Portland Community College | Portland, Oregon Portland Community College

Online Rooms Guide for Instructor/Host

Important Notes:

  • If you run into any issues following these steps, please contact the Online Faculty Helpdesk (971-722-8227, Email: dlhelp@pcc.edu)
  • Zoom is constantly updating their product. You can read their release notes for more information
  • We recommend that you updated your Zoom Client once a week. Follow Option 3 to update your Zoom Client.
  • You can also use the personal meeting room to practice or to create lecture recordings
  • Zoom requires an instructor to be present in the room at all times as Host, and you can add others as co-host
  • If you’re teaching more than 1 class, you will need to create the zoom meeting inside the specific class and provide the name that you can easily identify, such as BA 101 MW vs. BA 101 TR Class Time. Otherwise, your students in another class won’t be able to access the zoom meeting and the students in the first class will have access to all the zoom meetings your created for all your classes (FERPA violation)
  • If you teach the same classes and you are not doing crosslisting courses, It’s best if you copy the class content first before creating the Online Room meeting for each class.

Recording Live Session

If you plan to record your live class sessions, please include language in your syllabus that provides an explicit understanding to the student of your plan. You can advise them of their options to rename themselves, and to keep their audio and video muted during recordings. Also, during the session before you begin the recording, please provide an additional notice that you are about to begin so they can make any adjustments they need.

Here is some sample text for you to use:

Note to students:

“Given students potentially limited access to internet, I plan to record our sessions together for viewing later. These recordings will only be visible to those enrolled in this class, and students have the option for additional layers of privacy by renaming themselves in the Zoom room, muting their video, and muting their audio. If you have any concerns or questions, please let me know.”

Step 1: Adding the Online Rooms / Zoom link to your D2L Brightspace Course Navbar
  1. Go to Course Admin
  2. Click on Navigation & Themes
  3. Click on the action menu for the Active Navbar and choose PCC Default Navbar + Online Rooms and click the Apply button
    Choose PCC Default Navbar + Online Rooms under Active Navbar and click Apply
    Note: If you’re currently using a custom Navbar, follow the instructions found at Creating, editing, and activating your navigation bar to manually add the Online Room Link. 
  4. Online Rooms should be listed on your course Navbar now.
Step 2: Connect your D2L Brightspace account to Zoom (first-time user only)
  1. Click on Online Rooms link created in Step 1
  2. If you are accessing Zoom for the first time then you will be prompted to Authenticate and then Accept a confirmation to connect your D2L Brightspace account to Zoom. If you receive an error message when trying to access Online Room, please an email to dlhelp@pcc.edu
    Click the Authenticate option and then click the Accept button to connect your D2L Brightspace account to Zoom
  3. You will receive an email to confirm your Zoom account. Check your PCC email and click to confirm Zoom account activation. If you still do not receive any email within a few hours, go to https://portlandcc.zoom.us and sign in using your PCC credentials. You should received an email confirmation for your account. Go back to your D2l Brightspace class, and click on Online Rooms.
  4. When you install the zoom application, you may see this screen that asks you to sign in. Click on Sign in With SSO, enter portlandcc.zoom.us as the company name, and use your PCC credentials on the login screen that shows up next
    Activate and sign-in with SSO to Zoom
  5. Once you’re login, it will take you to the Zoom platform. You can close it and go back to your D2L Brightspace screen to continue
Step 3: Creating a Zoom Meeting Session as an Instructor/Host

Note:

  • If you’re teaching more than 1 class, you will need to create the zoom meeting inside the specific class and provide the name that you can easily identify, such as BA 101 MW vs. BA 101 TR Class Time. Otherwise, your students in another class won’t be able to access the zoom meeting and the students in the first class will have access to all the zoom meetings your created for all your classes (FERPA violation)
  • If you teach the same classes and you are not doing crosslisting courses, It’s best if you copy the class content first before creating the Online Room meeting for each class.

 

  1. Inside your Brightspace class, click Online Rooms. Once you have accessed Zoom, click Schedule a New Meeting from within your Zoom profile
  2. Enter a Topic for your Zoom meeting room
    • If you have multiple course shells that are utilizing Zoom then ensure that you include a means to identify one Zoom meeting room from another in the topic (e.g. OL100 / 15432 – Virtual Lecture Class)
  3. Edit the When section to set the Date and Time for the meeting room
    • Enable the Recurring Meeting option if you plan to use this room at the same time each day/week/month
  4. The Host and Participant on/off options tell Zoom whether to set the user’s webcam on or off automatically when joining the meeting room (Recommended: Host set to on and Participant set to off)
  5. The Meeting Options area holds advanced settings that you can enable or disable for your Zoom meeting room
    • Require meeting password (Recommended for security) – Allows the instructor/host to set a password for the meeting room that students/participants would be prompted for when they try to join the meeting room using the URL or meeting ID. The password won’t show up if students join from Online Rooms inside Brightspace.
    • Enable join before host (Not Recommended) – Allows students/participants to join the meeting room before the instructor/host
      • Students/Participants will be shown a “waiting for broadcast to begin” message if the Instructor/Host has not joined the meeting room at the time that they are trying to join
      • Host will receive an email notification if there’s someone in the room
    • Mute participants upon entry (Recommended) – Sets students/participants to mute when they join the meeting room
    • Use personal meeting room (Not Recommended) – Zoom will use your personal meeting Room ID, rather than creating a unique room id. Use this as a mean to meet with a student privately
    • Enable waiting room (Recommended for security) – Zoom will put all attendees in the waiting room if the host is not in the session yet. Once the session starts, host have to admit attendees from the waiting room into the meeting.
  6. Alternative Hosts are used if you want to host the session together with someone else and assign them co-host role. Learn about Host and Co-host controls in a meeting)
  7. Click Save
    • Once you have saved your meeting you will be brought to a confirmation screen where you can verify your settings, get the join URL, and more.
    • If you want to access your Zoom meeting room click the Start this Meeting option
    • If you made a mistake with the meeting room settings then click the Edit this Meeting option
    • If you would like to delete this room entirely then you can use the Delete this Meeting option

    Settings to Schedule a Zoom meeting

  8. You don’t need to send the meeting URL to your students. Students will be able to access your scheduled meeting from the Calendar event on the Course Home or from clicking the Online Rooms on the class navbar. You may send the meeting URL to a guest speaker who do not have access to your Brightspace class.Image showing how the students access Zoom meeting from Online Rooms link on the navbar or Calendar event on the Course Home

Note: You can find your future and past meeting rooms in the Upcoming and Previous Meeting tabs.

Image showing My Meetings page with Start and Delete buttons for the meeting created in the previous steps

Step 4: Accessing Zoom Online Rooms
  1. You, as the instructor, will need to access the zoom meeting from the Online Rooms on the course navbar to give you host role. If you access the meeting using the calendar event on the Course Home, you will be a participant in the meeting and won’t be able to have host control to lead the meeting.
    If you teach multiple classes, you can check the box for “show my course meetings only” to filter meetings only for the class you are currently in.
    Accessing zoom room as an instructor
  2. Click the Start button next to the meeting you want to enter.
    For a first time user:
      when you click on the link to start the meeting, you will be asked to install the Zoom client application. This applies to all first time user (anyone who needs to access your meeting).

    Note:
    It is recommended if you host the meeting to use a computer running Windows or Mac operating systems so that you can have full functionality of Zoom. If you have a Chromebook, learn how to join or start a zoom using Chromebook.
  3. When you end or leave the meeting, make sure to exit the Zoom client application fully from the application menu. Click to End the meeting for All. This will ensure that the application does not continue to run on your computer/device and recording can be processed.
Step 5: Recording a Zoom Meeting Room
Note:

When you are in your Zoom meeting room you can use the Record button located in the Toolbar to save a copy of the audio and video shown within that session. You can record Zoom meetings to your computer or to the cloud.

Image showing the Record button located in the toolbar when inside of a Zoom meeting room

Here’s how to decide where to record your meetings:

  1. For remote teaching situation or If you do not plan re-use your recording for future terms, then you can select Record to the Cloud
    • Recordings can only be made to students who have access to your class (FERPA)
    • Your cloud recording may not be available right away. You will receive an email when it’s done processing.
    • You can still download a copy of the recording if you change your mind later
    • You don’t need to send the cloud recording to your students. They can access it by going to Online Rooms and click Cloud Recordings tab
    • Note: Cloud recordings are automatically deleted after 180 days.
  2. If you want to use your recording for future class as a lecture recording, please select Record on this Computer
    • After your meeting is done, make sure you End Meeting for everyone. By default Zoom will create and point to a folder within Documents/Zoom with the title of the Room that you recorded in. Find the mp4 file and upload the recording to Kaltura.
Step 6: Accessing a Zoom Meeting Room Recording saved to the Cloud
Note:
Option 1: via Online Rooms – Cloud Recordings tab

You can also access your recording inside your Brightspace class course.

  1. Go to your Brightspace course
  2. Click on Online Rooms from the navigation and click on Cloud Recordings tab. All your classes recordings will be listed here
  3. If you’re recording Zoom for multiple classes, check the box for “Show my course recordings only” to filter your recordings for only this class
  4. Click on the recording topic link and click on the Play button on the Recording file.

    List of all your Zoom Cloud Recordings

    List of all your Zoom Cloud Recordings as Instructor (All Zoom Recordings from ALL CLASSES)

Option 2: via PCC email

If you recorded your Zoom meeting room to the cloud, then you will receive an email when your recording is available.

You don’t need to send this to your students as they already have access from inside your class (Online Rooms, and click Cloud Recording tab). You can copy the URL below the text “Share recording with viewers” if you would like to share it to other people outside of your class.

Image showing a copy of the email you receive from Zoom when a recording has processed and is ready to share

Option 3: Downloading cloud recordings from PCC Zoom website

Download Zoom cloud recording that you created outside of Online Rooms.

Step 7: Share the Recording with your Students
Note:
Option 1: Students can access cloud recordings from Brightspace class

You practically don’t really have to do anything, but letting the students know where to access the recording.

Note: This option is only available if you created your meeting inside your Brightspace class and choose to record to the cloud.

  1. Click on your Brightspace course and click on Online Rooms from the navigation
  2. Click on Cloud Recordings tab. Students should see all the class recordings that’s available to them
  3. Click on the recording topic link and click on the Play button on the Recording file.

    Student View of the Zoom Cloud Recordings

    Student View of the Zoom Cloud Recordings in your course

Option 2: Provide recordings in the Course Content

You can also provide the recording link in the Course Content.

Image showing how to create a link within a Content module for your Zoom recordings. Create, Link, insert title and URL, set as external resource, click create.

  1. Follow Step 6 of the Kaltura steps if you recorded locally to get the Sharing/Video URL
  2. Enter your course on D2L Brightspace
  3. Click on Content
  4. Create a module, if you haven’t already, where you want to share your Zoom recording with your students (ex. Zoom Recordings)
  5. Inside the module, click Upload/Create button and select Create a Link
  6. Input a title for your Zoom Recording (ex. Week 1 Live Lecture)
  7. Paste (Ctrl+V or Cmd+V) the Recording URL you received from your PCC email into the URL box
  8. Click the Create button
Step 8: How Student/Participant access to your Zoom Meeting Room

Students/participants will find the link to your Zoom meeting room in one of four ways:

Image showing Zoom meeting room created in previous steps showing for students in the Calendar widget of D2L Brightspace (Course Home) and the Course Schedule section (Content)

Option 1: Online Rooms link within course navbar (Course Home)

If you added the Online Rooms link to your navbar in Step 1 then students should be able to access your Zoom Rooms by clicking that link. This is the best and safest router for you and your students. Students entering this way will by-pass the password requirement (if you set this up) and will list their name inside the meeting.

Option 2: Course Calendar widget (Course Home)

If you set a date and time in the When section of your meeting room then the Calendar widget on the Course Home page on D2L Brightspace will display an entry for your Zoom meeting room when it is within seven (7) days of the date and time that was set. Student entering this way will open the Zoom app and asked to enter their name and password (if you set this up). This option is shown in the Student Help Desk video on the Student Participant guide.

Option 3: Course Schedule (Content)

Similar to the option above –  Students/Participants will also be able to access your Zoom meeting room that has a specific date and time attached to it by going to the Course Schedule module on the Content area of the course.

Option 4: Direct URL

If you did not set a date in the When section, or are using your Personal Meeting Room, then you can get the direct URL to the room by using the “Invite” button after accessing the meeting room.

Image showing Invite window, accessed by clicking the Invite button within a Zoom Meeting Room. You can click Copy URL to automatically copy the room URL to your clipboard, which can then be pasted into an email

  1. Enter your Zoom meeting room
  2. Click Manage Participants to open the Participants window
  3. Invite
  4. Click Copy URL
  5. Paste (Ctrl + V or Cmd + V) the invite URL into the message you are sending to students/participants that you wish to join the room
Step 9: Manage your Zoom meeting (prevent Zoombombing)

Read the tutorial on how to safeguard your zoom meeting.

Student Group Projects (Student host zoom meeting)

Student will be given a Zoom Basic account and can create their own zoom meeting to work with their group.

Note: There are limitations to the student account, such as a 40 minute time limit for meetings more than 2 people and can only record to their own computer.

Other Resources
Zoom Resources
Mobile Devices

While PCC does not support it, you can use mobile devices to access a Zoom session:

Note:
It is recommended if you host the meeting to use a computer running Windows or Mac operating systems so that you can have full functionality of Zoom. If you have a Chromebook, learn how to join or start a zoom using Chromebook.