{{tag>faculty staff}}
====== Using Zoom at Temple University ======
Zoom is an easy-to-use web conferencing solution that provides HD video and audio and robust collaboration, recording and security features.
===== Getting Started =====
* Zoom Quick Start Guide is available at: [[https://support.zoom.us/hc/en-us|Zoom Support Site]]
* A Frequently Asked Question Guide is available at: [[https://support.zoom.us/hc/en-us/articles/206175806-Frequently-Asked-Questions|Zoom Frequently Asked Questions]]
There are multiple ways to schedule a Zoom meeting, including:
- [[it/teaching/tools/zoomwithincanvas |Through Canvas]] (for online class sessions)
- On the web via [[https://zoom.temple.edu|zoom.temple.edu]]
- Through the Zoom Desktop client
- On the mobile app
[[https://support.zoom.us/hc/en-us/articles/201362413-How-Do-I-Schedule-Meetings-|Learn More About Scheduling a Zoom Meeting]]
Join a meeting by clicking the meeting link provided to you or by going to https://zoom.us/join and entering in the meeting ID. [[https://support.zoom.us/hc/en-us/articles/201362193|Learn more about joining a meeting]].
On most devices, you can join computer/device audio by clicking **Join Audio**, Join with Computer Audio, or Audio to access the audio settings. [[https://support.zoom.us/hc/en-us/articles/201362283-How-Do-I-Join-or-Test-My-Computer-Audio-|Learn more about connecting your audio]].
A Bluetooth headset can be used as long as the Bluetooth device is compatible with the computer or mobile device that you are using. While you are not required to have a webcam to join a Zoom Meeting or Webinar, you will not be able to transmit video of yourself without one. You will continue to be able to listen and speak during the meeting, share your screen, and view webcam video of other participants.
===== In-Meeting Features =====
Click **Share** in your meeting and choose the screen that you would like to share. [[https://support.zoom.us/hc/en-us/articles/201362153-How-Do-I-Share-My-Screen-|Learn more about sharing your screen]].
Focus mode gives the host and co-host ability to view everyone without participants seeing each other's videos. The purpose is to minimize distractions while students work on class assignments. This setting also allows the host and co-host the ability to view each participant's shared screen, while each participant will only see their own shared content.
Focus mode can be enabled during a meeting when clicking on "More" and then "Start Focus Mode." To end Focus Mode, click on "More" and then "Stop Focus Mode."
If you would like to turn off the ability to use Focus Mode in your meetings, login at zoom.temple.edu. Click on "Settings" and located "Focus Mode." Toggle the setting off. Moving forward, Focus Mode will no longer appear as an option during your future Zoom meetings.
[[https://support.zoom.us/hc/en-us/articles/360061113751-Using-focus-mode- | Learn more about Focus Mode]].
**Video (3:55):** [[https://www.youtube.com/watch?v=f9yFpxFLWVw | Focus Mode]]
Zoom allows you to create single choice, multiple choice, or advanced polling questions such as matching, ranked choice, short answer, and long answer options. You will be able to launch the poll during your meeting; gather responses from attendees; and, if desired, download a report of polling after the meeting. Polls can also be conducted anonymously.
[[https://support.zoom.us/hc/en-us/articles/213756303-Polling-for-Meetings|Learn more about Polling in Zoom]]
There are virtual backgrounds provided by Zoom and by Temple. Check out the backgrounds provided by the CPH Marketing & Communications team which can be found in the CPH section of TUPortal. Learn more about enabling a [[https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0060387| virtual background]].
Automatic captioning is available to view during a meeting. Learn more about [[https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0059762 | viewing captions]].
===== Recording =====
/*With the increase in hybrid and online classes, Temple is experiencing a major increase in Zoom recording storage. These recordings are large files and our space is limited. We strongly encourage you to review your recordings and delete any that are no longer needed.*/
Cloud recordings older than 120 days will be deleted for faculty and staff; recordings older than 30 days will be deleted for students. These recordings will be moved into the Zoom trash and permanently deleted after 30 days. If you wish to keep any of these recordings, please download them to your local storage.
All Temple Zoom hosts can record to the cloud or locally to their computer.
* In a Zoom meeting, press **Record** to start the recording
* To pause a Zoom recording, hover over the bottom of the Zoom window and click on **Pause**
* By default, local recordings are saved to your documents folder; cloud recordings can be found on the [[https://temple.zoom.us/recording|Recording page]] of your Zoom web portal
To download a recording to your computer, go to [[https://temple.zoom.us/|zoom.temple.edu]]
* Click **Sign In**
* Click **Recordings** on the left
* Click the **More** button next to the recording and select **Download**.
To delete a recording, perform the same steps as above, but click **Delete** instead of Download.
For multiple recordings, you can also **click the check boxes** on the left and select **Delete Selected** or **Delete All**.
===== Meeting Controls =====
Setting up waiting rooms, limiting access to Temple users only, removing users, and locking meetings are some of the methods that can be used to prevent unauthorized participants from joining your meeting.
* [[https://cphapps.temple.edu/wiki/it/teaching/tools/web_conferencing/zoomcontrols|Controlling Access to Zoom Meetings]]
For faculty, you can use Zoom for online office hours using the **waiting room** feature to keeping meetings secure.
* [[https://cphapps.temple.edu/wiki/it/teaching/tools/online_office_hours | Hosting Online Office Hours]]
Use the steps below to prevent participants from sending private chats to other participants during your meetings.
^ ^ ^
| 1. Log into [[https://zoom.temple.edu | zoom.temple.edu]] | |
| 2. Click on **Settings**| {{:it:teaching:tools:loom_v5kmgp51pa.png?direct&400|}} |
| 3. Locate **Private Chat**| {{:it:teaching:tools:tuclmhgbgf.gif?direct&400|}} |
| 4. Toggle this setting off so that the button is gray| {{:it:teaching:tools:xmhqlel5gn.gif?direct&400|}} |
This will prevent participants from chatting with other participants privately during your meetings.
Disable chat if you do not want to allow participants to chat with anyone, even the host:
^ ^ ^
| 1. Click on **Security** | {{:it:teaching:tools:loom_lj7iravjcv.png?direct&200|}} |
| 2. Uncheck **Chat** by clicking on it | {{:it:teaching:tools:xgfqhoqsp5.gif?direct&700|}} |
If you would like participants to be able to chat with the host only, follow these steps:
^ ^ ^
| 1. Click on **Chat** | {{:it:teaching:tools:loom_pmvq12kwdx.png?direct&200|}} |
| 2. Click on the three dots | {{:it:teaching:tools:urdbpm78xe.gif?direct&700|}} |
| 3. Click on **Host Only** | {{:it:teaching:tools:erwvtrdg35.gif?direct&700|}} |
^ ^ ^
| 1. Click on **Security** | {{:it:teaching:tools:loom_lj7iravjcv.png?direct&200|}} |
| 2. Uncheck **Rename Themselves** by clicking on it | {{:it:teaching:tools:kiylpdrzcd.gif?direct&400|}} |
===== AI Companion =====
Zoom AI Companion features are available for faculty and staff to enable in their Temple Zoom accounts. Please review the Center for the Advancement of Teaching's [[https://teaching.temple.edu/sites/teaching/files/media/document/Temple%20AI%20Notetaker%20Guidelines.pdf | Guidelines for Generative Artificial Intelligence (GenAI) Note-Taking Tools]] for more information. Features that are locked by admin have not been approved for use at Temple at this time. Any AI Companion meeting notes should be reviewed for accuracy before distributing as the tool is capable of making errors.
To enable Zoom AI Companion features:
- Go to [[https://zoom.temple.edu | https://zoom.temple.edu]]
- Click on **Settings**
- Click on **AI Companion**. Toggle settings on that you would like to use.
Features that are available include:
* [[https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0058013 | Meeting Summary]]
* [[https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0057748 | Meeting Questions with AI Companion]]
* [[https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0057610 | Zoom Whiteboard Content Generation]]
/*
To check if Zoom AI Companion is being used in meeting, look for the AI Companion button along the bottom of the Zoom window (or in the "More" area). This button indicates that the host has chosen to make AI Companion available to use in the meeting; however, the host may not have started using it yet. The host can click on AI Companion to start it if they did not set it to start automatically. When Zoom AI features are in use during meeting, look for a pulsing diamond toward the upper right corner of the Zoom window.
*/
/*
===== Reports =====
Zoom allows you to download reports of meetings, as well as poll reports. Please see [[https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0060623 | Getting Started with Zoom Reporting]].
*/
/*
===== Audio Transcripts =====
Automated captions and transcription can be enabled for a meeting by clicking on the **Show Captions** button during a meeting.
Note that participants who view the live transcription can save a copy of the transcript during a meeting; however, hosts can disable that setting or limit who can save the transcript by following these steps:
- Go to [[https://zoom.temple.edu | https://zoom.temple.edu]] and sign in
- Click on **Settings** on the left side menu
- Click in the **Search Settings** box and search for **Save Captions** (this setting is found under Meeting --> In Meeting (Advanced) for those looking for it another way)
- Check the box for Allow only the following users to save captions from the meeting and select **Host** or **Host + Co-host** (in this case, only the host or co-hosts would see the "Save Transcript" button when viewing a transcript during a meeting). Click **Save**.
Or
Toggle this setting off (in this case, no one would have access to the "Save Transcript" button during a meeting, including the host)
Audio transcripts are available for videos recorded to the cloud. The transcription appears along the right side of the page when viewing your video and identifies speakers and time stamps. This transcription will need to be reviewed and edited for any issues since it is auto-generated. For more information about Zoom transcription, including how to turn it on for your Zoom account, please see [[https://support.zoom.us/hc/en-us/articles/115004794983-Using-audio-transcription-for-cloud-recordings-|Using Audio Transcription for Cloud Recordings]]
*/
/*
===== Troubleshooting =====
[[https://support.zoom.us/hc/en-us/articles/202952568-My-Video-Camera-Isn-t-Working|Read tips on troubleshooting a camera that won't start or show video]].
Echo can be caused by many things, such as a participant connected to the meeting audio on multiple devices or two participants joined in from the same local. [[https://support.zoom.us/hc/en-us/articles/202050538-Audio-Echo-In-A-Meeting|Learn about common causes of audio echo]].
[[https://support.zoom.us/hc/en-us/articles/204484835-My-Audio-is-Not-Working-on-iOS-or-Android|Read tips on troubleshooting audio that isn't working on your iOS or Android device.]]
*/
===== Getting Help =====
If you have any questions about Zoom at Temple, please contact the Help Desk at 215-204-8000 or submit a [[https://tuhelp.temple.edu/|tuhelp]] ticket.
On-Demand Training
* [[https://youtu.be/Cbw1UhvSQRU|Scheduling Meetings]]
* [[https://youtu.be/pAMDxH_H_Cs|Join a Meeting]]
* [[https://youtu.be/4Rly4y7ya9k|Pinning and Spotlighting Participants]]
* [[https://youtu.be/GDKJM6JhyUY|Using Breakout Rooms]]
* [[https://youtu.be/C4sptqFb0Bk|Sharing Your Screen]]
* [[https://youtu.be/0ZxPLJC4NMc|In-Meeting Chat]]
For self-service assistance, visit the [[https://zoom.us/support|Zoom support site]].