unmute Themselves.
• Disable video for public events.
  • Hosts can turn participants’ videos off to block unwanted, distracting, or inappropriate gestures on video. If you would like to disable video for an individual participant whose video is currently on, click Participants, hover over the participant and click More, then click Stop Video. To disable video for all participants, you can click Security, then under Allow Participants to: deselect Start Video.
• Stop all participant activity. 
  • If something goes wrong, you can opt to stop all participant activity by clicking on the Security icon at the top of the screen, and selecting Suspend Participant Activities. This action will lock the meeting and stop all participants from using video, audio and screen-sharing

Note: The Host and Co-hosts have the option to report participants; however, this option reports the participant to Zoom, not UBC, therefore if you would like to report a participant, it is recommended to do so by directly contacting UBC (see section “After a Meeting”) instead of using the report button (found by clicking “More” next to a participant’s name)

• Allow removed participants to rejoin:
  • Sign into your account at https://zoom.us/signin and go into “Settings.” Scroll down to look for the option “Allow removed participants to rejoin” and toggle on the option.
  • Note: This will apply to all removed participants, so if you’d only like one or a few to rejoin, you would have to remove the others if they rejoin.
• Contact UBC:
  • If you experience Zoom bombing, report the incident to the Cybersecurity team at security@ubc.ca and Zoom Support.

There are several reasons as to why this may occur. First, ensure that your Zoom account is a UBC-created Zoom account. (Note: Zoom accounts created using a UBC affiliated email address can still be basic Zoom accounts if you signed up for a free account by going to https://zoom.us/). UBC Zoom accounts are under UBC’s license and must be created by UBC AV (av.helpdesk@ubc.ca). Please visit our Zoom guide and refer to the section Request a UBC Zoom account for instructions on obtaining a UBC Zoom account if needed.

If you have a UBC Zoom account and still get the error message, you will need to ensure that your default email address on Canvas matches the email address used to create your UBC Zoom account. Follow these instructions to change your default email address to match the email address affiliated with your UBC Zoom account.

TAs will need UBC Zoom accounts if they want to create meetings or are the alternative hosts for meetings through Zoom on Canvas. TAs can follow the instructions in our Zoom guide under the section Request a UBC Zoom account.

First, ensure your recorded recording is published.

1. Click on the Zoom link on the Course Navigation menu of your Canvas course page.
2. Click on the Cloud Recordings tab to see all your lectures recorded using Zoom through Canvas.
3. Toggle the Publish setting to publish your recording (the toggle button should be blue once the recording is published).

Then, ensure that the recording’s passcode is correct.

The passcode to access the recorded lecture is automatically generated by Zoom. This is not the same as your meeting passcode.

1. Click on the Zoom link on the Course Navigation menu of your Canvas course page.
2. Click on the Cloud Recordings tab to see all your lectures recorded using Zoom through Canvas.
3. Click on the desired lecture, then click on the Share button. A pop-up will show the password for the recorded lecture.

The standard UBC Zoom account can support up to 300 participants. If your course has between 300 and 1000 students, you can request for a 500- or 1000- large meeting add-on. With a large meeting add-on, you still have the same functionalities available in standard meetings. To request for a large meeting add-on, please submit a request to av.helpdesk@ubc.ca.

A Personal Meeting ID (PMI) is unique to your account. It is the Zoom equivalent of your email address. Anyone who has your PMI can join any meeting you run using your PMI. We do not recommend using your PMI for lectures. Instead, schedule recurring lectures for your courses.To learn more about the PMI, please visit this link.

Recurring meetings allow you to schedule meetings with multiple occurrences, with each occurrence using the same meeting ID and settings. This creates a simpler display for instructors and students. To create a recurring meeting, follow these steps.

Individual meetings are recommended when they’re needed for one or two occurrences, such as scheduling individual student meetings or one-off office hours. To create an individual meeting, please follow these steps.

In order for participants of a Zoom meeting to share their screens, the host needs to enable the setting. Sign into the Zoom web portal, then navigate to the Settings tab. Find the settings for Screen sharing, as displayed in the image below. Toggle the button to On (it will become blue as shown in the image) to enable screen sharing. Under Who can share select All Participants to allow students to share their screens. These settings will be applied to all Zoom meetings you create until you change them.



As long as screen sharing is enabled in the global settings on the Zoom web portal, you can change the settings of who can share during your Zoom meeting. On the bottom toolbar of your Zoom meeting interface, click on the Share Screen button. Click on Advanced Options, then select All Participants under Who can share in the pop-up window (please refer to the images below).

If your pre-assigned breakout rooms aren’t working, it’s possible that some of the requirements are not met.

Students must have a Zoom account in order to be pre-assigned to a breakout room. Ensure that your students all have a Zoom account (they do not have to be UBC Zoom accounts) and that the email they provide to you is the same email associated with their Zoom account. Also, ensure that your students have downloaded the Zoom desktop client, as they cannot join pre-assigned breakout rooms using Zoom through a web browser. Students must be logged into the desktop client prior to joining a Zoom meeting in order for them to be automatically put into the pre-assigned breakout room.

If these conditions are met and you are still experiencing issues, it is possible that students are on an older version of Zoom. Students joining the meeting must be on version 5.3 or later. This can be an issue for students using Chromebooks, as Chromebooks do not support Zoom versions newer than 5.0.

For more information on breakout rooms, please visit Zoom's pre-assigned breakout rooms guide and Skylight’s joining pre-assigned breakout rooms guide for students.

The longer a Zoom recording is, the longer it will take to process. In general, recordings saved to your computer (locally) process much faster than recordings saved to the cloud. A large Zoom recording saved locally may take a few seconds to a few minutes to process. A large Zoom recording saved to the Cloud can take twice as long as the recording’s length to process. In times of higher demand for Zoom recordings, the processing time for Zoom Cloud recordings is predicted to take up to 24 to 72 hours.

If your Zoom recordings are stored locally and you would like to post the recordings on Canvas, you should upload your recordings to the Canvas Media Gallery (Kaltura). Refer to the Kaltura guide for instructions. Do not upload videos to the Canvas Files area as that will take up your course quota.

Kaltura has its own storage space for media so uploading your videos to this platform will not take up your course quota, which should be used for course content.

Unwanted Zoom recordings that are recorded locally to your computer can be deleted from the computer directly.

Cloud recordings can be deleted through the Zoom web portal.

1. Sign in to the Zoom web portal, select Recordings.
2. Click the Cloud Recordings tab and select the recording you want to delete.
3. A new page will then open, click on the trash can icon to the right of the recording file to delete the Cloud recording.
   
   
   
   
4. Click Yes on the confirmation pop-up to delete all files of the recording. If you want to delete only some parts of the recording but not others, such as only deleting the audio, roll over Audio only with your mouse. Another trash can icon will appear which you can click to delete only the recording’s audio.

You will notice that on the Zoom web portal, there is also a Local Recordings tab. You can delete local recordings from the list of recordings under this tab, however this will not delete the actual recording. Local recordings must be deleted from your computer directly.

You can also delete Zoom cloud recordings on Canvas if they were recorded on Zoom through Canvas.

1. On Zoom through Canvas, click on the Cloud Recordings tab. Here you can see all the cloud recordings of Zoom meetings created and accessed through Canvas.
2. Delete recordings from the list using the Delete buttons next to each recording. You can also click on the check boxes to the left of each recording to delete selected recordings (the button appears once recordings are selected) or delete all recordings using the Delete All button.
   
   
   
   

The video recordings are safe in Zoom Cloud. The storage space allocation for Zoom cloud recordings is University-wide, so individually you will not run into space constraints.

Invigilation of exams may be recorded using cloud recordings only. Local recording is not permitted, as there is no way of confirming that the recording is being stored securely.

Important: Cloud recording is not available in breakout rooms; it is only available in the main room. If you need to record the session then you cannot use breakout rooms during the invigilation. The workaround is to create multiple Zoom meetings (with a TA in each) to break the students into smaller groups in place of using breakout rooms.

When recording a Zoom session using gallery view, Zoom only records a maximum of 25 participants (the first screen). To workaround this, you can have students hold up their IDs and take screenshots of each page while on gallery view.

Note: When verifying IDs in Zoom, tell students to cover the first four digits of their student number to protect their privacy, especially if you are in a virtual space where other students can see.

This issue can occur for MacBook users who are using Chrome. To resolve the issue:

1. Turn off any ad blockers that they may have for canvas.ubc.ca
2. Double check that their cookies settings are set to Allow all cookies or Block third-party cookies in incognito; however, if they would prefer to use the setting Block third-party cookies, they will need to add the following two URLs to the list of Sites that can always use cookies:
• canvas.ubc.ca
• https://applications.zoom.us/

Some more workarounds to try are:

• Clearing the browser's cookie and cache and disabling extensions
• Using a different browser or the browser in private mode
• Using a different device

You are able to trim your recordings via scissor icons by logging into your Zoom account by using the following link: https://zoom.us/

1. From there, click on My Profile.
2. Click on the Recordings tab in the menu on the left side of your screen.
3. Select the recording you would like to edit and click on the Play button. You can now trim your recording by using the Scissor tool. If your videos are saved on the Zoom cloud, you should be able to access and publish the newly edited version of these recordings through Canvas.

However, if you are looking to edit out a portion of the video, without trimming the beginning or end of the recording, you will have to do the video editing by downloading a copy of the video file, then use a video editor (such as Kaltura) and upload the new video onto Canvas. Unfortunately, you are unable to have this modified recording that you edited in Kaltura within the Zoom tab on Canvas.

Your TA may not have a registered UBC Zoom account. To create or register their account, please see Request a UBC Zoom account in this guide and have your TA follow the instructions listed.

No, unfortunately, it is not possible to import meetings into Canvas. To share your recording, you will either need to download it onto your computer and then upload it into your course through Kaltura (My Media tab) or share the recording link somewhere in your course.

When students enter their breakout rooms, they will lose access to everything in the main room. However, you can re-share your screen to all breakout rooms by clicking on New Share on the meeting controls and select the Share to breakout rooms option (this feature is available only on v5.7.0 or later). You can also use the Broadcast a message to all feature to remind students of any announcements.

Please refer to this guide.

UBC will delete Zoom recordings since November 1, 2022 1 year after you record them. To retain a Zoom recording please refer to this guide.