Setting up a Virtual Classroom Using Zoom

Setup a Virtual Classroom Using Zoom

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Table of Contents 1.

Getting ready with Zoom

2.

Setting up your online class (meeting)

10

3.

Start or Join a Scheduled Meeting as the Host for Teachers

15

4.

Joining an online Class

19

5.

Zoom Video Conferencing Interface

20

6.

Teaching Over Video

21

7.

Best Practices

22

8.

Breakout Sessions

23

9.

3

Setting up breakout sessions by teachers

23

Creating Breakout Rooms

23

Assigning participants to rooms

24

Joining a Breakout Room (Students)

24

Participating in the Breakout Room

25

Asking for Help

25

Video Tutorials

27

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User Guide for Zoom Meetings Zoom is an easy-to-use video conferencing programme allowing audio, video sharing, screen sharing, and recording for multiple participants. ➔ Steps for setting up a virtual classroom using Zoom Meetings :

1. Getting ready with Zoom How to sign up for the First Time 1. Start by going to https://zoom.us/

Fig. 1 2. On the top right corner, click on the blue button “Sign Up, It’s Free” 3. Enter your school email address and click “Sign Up”

Fig. 2

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4. You'll receive an email from Zoom to activate. Go to your email and click Activate Account.

Fig. 3 5. You'll be redirected to fill in your first name, last name and create a password. After filling these details, click on the “Continue” button to proceed.

Fig. 4 6. If you’d like to invite other staff members or teachers to sign up for their own Zoom accounts, you can enter their email addresses and select the “I am not a robot” checkbox. After this, click on the “Invite” button or select “Skip this step”.

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Fig. 5 7. You’re good to go!

How to Download the Zoom Client 1. Start by going to https://zoom.us/download 2. Click on the “Download” button to download the zoom client installer.

Fig. 6 3. Open the Zoom installer by clicking on it as shown in Fig. 7 Or Open Downloads folder in your PC

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Fig. 7 4. Click on the ZoomInstaller to start the installation as shown in Fig. 8.

Fig. 8 5. On clicking the ZoomInstaller, it will start installing as shown in Fig. 9.

Fig. 9

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6. After the installation is complete, Zoom meetings will open as shown in Fig. 10 and then you can sign in by clicking on sign-in.

Fig. 10 Zoom Web Portal: Visit https://zoom.us/signin and enter your email address and password. Upon sign in, you will be taken to your Profile page.

The highlights of the Profile page are: 1. Setting your profile picture (persists through the Zoom platform)

Fig. 11

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2. Editing your Personal Meeting ID/Personal Link - This is your personal dedicated virtual meeting space.

You can use it at any time or schedule it for future use.

After configuring your profile, we recommend going to the Meeting Settings tab to configure your preferences based on how you would like to conduct your classes.

Note: Setting preferences will not require you to configure these settings every time you schedule your class or join the class. Your preferred settings will be retained and applied to all your future meetings.

Fig. 12 Zoom Desktop Client: 1. Once the Zoom Client for Meetings is installed, click the Sign In button 2. Enter in your email (user name) and password on the login screen

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Fig. 13 You now have the Zoom client for Meetings installed. Best practice is to have Zoom start when your computer boots up.

Logging In 1. Open the web browser (e.g. Chrome, Mozilla Firefox). If you have downloaded the Zoom client on your PC, then click the Zoom meeting client on desktop screen 2. Click on Sign in and then you’ll come to the login screen, as shown in Fig. 14.

Fig 14.

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3. Enter your email and password 4. Click on the Sign-in button

2. Setting up your online class (meeting) A. On logging in, you’ll come to the screen as shown in Fig. 15

Fig 15.

B. Click on “Meetings” in the sidebar on the left and then click on “Schedule a New Meeting” C. On clicking this, you’ll come to the screen shown below in Fig. 16 and Fig. 17

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Fig. 16

Fig. 17 D. Here, you’ll have to fill in the following information regarding the online class: 1. Topic: Title of the class 2. Description: Describe what the class is about (optional)

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3. When: Fill in the Date and Time to Start the meeting 4. Duration: How long the class is going to be, e.g. 1 hour 15 minutes 5. Time Zone: By default, it would be your current time zone. If you want to change it, click on the dropdown and select the one you want to change it to 6. Recurring class: Select the checkbox if it's a recurring class. On selecting the checkbox, you will need to put in the information about the recurrence frequency and end date of the recurrence.

7. Meeting ID: There are 2 options, a.) Generate automatically, or b.) Personal Meeting ID. By default, it would be selected as “generate automatically”. Don’t change this option.

8. Meeting Password: Keep this option unchecked. Student would need password to join the class and may create confusion at the joining.

9. Video (Host and Participants): Set Host and Participant’s Video to On. This will automatically start the video of the host (Teacher) and Students when joining the class.

10. Audio: Choose the Device Audio as the option for students to call in via Computer Audio.

Fig. 18 11. Meeting Options: There are multiple options that you can choose from by selecting the checkbox in front of them. These options are explained below: ●

Enable join before host: This is when you want students to join the class without you or before you join; this should be unchecked

●

Mute participants upon entry: This will mute students as they join the class. Students can unmute themselves after joining the class (recommended to check this option)

●

Enable waiting room: Keep this option unchecked.

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●

Only authenticated users can join: Keep this option unchecked as this would require all students to have a Zoom account

●

Record the meeting automatically: Check this option to record the class automatically. Please select the option to store the recording (zoom.us/recording) on to the cloud and not locally (to your computer).

●

Once the meeting details are added, save the details to navigate to the My Meetings page

Fig. 19 ●

Click on the “Copy the invitation” link to copy the invitation message.

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Fig. 20 â—?

Open your email client, paste the invitation and send it to parents’ email addresses available to you. As a best practice, please ensure you have the email addresses of all the parents before setting up the class

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3. Start or Join a Scheduled Meeting as the Host for Teachers If you are the meeting host and need to start or join a scheduled meeting, there are several ways that you can join the meeting. As the host, you can start the meeting from the Zoom desktop client or your web browser.

Steps: 1. After logging to Zoom via Zoom client or browser, click on the Meetings link in the left menu option 2. Under the Upcoming Meetings tab, you will see the list of upcoming meetings scheduled by you 3. Select the meeting you want to start. Additional options will appear 4. Click Start 5. Or you can click on the URL to join the meeting

Fig. 21 Once the class is in progress, you can share your screen for students to see the book chapter that you intend to teach your class 1. At the bottom of the screen, you will see a toolbar with some options. Click Share Screen option to present your screen to the class

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Fig. 22 2. Choose to share curriculum e-reader application

Fig. 23

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Fig. 24 3. During screen sharing, you can use the Annotation tools for drawing, pointing, highlighting, etc. a. On screen share window, select Whiteboard to present the whiteboard to the students

Fig. 25 b. Use the annotation toolbar on the whiteboard for drawing, pointing and highlighting

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Fig. 26

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4. Joining an online Class Each online Zoom session (Meeting) will have a unique 9-, 10- or 11-digit number called a meeting ID that will be required to join an online session.

If you are joining via telephone, you will need the teleconferencing number provided in the invite.

Steps: 1. Open the Zoom desktop client 2. Join a meeting using one of these methods: a. Click Join a Meeting if you want to join without signing in b. Sign in to Zoom then click Join

Fig. 27 3. Enter the meeting ID number and your display name

Fig. 28 4. Select if you would like to connect audio and/or video and click Join 5. Or you can click on the URL sent in the invitation by the teacher to join the meeting

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5. Zoom Video Conferencing Interface Your meeting will begin and you will see the Zoom video conferencing interface, as shown in Fig. 29 with description.

Fig. 29

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6. Teaching Over Video Tips and Tricks for Virtual Lessons ● ●

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● ●

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For your first class, set aside some time to introduce your students to Zoom and ensure that they’re able to connect their audio and video Give an agenda or plan for each class by Screen Sharing a document or slide at the beginning of class.

This gives students a clear idea of how the class will progress, what will be covered and the activities that they’ll engage in Discuss online etiquette and expectations of the students in your first virtual class and periodically revisit the topics Utilise the Whiteboard or annotate a shared document and let your students engage as well. When sharing a whiteboard, document, screen or image, try whiteboarding math problems or have a student use annotation to highlight items such as grammar mistakes in a paper you’re sharing Take time to promote questions, comments and reactions from your class. Give a minute to allow your students to utilise reactions, write their questions in chat or be unmuted to ask their questions live Divide into smaller groups for a discussion on a certain topic. You can use Zoom’s Breakout Room feature to either pre-assign or auto-assign students into groups for a short period of time so they may discuss things together. Please check section 8 Breakout session for setting up breakout sessions and participating in the same Have students be the presenter and share projects with the class. This allows your students to show what they’re working on while practicing their presentation skills. It also allows students to hear from one another

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7. Best Practices Before the Online Class: ● Make sure have email addresses of all students (parents’ email ids) before you schedule the class. You will need the email addresses to share the meeting ids with all the students. ● Test your Audio and Video ○ Make sure to choose the correct audio and video sources ● Have the content and applications that you intend to share open and prepared ahead of time ● Close applications that have pop-ups Conducting an online Class: ● Mute your mic if you choose students to speak ● Use “Gallery View” for smaller group/team meetings ● Share your screen ○ Share specific Applications to control displayed content ○ Use “New Share” to seamlessly transition between shared applications ● Use the Annotation tools to grab and direct attention Turn the camera on! ● Put your webcam at eye level or higher – experiment for best angles ● Make Eye Contact – try to look at your webcam versus the screen

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8. Breakout Sessions Setting up breakout sessions by teachers 1.

2.

3.

4.

Sign in to the Zoom web portal.

Click on Settings Navigate to the Breakout Room option on the Meeting tab and verify that the setting is enabled.

If the setting is disabled, click the toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

Fig. 30

5. Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

Creating Breakout Rooms 1. Start an instant or scheduled meeting.

2. Click Breakout Rooms.

Fig. 31 3. Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms: â—‹ Automatically: Let Zoom split your participants up evenly into each of the rooms. â—‹ Manually: Choose which participants you would like in each room.

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4. Click Create Breakout Rooms.

Fig. 32 5. Your rooms will be created, but will not start automatically. You can manage the rooms prior to starting them by following the instructions below.

Assigning participants to rooms To assign participants to your rooms, select Assign next to the room you wish to assign participants to and select participants you want to assign to that room. Repeat this for each room.

Fig. 33 Once a participant has been assigned (manually or automatically), the number of participants will show in place of the Assign button

Fig. 34

Joining a Breakout Room (Students) 1. The teacher will need to invite students to join the breakout room.

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2. Click Join.

Fig. 35 3. If you choose Later, you can join by clicking the Breakout Rooms option in your meeting controls.

Fig. 36 4. Click Join Breakout Room.

Fig. 37

Participating in the Breakout Room Once students have joined the breakout room, they will have full controls similar to the meeting. They can: ● ● ● ● ● ●

Mute/Unmute to speak Start/Stop Video Participants - view the Participants list Share screen Chat - type messages to the other participants in your breakout room Ask for Help - request help from the meeting host

Asking for Help If students click Ask for Help, it will notify the meeting host (teacher) that they need assistance.

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1. Click Ask for Help in the meeting controls.

Fig. 38 2. Confirm that you would like assistance by clicking Invite Host.

Fig. 39

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9. Video Tutorials 1. Joining a Meeting https://www.youtube.com/embed/hIkCmbvAHQQ?rel=0&autoplay=1&cc_load_policy=1 2. Scheduling a Meeting with Zoom Website https://www.youtube.com/embed/XhZW3iyXV9U?rel=0&autoplay=1&cc_load_policy=1 3. Meeting Controls https://www.youtube.com/embed/ygZ96J_z4AY?rel=0&autoplay=1&cc_load_policy=1 4. Recording a Zoom meeting https://www.youtube.com/embed/lZHSAMd89JE?rel=0&autoplay=1&cc_load_policy=1 5. Sharing your screen https://www.youtube.com/embed/YA6SGQlVmcA?rel=0&autoplay=1&cc_load_policy=1

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