Zoom for Remote Teaching

Cell phone showing Zoom app
Zoom for Remote Teaching

Jump to: Accessing Zoom for teaching | Knowing if your computer system works with Zoom | Signing into Zoom | Teaching with Zoom | Zoom in myCourses overview | Using Zoom in myCourses | Managing Zoom recordings in myCourses | Managing videos in Lecture Recordings and sharing in myCourses | Learning with Zoom for students


Zoom is a web conferencing tool. It allows instructors to easily convene online meetings* with students, chat with or without video enabled, and deliver presentations while maintaining a good quality connection among all participants. Instructors can also poll students during the session and record videos that can be shared in myCourses.

* While Zoom uses the word “meetings,” we refer to “sessions” given the education context.

 

 

A note on privacy

Although Zoom publishes a privacy policy applicable to their individual customers, as an institutional account McGill uses an integrated solution to deliver Zoom services for remote teaching. As part of this integrated solution, the information shared with Zoom is limited to the following: first name, last name, full name, McGill user email address, participant’s role (instructor or student), course name. Recordings of online sessions are temporarily stored on Zoom infrastructure before they are automatically extracted and imported into McGill systems and deleted from the Zoom infrastructure once the transfer is complete. Information and privacy protections provided by Zoom have been reviewed and are monitored through the University’s continuous improvement process.

See McGill IT’s article “Zoom Security: Myth vs Reality for Remote Teaching” about how Zoom is mitigating specific concerns raised by the McGill community.

 

Accessing Zoom for teaching

Zoom is only one of a suite of web-conferencing tools available to the community, and is currently available for teaching and collaborative learning. For non-teaching purposes, all staff (including faculty, course lecturers, TA and others) are asked to use MS Teams and Cisco Webex.

Types of Zoom licenses provided by McGill

Group Type of license Max number of Session participants How to obtain License Max meeting length Recording
All academic and non-academic staff (including TAs using mcgill.ca email accounts and Course Lecturers) Licensed 300* Automatic (logout and login in again to refresh the account) 24h Local recording and Cloud recording
All students Licensed 300 Automatic (logout and login in again to refresh the account) 24h Local recording only
Other accounts for teaching purposes (e.g., resource accounts) Licensed 300 On request 24h Local recording and Cloud recording

* Instructors teaching sessions larger than 300 students will have their Zoom licenses automatically increased to exceed the 300-person cap on session invitations.

 

Knowing if your computer system works with Zoom

View system requirements →
Test your setup →
Test audio and video →

 

Signing into Zoom

Log in to Zoom using McGill’s single sign-on (SSO): your McGill username and password.

Signing into Zoom from the web

  1. From a web browser, go to https://mcgill.zoom.us.
     
  2. From the Zoom page, click Sign In.

     
  3. This will open the McGill sign in window. Enter your McGill Username and click Next.

     
  4. Enter your password.

     
  5. This will bring you to your Zoom profile page. To setup a new meeting, click Schedule a Meeting at the top of the window.

Signing into Zoom from the application/client

  1. Click Sign In with SSO. Note: You may have previously used a specific Zoom account that you accessed with a non-McGill Email and Password; now, you can use your McGill credentials from this button.

     
  2. Enter your McGill username in Your company email.

     
  3. Follow the steps using your McGill credentials and click Allow.

 

Teaching with Zoom

 

Zoom in myCourses overview

 

Using Zoom in myCourses

Note that before accessing Zoom in myCourses, you must sign in to Zoom at https://mcgill.zoom.us/ and click Sign In using your McGill credentials. This will create your instructor account with the appropriate license.

Scheduling Zoom sessions and checking recommended room settings

  1. From your course homepage, click Zoom on the Navbar.

     
  2. Click Schedule a New Meeting.
    Meeting options Recommended options
    Topic: Enter a topic or name for your meeting. Append some information pertaining to the session, such as the date or the topic covered. Important: In order for the recording to pulled automatically into myCourses, the meeting session must have the semester and course name as pulled from myCourses. (e.g.: Winter 2020 - ACCT-362-003 - Cost Accounting – March 23 lecture)
    • Require meeting password: OFF
    • Enable join before host: OFF
    • Mute participants on entry: ON [This will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting.]
    • Use Personal Meeting ID: OFF
    • Enable waiting room: OFF
    • Record the meeting automatically: ON/OFF [Check this ON if you want the meeting to be automatically recorded and In the Cloud for the session to appear automatically in Lecture Recordings for students. If you have prefer to have more control as to when the recording begins or if you have “Enable join before host” turned on, you may wish to turn this OFF and only enable recordings when you start the meeting as students entering the room at various times will trigger a recording.]
    Description: Enter in an optional meeting description.
    When: Select a date and time for your meeting.
    Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
    Registration: Check this option if your meeting will require registration. Instead of a join link for your participants, you will be provided a registration link.
    Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
    Participant Video: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.
    Audio: Choose whether to allow users to join using Telephone only, Computer Audio only, Telephone and Computer Audio (both).
    Alternative Hosts: This option is greyed out from within myCourses. Every instructor and instructor-type role (such as TA-Full Permissions) will automatically be added as an alternative host as they click on the Zoom tab in the course, giving them the ability to start any meeting. If you would like to add other alternative hosts, you may edit this field by navigating to https://mcgill.zoom.us/ > Meetings.
  3. Click Save once the settings are complete.

    Once a meeting is created, students can join the meeting directly from myCourses course page, by clicking Zoom > Join on the corresponding session.

    Inviting students from myCourses

    1. From your course homepage, click Classlist on the Navbar and Email Classlist.

       
    2. At the bottom of window, click Send Email.

       
    3. Enter a subject in the email and paste the invitation in the email.

       
    4. Click Send at the top left of the window.
       

    Inviting students and other guests by email

    1. Once you have created your meeting, a Join URL will be created. Copy the Join URL and share it with your participants or click Copy the Invitation to send out the invitation to your Zoom meeting.

       
    2. Copy the Invitation will open up a window where you can copy the full invitation to send out via email.

       

    Managing student participation in Zoom sessions

    Zoom function Who can do this? Instructions
    Mute all participants Host or co-host only Zoom guide on muting and unmuting all participants.
    Note: You can also prevent participants from unmuting themselves by selecting Manage Participants and More.
    Zoom Mute Settings
    Mute yourself Anyone in the meeting Spacebar OR Mute button
    Zoom guide on participant controls.
    Turn off your video Anyone in the meeting Stop Video button
    Zoom guide on participant controls.
    Turn off a participant's video Host or co-host only Choose Manage Participants, click More next to the participant you wish to manage, and choose Stop Video
    Manage participant Chat Host or co-host only

    Zoom guide on controlling and disabling in-meeting chat.

    Allow/disable participant annotation Host or co-host only After you have started a screen share or whiteboard, click More and you will be able to allow/disable participants from annotating the screen.
    Lock meeting Host or co-host only If you select Manage Participants and More, you can choose to Lock meeting. This will prevent any new participants from joining the meeting.
    WARNING: Any participant who might be late to the session would be unable to join. Be sure all your participants have arrived before using this option.

    Protecting your class from Zoom-bombing

    Zoom-bombing (or Zoom trolling) entails uninvited participants entering a Zoom meeting and trying to disrupt the proceedings. This is done by the participant taking advantage of screen sharing, screen annotations, unmuted mics, video feeds, etc., to disrupt the meeting.

    The phenomenon of Zoom-bombing has become a topic of concern for instructors as Zoom has been adopted widely as a remote teaching tool. Familiarizing yourself with Zoom and implementing best practices will protect you against unwanted visitors to your “classroom.”


    Checking McGill default Zoom meeting settings

    The following settings are set centrally by McGill and are effective in preventing Zoom-bombers from disrupting your classes. All meetings scheduled using McGill Zoom accounts automatically have these default settings.


    McGill Default Meeting Options when scheduling a meeting:
    • Require meeting password:  OFF
    • Enable join before host:  OFF
    • Mute participants on entry:  ON
    • Use Personal Meeting ID:  OFF
    • Enable waiting room:  OFF
    • Record the meeting automatically:  OFF (Choose ON if you want to make recordings available to students. Note that you must inform students if the meeting will be recorded and give them the option of turning cameras off and muting their microphones.)
     
    McGill Default Meeting Options found in your Zoom settings

    (Details can be found on the Zoom settings page)



    Note: If you are using Zoom from myCourses, there is no need to share the link to the meeting; it will already be in myCourses (and not easily forwarded to others).


    Managing participants during a live Zoom meeting

    Full instructions for managing participants can be found here. Both Hosts as well as Co-hosts can manage participants during a meeting. Key settings to lock down the meeting are below:


    Muting all participant microphones and turning off their videos
    1. Select the Manage Participants button in the Zoom toolbar.
    2. At the bottom of the Participants window, select More.
      1. Choose Mute Participants on Entry.
      2. Disable Allow Participants to Unmute Themselves.
    3. Managing student participation even when all participants are muted:
      1. Pause at intervals to ask if there are any questions. Ask students to use the Raise hand function. Call on the student and manually unmute them using the More button next to their name in Manage Participants.

    The Host/Co-hosts of a meeting can also turn off a student’s video feed:

    1. Select the Manage Participants button in the Zoom toolbar.
    2. At the bottom of the Participants window, select More.
      1. Choose Mute webcam.


    Removing a participant from a meeting

    Disruptive participants can be put on Hold:

    1. In Manage Participants, click More next to the person you wish to remove from the meeting.
      1. From the list that appears, click Put on hold.
      2. The participant can be readmitted by clicking Take off hold next to their name.

    If necessary, a participant can be removed from a meeting and will be unable to return:

    1. In Manage Participants, click More next to the person you wish to remove from the meeting.
    2. From the list that appears, click Remove.


    Muting the chat

    Chat can be disabled for all or part of your meeting:

    1. Chat, click More on the bottom right of the screen.
      1. From the list that appears, click Allow attendees to chat with → No one. This will completely turn off the chat during the meeting.


    Locking the meeting

    Locking the meeting prevents new participants from being able to enter. Warning: doing so will prevent anyone else from entering the meeting, including your own students who may be arriving late. This is recommended only if you know all your students have arrived.

    1. Click the Manage Participants button in the Zoom toolbar.
    2. In the Participants window go to the bottom and click More.
    3. Choose Lock Meeting.

     

    Adapted from:

    Michelle Pacansky-Brock. 4 Tips to Avoid Zoom-bombers.
    University of Southern California. Zoombombing Resources.

    Reviewing your own Zoom controls

    See this video on the Zoom Support site.

    Learning how to use tools in Zoom

    Sharing your screen

    Using annotation tools on a shared screen or whiteboard →

    Sharing a whiteboard

    Screen-sharing a PowerPoint presentation →

    Setting up breakout rooms

    Managing breakout rooms* →
    * To pre-assign participants to breakout rooms, you will need to login and edit the meeting from the web browser at https://mcgill.zoom.us. This option is currently not available from the Zoom settings in myCourses.

    Using polling* →
    * If you are already using Polling@McGill, you can continue to use it when sharing your screen with Zoom.

    Recording your Zoom session

    1. Once a session is started, click Record and select Record to the Cloud.


      You can confirm that the session is recording at the top left of Zoom window (red circle in a cloud). Note: If you have previously selected Record the meeting automatically in the meeting settings, this will appear immediately as the session begins.

       
    2. Once your session is completed, either press the Stop symbol at the top-left of the window or exit and end the meeting. You will receive an email from Zoom when the cloud recording is ready to be uploaded to myCourses and will be done automatically. Depending on the length of the video, it may take between an hour and 3 hours before the recording is available to students under Lecture Recordings.

       

     

    Managing Zoom recordings in myCourses

    Zoom cloud recordings are made available on the Lecture Recordings System in myCourses. Some are added automatically if the meeting name matches the course name or others can be made available from the options below.

    Adding lecture recordings to the myCourses Navbar

    If you had not previously added Lecture Recordings to the Navbar and are using your own customized Navbar, here are the steps to add:

    1. From your course homepage, hover the mouse on the Navbar until the appear. Click … > Edit This Navbar.

       
    2. Click Add Links.

       
    3. Select Lecture Recordings and Zoom then click Add. You may drag and drop to place them closer to the first tools.

       

    Viewing automatically-added Zoom recordings

    All Zoom cloud recordings from sessions created in myCourses are automatically added to your course under Lecture Recordings. As noted previously, the meeting session must have the semester and course name as created from myCourses. E.g.: Winter 2020 - ACCT-362-003 - Cost Accounting.

    The list of recordings includes contextual information such as date and time, instructor name, length of recording, and description, if available.


     

    Adding custom Zoom cloud recordings

    If you did not use Zoom from myCourses or enter the name of the course as the meeting name, your recording will not be available automatically to your students. You can access your other Zoom cloud recordings from Tools > Add Zoom Recordings. Preview the video by clicking on the eye icon and select the video to be made available for students by clicking Save to this course.

    Uploading file recordings

    Recordings created using other screen capture software (e.g. such as SnagIt and Camtasia) can be uploaded to Lecture Recordings. Zoom recordings saved locally to your computer can be uploaded using this option, as well. All video file types that are under 2 gigabytes are accepted.

    To upload your video file:

    1. From Lecture Recordings, click Tools, and then the Upload icon. 
    2. Enter the name of the video in the “Recording Title/Name” field and select Continue.
    3. Select the Attach icon to choose a video to upload. Once you have chosen your video, select Upload.

    Adding classroom recordings from previous semesters

    If you have previously taught a course using Lecture Recordings in myCourses, you will be able to import them to your new course. However, recordings are only made available for three semesters after the end of your course. When you import an older recording into your course, it resets this three-semester limit.

    1. In the Lecture Recordings tab, select Tools, then the Import Recordings icon.  A list of previous classes will appear.
    2. Select the + icon beside a class to expand the recording list.
    3. Select the checkbox beside the recording(s) to be imported. The Import Recordings button will update to reflect the number of recordings selected.
    4. Select the Import Recordings button. An import window will appear. If you choose to navigate away from the page, the recordings will continue to import in the background.

    Note: if a video has already been imported, the checkbox beside it will be replaced with a warning icon  indicating it is unavailable for import.

    Other features in Import Recordings:

    • Preview: click the eye icon beside a recording to preview the video before selecting for import.
    • Enabled: select this slider to enable or disable a video upon import. You can also enable or disable recordings in the Recording List screen.

    Managing video options for students

    If you would like to review the video settings for the course or remove a particular video, click Lecture Recordings > Tools.

    Adding or removing a video from students’ view

    To remove a video from the students' view, de-select the Enabled slider beside a video.

    Enabling or disabling downloading of recordings from your course

    1. In the Tools window, select the Settings icon. 
    2. Select or de-select the Downloads checkbox.

    Recovering Zoom cloud recordings

     

    Managing videos in Lecture Recordings and sharing in myCourses

    You can upload videos using Lecture Recordings and share them in various locations within your course, whether it’s linking them within Content or embedding them in a discussion topic.

    Advantages to using the Lecture Recording System in myCourses include:

    • Streaming: allowing viewers to skip to different parts of a video without downloading the entire file
    • Captioning: automatic captions are added to videos via the Lecture Recording System
    • Restrictions: users can restrict access to videos to course users
    • Viewing options: Streaming and/or downloading the video
       

    Adding a lecture recording to course content (current content experience)

    Lecture recordings already in the system can easily be added directly into course content using a secure link.

    To add a lecture recording in the current content experience:

    1. In myCourses, click on the Content tab and then the content module to which the recording will be added.
    2. In the content module, click Add Existing Activities, then Add Lecture Recording Link.
    3. In the Add Activity window that appears, click the Share button Share button to the right of the lecture you want to add. The lecture recording will be added directly into your module content.
       

    Adding a lecture recording with a web link

    Lecture recordings can now be embedded in myCourses content using a secure web link.

    To copy a web link:

    1. In myCourses, click the Lecture Recordings tab, and select the Manage Recordings icon . The list of available lecture recordings will be available.
    2. Click on the Share button Share button on the right-hand side of the lecture recording you wish to embed. The Share/Link to current Recording window will appear.
    3. Click on the Copy to Clipboard button Copy to Clipboard button beside the link address. Click Close and exit the Lecture Recordings menu.

    To add the web link to course content:

    1. Click on the Content tab and then the content module to which the recording will be added.
    2. In the content module, click Upload/Create and then click Video or Audio.
    3. In the Web Video or Audio tab, paste the web link into the Enter Url or Embed Code field. Enter a Title into the title field that appears below the video preview. Click Save.
       

    Embedding a lecture recording from the Content tab

    1. Click on the Content tab and then the content module to which the secure link to the recording will be added.
    2. In the content module, click Upload/Create and then click Create a File.
    3. In the Create a File screen, click on the Insert Stuff button Insert Stuff button and then click on Add Lecture Recording Embedded. A window with the available lecture recordings will appear.
    4. Click the Share button Share button beside the video to be embedded. A small preview will appear. Click Insert to add the lecture recording.
    5. Enter a title for the video into the Title field.
    6. Click Save and Close. The video will be added into course content as a secure link.
       

    Embedding a lecture recording using HTML

    Users now have the ability to embed a lecture in myCourses using HTML code. Advantages of this include the ability to place lecture recordings in already existing content such as discussion topics, and the ability to include leading questions for context in a block of text above the video.

    To copy HTML code for embedding:

    1. In myCourses, click the Lecture Recordings tab, and select the Manage Recordings icon . The list of available lecture recordings will be available.
    2. Click on the Share button Share button on the right-hand side of the lecture recording you wish to embed. The Share/Link to current Recording window will appear.
    3. Click on the Code icon Code icon beside the HTML code. This will copy the code to your clipboard. Click Close and exit the Lecture Recordings menu.

    To add HTML to course content:

    1. Click on the Content tab and then the content module to which the recording will be added.
    2. In the content module, click Upload/Create and then click Video or Audio.
    3. In the Web Video or Audio tab, paste the HTML into the Enter URL or Embed Code field. Enter a Title into the title field that appears below the video preview. Click Save.
       

     

    Learning with Zoom for students

     


    McGill University is on land which has long served as a site of meeting and exchange amongst Indigenous peoples, including the Haudenosaunee and Anishinabeg nations. We acknowledge and thank the diverse Indigenous people whose footsteps have marked this territory on which peoples of the world now gather.


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