Basic

Before your first meeting, it's recommended that you check out the host control guide(opens new window). This guide provides information on how to use camera, mic, and other meeting controls to facilitate your first meeting.

Additionally, to assist with meeting setup, controls, and other functions that can make your Zoom meetings more productive and engaging, we suggest you check out our All Inclusive Getting Started on Zoom Guide.

Zoom Passcode Encryption

“Embed passcode in invite link for one-click join” is on by default. Whenever you add a passcode to a meeting, Zoom will embed the passcode into the meeting link. Previously, the meeting link contained just the Meeting ID, and hosts had to remember to give attendees the link or ID AND the passcode. Now, the meeting link includes the encrypted passcode. You can provide attendees with this extended link for a one-click join to your meeting. You can still give attendees the Meeting ID and Passcode, and they can join by entering this information in Zoom. While this setting is on by default, you can turn it off in your Zoom settings. Simply log in at https://apsu.zoom.us (opens new window), select Settings on the left side menu, and search for “Embed passcode in invite link for one-click join.” Finally, remember that someone can share information with anyone, whether you share a link and passcode, an encrypted link, or meeting ID and passcode. Consider other security options besides Passcodes to keep your Zoom meetings secure.

User Authentication

As Zoom usage increases, security becomes more and more of a concern. One option to secure your meetings is “Only authenticated users can join.” When enabled, the host can allow only users with an APSU Zoom account (@apsu.edu or @my.apsu.edu) or any Zoom account. Please note this is an optional setting and may add an extra step for your attendees to join. Additional options to secure your meeting besides authentication include requiring registration, passwords, and waiting rooms. Important note when using “Attendees must sign into their APSU Zoom account:” Any APSU faculty/staff/student can have an APSU Zoom account; however, they must “claim” it. Users must go to https://apsu.zoom.us (opens new window) and sign in with their single sign-on credentials to create and claim their account. You MUST complete this step BEFORE attempting to log into a meeting that requires authentication. If they have not activated their APSU account FIRST, their single sign-on credentials will not work in Zoom. As a host, if you require APSU authentication, please notify potential attendees that they must create their APSU Zoom first.

Academic Affairs released a document to help faculty apply student privacy policies like FERPA to class sessions conducted over video conferencing. These guidelines support APSU’s efforts to strengthen student and data privacy and apply to video conferencing, such as Zoom. Please read APSU Student Privacy Guidelines for Recordings of Class Sessions Conducted Using Video Conferencing. Zoom is your ally in protecting students. Several settings can affect the recording layouts and content in the recording. Please use the Zoom Cloud Recording Quick Guide to help you determine the best cloud recording settings for your situation.

Recording to the Cloud

Cloud recording is an option for all meetings/webinars. When you record a meeting and choose "Record to the Cloud," the video, audio, or chat text can be recorded in the Zoom cloud and accessed online through your APSU Zoom account. The recording files can be downloaded to a computer or streamed from a browser. Several settings can affect the recording layouts and content. Please use the Zoom Cloud Recording Quick Guide to help you determine the best cloud recording settings for your situation. It is also important to note that there is a cloud recording storage limit that APSU must manage.

APSU has limited cloud storage. No one can record additional videos to the cloud if we exceed the storage limit. Your assistance with this is essential. Please review your Zoom cloud recordings often and delete where possible. Watch this short video (opens new window) to learn more about deleting entire recordings or specific files from a recording, updating your recording settings, and downloading files from Zoom.

Things to consider:

Is the recording something you actively use in classes?
These recordings should stay in Zoom while your class is active. After the term, you may reconsider saving these recordings. If the videos do not contain students and you plan to use them again, consider moving them to YuJa.

Is the recording not for a course or not something you are actively using, but something you want to keep?
Download the recording from Zoom and then delete the cloud recording from your Zoom account. In this way, you will have a file copy you can keep as long as you want, and it frees up space in Zoom for you to make new recordings. Consider moving the video to YuJa.

What are you recording from each meeting?
Zoom is very flexible and allows for several “views” and file types when you make a recording. We have adjusted the default settings to better balance the most commonly used recordings with the campus’ space needs. You can review and change these settings on your account.

Have you heard about YuJa? With YuJa, you can upload video files, like those you get from Zoom, and share them with others via a link or use the YuJa Media Chooser tool to add videos directly in D2L. YuJa even has a video creation tool and editor, so if you use Zoom to create videos versus recording lectures, consider YuJa. Distance Education also has a limited number of licenses to Camtasia and Snagit.

Zoom is used globally and is a leader in the web connection industry, making it a target for those wishing to cause harm or be disruptive. You must consider the security of your meeting settings to protect yourself and your meeting participants. You need to secure your meeting from unwelcome attendees and know how to manage your meeting settings and participants if they get in or you have disruptive participants.

Zoom offers the Zoom Trust Center (opens new window). Please refer to this website for complete information about Zoom security, privacy, legal and compliance, trust and safety, and transparency. We have curated some content that you might find helpful here:

Zoom can assist you with taking attendance in video conferencing courses. To help Zoom help you, tell your students to either 1) join the class from their APSU Zoom account or 2) when joining from a browser and prompted to enter their name, they must enter their name to match the class roster.

Here/Present

The old tried and true “here!” method will still work in Zoom. You can call out names and have students respond audibly with their microphones.

Nonverbal Feedback (opens new window)

a variation of the verbal “here” method is to call names and have them respond with nonverbal feedback like the “Yes” or “Thumbs Up” icon. The feedback will appear next to the student’s name on the Participants list.

Polling (opens new window)

Create a poll with a getting started question for the day. It could be as basic as, “Are you present in class today?” You can see who responded if you did not make the poll anonymous. You can even create one poll and use it in your recurring meetings. After the meeting, you can run a report to see the poll results (opens new window).

Reporting

After the meeting, log into https://apsu.zoom.us (opens new window), select Reports on the left side menu, then Usage Report. The report will give you a searchable list of all the meetings you have hosted. Under the Participants column, the number of participants will appear. Select the number, and you will see an exportable list of participants’ names.

Zoom for office hours? Yep, it's just another fantastic way to use Zoom! Set up a recurring meeting in Zoom to allow students to stop by and ask questions. Check out this Zoom for Office Hours guide.

Stop One Participant's Video

The meeting host or co-host can stop a participant’s video. Select the Participants button, hover over the participant’s name, select More, and then Stop Video. Alternatively, when viewing the participant’s camera, you can select the ellipses button (…) and Stop Video. The participant cannot turn their webcam back on unless the host or co-host goes back in and selects “Ask to Start Video.”

Stop All Participants' Videos

When scheduling your meeting, choose your settings so the participants' videos are off at the start of the meeting. Once the meeting starts, select the Security button and uncheck Start Video. Participants will not be able to turn on their video. If someone has already turned on their video, it will remain on, not automatically shut off. If you want to turn their video off, see the option above. We advise that you tell participants when you are not allowing video. Otherwise, they may believe they are experiencing technical difficulties.