Asbury Live (Zoom)

Overview All online classes at Asbury University are taught through Zoom which can be accessed by all students through Discovery. This document will cover joining a Zoom meeting, navigating the tools and options in a meeting, and then further resources for Zoom. Finding Your Zoom Meeting Launching a Zoom Meeting Options and Tools in a Zoom Meeting Official Zoom Support Instructions   Finding Your Zoom Meeting 1. First, open a browser, log into discovery.asbury.edu, and open your class. 2. Once in the course, click "Asbury Live" on the top navigation bar.   3. On this new page, you will see all of your upcoming meetings. If you are taking more than one online class, those meetings may also be listed on this screen.  a. Find the meeting you want to enter and click "Join" on the right-hand side. 4. If you want to view a lecture you missed, switch to the "Previous Meetings" tab. Please Note: Make sure your time zone settings on this page is correct so you can see the accurate meeting times.  Launching a Zoom Meeting 1. The first time you open Zoom, you should see a loading window as it pulls up the program 2. You may be asked to allow Zoom to open (see screenshot below). Check the "Always Open" box, so you do not have to grant access to the program every time you use Zoom.  3. Audio/Video - once open, Zoom will ask you which speaker and microphone you want to use in your session. Computer audio is recommended, and you can test your microphone and speakers before starting the session with the test button. You can call in on a phone if needed.  Please note that you can check the "Always Use" option at the bottom of the window, so you are not prompted to select computer audio each time you use Zoom. Options and Tools in a Zoom Meeting Tool Bar - the bar at the bottom of the screen houses most of your tools for the session. Mute/Unmute - this mutes and unmutes your audio, if you click the arrow to the right, it gives you more advanced audio options. Stop/Start Video - this stops/starts your video; it does NOT stop the meeting. Invite - allows you to invite other participants, you do NOT need to utilize this feature as all the students will have access to the session through Discovery. Participants - You can see all other students and instructors in the course. Share - this option is where you can share your screen, use the Whiteboard feature to write live, airplay to the meeting with an iOS device (iPhone or iPad), and you can also connect a mobile device via cable.  In addition, you will see each window you have open on your computer listed in this grid. You can choose to share just one program (ex. Excel or Powerpoint) or one browser window (Chrome with a youtube video pulled up) rather than sharing your entire desktop view.  Note: If you are going to share a video, be sure to check the two boxes at the bottom of the share screen ("Share Computer Sound" and "Optimize for full-screen video clip) so everyone can hear the audio. Chat - you can chat with the whole class or individual participants.  More - this allows you to turn off video receiving if you do not want to view the instructors/students video. Leave Meeting - This allows you to leave the meeting. If you leave accidentally, you can re-enter the meeting through the link in Discovery.  Zoom Official Support For more support, check out Zoom's official support page. Below, we have highlighted several key documents and commonly asked questions. Zoom's site is searchable, so go to their home page to search through their solutions if you do not see your question listed below. Zoom Solutions Home Page: https://support.zoom.us/hc/en-us   Zoom - Getting Started: https://support.zoom.us/hc/en-us/categories/200101697 System Requirements for Mac, PC, and Linux Getting Started on Mobile - Zoom App! FAQs - Zoom's Top Asked Questions   Zoom - Audio, Video, Sharing, and Recording: https://support.zoom.us/hc/en-us/categories/201137166 How do I join/test my device audio? Audio echo in meeting

Overview This document will walk through the best practices for students in an online class that utilizes the virtual classroom feature. To participate in a virtual class session, you must use Chrome or Firefox when logging into Discovery. For more information on the technology requirements for online students view our FAQ: FAQ About Computers at Asbury Best Practices Student Expected Behavior and Courtesy in Virtual Classroom Sessions  Synchronous sessions enable students and instructors to interact and collaborate in a live, virtual classroom environment. These interactions encourage meaningful connections and opportunities to share in a cyber learning community. When you participate in these sessions it is important to be conscientious and courteous in your interactions with classmates and instructor. Additionally, please be mindful of your surroundings and your personal appearance. Student engagement in the synchronous learning environment should reflect the same high level of professionalism that is expected in the workplace and the respect and integrity that is characteristic of the community at Asbury University. Please read the tips below to help ensure a positive learning experience for you and your classmates: Arrive to your online meeting session on time. That means logging in a few minutes early so that you will not interrupt a meeting that is in progress. Please note: if you enter a 7pm class at 6:58 and the professor has not yet arrived, you will need close the meeting and re-enter to join the current session. At this time, refreshing the page will not resolve the issue. Mute your microphone when you are not talking. Turn your camera on when you are speaking, and then turn it back off when you are through. Too many simultaneous cameras running may cause the online meeting to crash. It's okay to ask someone to repeat his or her question or statement. The Internet connections are not perfect; your participants will understand. Find a quiet location for your online meeting. Ambient/surrounding background sounds that are not obvious to you are very noisy and distracting to your participants. The bottom-line comes down to community and fairness to all learners. Students are expected to be a part of a learning community where they do all they can to contribute to the learning of others.

Applies to: Faculty, Staff Revised: 2021-10-15 Status: Approved Answers the questions: How do I use Zoom for the first time? How do I activate my Zoom account? Overview Before using Zoom for your classes as staff or faculty member, you must activate your Asbury Zoom account. Below are the steps you must complete to activate your account. Once activated, you can login to Zoom through Discovery. Open asburyu.zoom.us in a web browser Click Sign in to configure your account. Your Zoom account is linked to your Asbury account, so there's no need to setup a new password! Follow Zoom's step-by-step configuration steps. After registering your email address, you can proceed to use Zoom through the web interface, Desktop app, and through Discovery! To login to the Desktop app, enter your Asbury email and password at the sign-in screen. If you encounter an error, attempt to use the SSO option instead. You will be asked for your organization's domain before being redirected to sign in with your aAbury account. Asbury's zoom domain is asburyu.zoom.us

Overview   Zoom is Asbury's tool to conduct synchronous class sessions for online students. These sessions can also be recorded and so that students can view them later. This document has two sections:  How to Login to your Zoom Account How to Schedule a Zoom Class/Meeting How to Login to your Zoom Account If this is the first time you are using Zoom through your Asbury account you will need to go to asburyu.zoom.us and click "Sign In" to configure your account. After registering your email address you can proceed with using Zoom through Discovery. For more information, see the solution "How to Activate your Zoom Account " 1) log into Discovery with your Asbury credentials: discovery.asbury.edu  2)  Once logged in, locate the class where you want to create a Zoom session. Open the course and click on the "Asbury Live" option on the navigation bar. Now you are ready to start setting up and scheduling your upcoming Asbury Live class sessions! How to Schedule a Zoom Session (Class) 1. You will need to log into Discovery and click on your class. Click on "Schedule a New Meeting" to get started setting up a session.  2. Now it is time to customize your session. Here is an explanation of the options and suggestions for the best classroom experience.  TOPIC: Give your meeting a title! It will default to the name of the course. You may have a specific title in mind that relates to the content (ex. English 110 - The Oxford Comma), or you may want to name it by which week it occurs in (ex. Week 3, Session 2).  DESCRIPTION: You can give your meeting a further description if you choose, or you can leave it blank.    WHEN: Set a day and time for the meeting. You can create events right before they occur or weeks in advance.   DURATION: Once students are in the meeting, the program should not kick them out if you run over time. However, you should make sure the duration of your scheduled time encompasses the whole of the class period.  TIME ZONE: Please select your time zone.  Now you have the option to set recurring meetings. This way you could set a meeting for Monday nights at 6 pm EST every week for eight weeks and not have to create eight separate meetings. You will have the option to select an ending date if you do choose the recurring option. If your class does not meet at the same time every week, do not use this feature.  3. After naming the meeting and selecting the time, you can begin to configure the audio/video aspects of the meeting. REGISTRATION: Do NOT check the registration option - students will be accessing the session through Discovery and do not need any additional level of registration/logging in.  VIDEO: Now you have the choice to have faculty (host) and student (participant) video automatically start when entering the meeting. It is recommended that you turn the participant video OFF. When students enter, they will then have the choice to turn it on if needed rather than having everyone's video on by default. It is up to you as the host to determine if you want your video (webcam) to start immediately upon entry or you want to turn it on at your discretion after starting the meeting.  AUDIO: Please check the "Both" option. This allows students to choose either audio option upon entering. 4. The final part of setting up the meeting is to select the meeting options such as recording the session as well as the option to add a second host (professor).  Do NOT require a meeting password.  Check "enable join before host" - this allows students to join the session before the class starts and utilize the chat feature to talk to other students. It is recommended that you check "mute participants upon entry" - the students will have the option to turn on audio later, but that way the class is not filled with background noise from each student's audio feed.  Do NOT check "Use Personal Meeting ID." If you allow the students to join before host, there is no need to enable the waiting room. The students do not have the ability to chat in the waiting room, which is a disadvantage to them if they have questions/discussion for each other.  Check the "record meeting automatically" option! This way the class can be made available to any students who were not able to attend live. Once you check "record" you will have the option to record to your computer or the cloud - please select the cloud option. That way there is no danger of the file being lost if something happened to your computer, and it will not take up space on your computer. You will receive an email from Zoom with a link to your recording after it is finished if you select the "record to cloud" option. If you record to the cloud, your videos will automatically appear in Discovery for the students to watch if they missed the session. If you record to your computer, the videos will not automatically load into Discovery and you will have to do it manually.  The final option is to add alternative hosts. If your course has more than one teacher or teaching assistant, you can add them here so they will have host powers in the class.  Now click "Save," and you have scheduled your meeting! 5. After creating the meeting, you will receive a summary page that allows you to add this event to your calendar. It also provides you with a meeting ID and link for attendees - you do not need either of these since you did not check the ID option during set up. The students will be accessing the session through a link in Discovery and do not need this link/ID. 6. The summary continues to show you all of the audio/video/recording options selected and gives you the option to start the meeting now. You can enter the meeting early to set up the class, such as pulling up a power point or getting a video ready for the class to view. You can do this at any point before the meeting starts. 7. At this point, you are finished creating your meeting! You, as the professor, can enter the meeting early and make changes or set up a presentation if you wish, then exit the session until the scheduled start time. For more resources, please check out Zoom's official support page: https://support.zoom.us/hc/en-us Contact us: Call 859-858-5177 or campus extension 2177 Click to visit us online at http://www.asbury.edu/its   Or Visit us in the Kinlaw Library, room 131

Overview   This document will cover the basic navigation in a Zoom session. As an instructor, you will have more options than the student participants. These options will allow you to teach/present more smoothly as well as have a more interactive experience with the students. In addition, you will have several tools available to help correct audio/visual issues occurring in a session.  All of the information on how to log into Zoom and schedule a meeting (class) can be found in the solution linked below.  Zoom - Logging in and Scheduling Classes in Discovery Opening Zoom for the First Time If this is the first time you are using Zoom through your Asbury account you will need to go to asburyu.zoom.us and click "Sign In" to configure your account. After registering your email address you can proceed with using Zoom through Discovery.  The first time you open Zoom, you should see a loading window as it pulls up the program. You may be asked to allow Zoom to open (see screenshot below). Check the "Always Open" check box so this pop-up doesn't appear each time you use Zoom. Audio/Video: once open, Zoom will ask you what you want to use in your session. Computer audio is recommended, you can test your microphone and speakers with the test button before starting the session.  Please note, you can check the "Always Use" option at the bottom of the window so you are not prompted to select computer audio each time you use Zoom.    Icons and Options in a Zoom Meeting Recording - As the professor, if you have set up the meeting to record, you will see a "recording" light in the top of your screen. This does not display on the student's view if you are showing them a presentation. If you record to the cloud, the recording will be available to you after the session is over. Zoom will email you a link to your recorded video. The video will also appear in your "previous sessions" in the Discovery list without you needing to add it - this is only true if you record to the cloud NOT if you record directly to your computer.  Tool Bar - the bar at the bottom of the screen houses your tools for presenting. Mute - this mutes your audio. If you click the arrow to the right, it gives you more advanced audio options. Stop Video - this stops your video, but it does NOT stop the meeting. If you click the arrow to the right, it gives you more advanced video options. Invite - allows you to invite other participants. You should NOT need to utilize this feature as all the students will have access to the session through Discovery. Manage Participants - through this tool, you can give host powers to another participant, mute students, or turn off video for others. Polling - you can create a live poll during a lecture to have students vote. Share - this option is where you can share your screen, use the Whiteboard feature to write live, airplay to the meeting with an iOS device (iPhone or iPad), and you can also connect a mobile device via cable. In addition, you will see each window you have open on your computer listed in this grid. You can choose to share just one program (ex. Excel or Powerpoint) or one browser window (Chrome with a youtube video pulled up) rather than sharing your entire desktop view.  If you are going to share a video, be sure to check the two boxes at the bottom of the share screen so students can hear the audio. Click the arrow to the right of "Share" for options to allow one presenter at a time or multiple presenters.  Chat - you can chat with the whole class or individual participants.  Pause/Stop Recording - this will pause the recording but does not stop the live session with students. You can resume the recording at anytime and it will continue to record your session.  Breakout Rooms - as the host, you can set breakout rooms and divide the students up so they can see each other's screens, chat with those in their "room," and work on a project together. You can then end the breakout rooms and bring everyone back together to share with the whole class.  End Meeting - this will end the meeting, you can select to end meeting for all participants to close the session when class is over.  For more resources, please check out Zoom's official support page: https://support.zoom.us/hc/en-us Contact us: Call 859-858-5177 or campus extension 2177 Click to visit us online at http://www.asbury.edu/its   Or Visit us in the Kinlaw Library, room 131

Overview   Zoom is a tool used by Asbury University Faculty and Staff to schedule meetings and teach online classes. If you would like to learn how to schedule a live Zoom session for a course you are teaching, please see these instructions on using Zoom in Discovery. This document will cover how to start a live meeting or schedule out a meeting outside Discovery. If you would like to have a meeting with colleagues, individuals outside of the university, or schedule online office hours, please continue following these instructions.  How to Login to Zoom If this is the first time you are using Zoom through your Asbury account you will need to go to asburyu.zoom.us and click "Sign In" to configure your account. You should always be signing in, scheduling, or joining meetings through the asburyu.zoom.us URL. However, if you ever find yourself on the zoom.us homepage, it is possible to sign into the zoom.us site, but it takes a few more steps which are shown below.  1. Click "sign in" on the top right 2. Choose "Sign in with SSO" under the username and password fields (do not fill those out.)  3. You will be prompted for your company domain and that is "asburyu."  4. Now that Zoom knows your license is through Asbury, it will direct you to an AU Microsoft login page where you can enter your Asbury username and password. If you are already signed into another Asbury service (email, Portal, Discovery), you may be automatically signed in after entering "asburyu" in the domain field.  So while it is possible, we recommend always signing straight into asburyu.zoom.us.   How to Host a Meeting, Invite Others to Join a Meeting, and Schedule a Meeting Please see these articles below for instructions on getting started with Zoom. These documents will cover how to host a meeting, invite others, schedule out meetings, and more.  To start a meeting right now: How Do I Host A Video Meeting? How Do I Invite Others To Join A Meeting? To schedule out a future meeting: How Do I Schedule Meetings? Scheduling Recurring Meetings Contact us: Call 859-858-5177 or campus extension 2177 Click to visit us online at http://www.asbury.edu/its   Or Visit us in the Kinlaw Library, room 131

Overview All Asbury faculty and staff who have registered their account through asburyu.zoom.us have what Zoom calls a “Personal Meeting ID.” The Personal ID can be customized to something more memorable for easy sharing. Your Personal Meeting Room is a virtual meeting room permanently reserved for you that you can access with your Personal Meeting ID (PMI) or personal link. You can start instant meetings with your PMI, or you can schedule a meeting that uses your PMI. Your Personal Meeting Room is ideal for use with people you meet with regularly. However, because it is always accessible with the same Meeting ID and personal link, it should not be used for back-to-back meetings or people you do not meet with regularly. Once a participant has the link to your PMI, they can join it at any time the meeting is in use, unless you lock the meeting or use the Waiting Room feature to admit participants individually. Who at Asbury should use the Zoom personal meeting ID? Any staff member who wants to set up regular meetings with individuals or perhaps a weekly team meeting. Or faculty member who wants to schedule a meeting with students outside of regular Discovery class sessions. Faculty may want to use it for advising or for "office hours" with their students. Here is more information on using Zoom if needed: Zoom - Basic Navigation and Features How To Customize Your Personal Meeting ID 1. You can find your own Zoom Personal Meeting ID by logging into Zoom asburyu.zoom.us with you Asbury credentials.  2. Click on the Profile tab on the left if it is not already selected.  3.  Now you will see all of your profile settings. Look under your name for the "Personal Meeting ID" section.  a. The first thing you will see if your personal ID number. You can share this with anyone you want to have a session with.  b. Perhaps easier to use and customize is your Personal Link. Click "Customize" to the left of the personal link to change it. If the name is not taken, you can do my/firstname.lastname. This will make it easy for you to remember and easy for students, faculty, or staff, to jump onto a meeting with you.   All faculty and staff should feel free to use the "schedule meeting" option in Zoom to set up a meeting in the future. Those meetings will have their own unique ID number that is different from your personal meeting iD. You will share the link in the invitation sent to the person with whom you are setting up the meeting.  This personal link is an additional way to easily share a link and start a session with someone. This is not the only way to have a meeting, you will need to determine what makes sense for your situation and how you want to use Zoom.  For Zoom's full instructions on personal meetings rooms and personal links: https://support.zoom.us/hc/en-us/articles/201362843-Personal-meeting-ID-PMI-and-personal-link Contact us: Call 859-858-5177 or campus extension 2177 Click to visit us online at http://www.asbury.edu/its   Or Visit us in the Kinlaw Library, room 131

Overview Asbury University partners with Zoom to bring synchronous sessions to the faculty, staff, and students. In addition to live meetings, sessions can be recorded and stored in the cloud or on your computer (this is selected in settings). All recordings are kept for one semester, after this, the old recordings must be deleted to provide space for the next year. If you wish to re-use your recorded session for a class, or the meeting you recorded needs to be saved for future use, please follow these instructions to download and save your recordings.  Instructions Go to https://asburyu.zoom.us and login using your Asbury email address and password. Click on the “Recordings” link in the left-hand navigation bar. Click on the “More” button next to the recording that you would like to save. Select “Download” from the menu that appears.   Your recording will be saved to your downloads folder.   This process will download: The full video recording An audio version of the recording An audio transcript The chat file   Again, you do not need to download your old recordings if you do not plan to use them again. No action is required if all you need is the current semester’s Zoom recordings.

Overview By default, Zoom will allow users who are in your same domain, (Zoom accounts using @asbury.edu accounts) to automatically log into your Zoom session and bypass the waiting room. If you would like all users, Asbury email address or not, to be stopped in the waiting, follow the instructions below to make this change.  How to Disable User Bypass 1. Go to https://asburyu.zoom.us and sign in with your Asbury credentials. 2. Click on Settings on the left-hand side.  3.  Now scroll down through the security settings to the Waiting Room section. 4. You should see a header for Waiting Room Options - click "Edit Options." 5. In the new section, click on the box for "everyone" under "Who can join the waiting room?" 6. Click Continue and your new preference is saved! Contact Us: Call 859-858-5177 or campus extension x2177 Click to visit us online at https://asbury.edu/ITS Or Visit us in Kinlaw Library, room 131