Prerequisites for faculty using Zoom:
- You must have a Zoom host account - Request one from the ITS Helpdesk (firstname.lastname@example.org)
- You must have Zoom installed on your computer and/or mobile devide
- Please review our Zoom help article prior to working through the tasks below
Scheduling class sessions
The general process of scheduling meetings in Zoom is covered in this article on their support site:
Demo video illustrating steps below (10 min; full-screen viewing recommended)
Scheduling in Zoom
- In a web browser tab, navigate to your course in Moodle and leave it open for the duration of this exercise
- Open the Zoom software on your computer (if you're not already signed in, do so)
- Click the "Schedule" button
- Fill out relevant topic/name, date & time, duration information
- Also, be sure to click "Enable join before host" to allow participants to enter before you, which can alleviate some confusion
- Click the "Schedule" button to complete the process
Adding to Google Calendar
Upon clicking "Schedule," a browser tab then opens to a Google Calendar "create event" page with all the meeting information already filled out. In the "Where" field for the meeting/event, there is listed a link/URL for the meeting.
- Copy the link/URL to the clipboard. (Highlight all link text, then hit <Ctrl>+C on your keyboard (<Cmd> + C on Mac) or right-click highlighted link text with your mouse and select "Copy.")
- If you do not use your Goshen College Google Calendar, still copy the link/URL in the event's "Where" field. You can then click "Discard" or simply close the browser tab.
- If you do use Google Calendar, copy the link/URL and then click "Save" and your scheduled Zoom session will now appear both in the Zoom software itself and Google Calendar. This is a good thing.
Getting the meeting link into Moodle
There are two way this could be done. Both assume that 1) you're already in your course in Moodle, 2) you've copied the Zoom meeting link/URL to the clipboard, and 3) you've turned editing on...
- Create URL resource
- In the relevant week/topic in your course, click the "Add activity or resource" link/button and select URL.
- Enter a descriptive name such as "Zoom session for [date & time]."
- Save the URL resource.
- The meeting link will now be visible to students in your course, and you can move it around within the block to organize it alongside of other activities/resources.
- Edit week/topic description - If you use the week/topic description field to list quick information for the week - such as required readings, forum postings, etc. - you can add the Zoom meeting link to that information.
- Click the "cog" icon that appears below the week/topic title (and below any description text that may already be present there)
- Find a good spot to include the Zoom meeting link and enter: "Zoom session for [date & time]"
- Highlight that text and click the hyperlink button in the text editor's button bar (the chain link icon)
- Paste the meeting link/URL into the "Link URL" field
- In the "Target" field, select "Open in new window (_blank)"
- Click "Insert" in the Insert/edit Link pop-up
- Click "Save" on the edit page for the week/topic.
- The meeting link will now be visible to students in your course, giving them an easy way to spot when the session is, and an easy way to get into the session, by simply clicking on the link.
Cover your bases
In addition to listing the Zoom meeting date/time and link in Moodle, it's also a good idea to send students an email with the link about 30 minutes prior to the session's start time. You can do this through the News Forum or Quickmail in the course.
The process for this is relatively simple:
- Hit "Record" in your Zoom session once it begins
- After the session, take the compilation recording file and save it to your computer
- Note: The "compilation recording file" is the MP4 file with the largest file size. See the help article above for more information on this. Yes, this can be confusing for non-tech-savvy folks, and we apologize for that.
- If you desire to upload your video to a web service, please contact Erin Milanese to obtain the rest of the instructions.