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Teaching Virtually: Virtual Meetings: Zoom and Meet

Zoom Basics

Getting Started with Zoom

  • Visit https://grcc.zoom.us/ and select "Sign In"
  • Choose "Sign in with Google" and enter your GRCC credentials
  • The default free account will be limited to 40 minutes per meeting. If you need more time, email us at DLIT@grcc.edu for assistance.

The Zoom Web Interface

A screenshot of the Zoom web interface at the Meetings menu option

(click to enlarge screenshot)

Once you've logged in, you'll be at the Meetings view. Some things to note here:

  1. In the Resources drop-down you can download the Zoom client (if you have a GRCC computer it may be installed already), view tutorials, and more.
  2. From this view, you can hit Schedule a Meeting to set up your class meetings.
  3. Your Profile view will give you more information about your account, including your personal meeting room link. We do not recommend using your personal meeting room for class meetings, but you may want to use it for office hours or similar purposes.
  4. The Settings menu allows you to change options for meeting security, audio and video, and more.

Zoom Meetings and Controls

Scheduling a Meeting

To schedule a virtual class meeting, log into Zoom; you should be at the Meetings view. Click the "Schedule a Meeting" button.

The Zoom meeting scheduling view.(click to enlarge screenshot)

  1. Name the meeting after your class and section (you can give your meetings any name you choose, but this will help organize the links if you have multiple sections or courses)
  2. Set a date for your first meeting.
  3. This box will allow you to set a recurring meeting, which we do recommend; see below for additional instructions.
  4. In the security settings we also recommend enabling either a passcode or the waiting room; you may want to use both.
  5. Save the meeting and the link and information will appear back on your Meetings view.

Recurring Meetings

Setting up a recurring meeting will allow you to keep the same Zoom meeting link for all of your class meetings.

Zoom options for a recurring meeting

  1. Check this box to make your meeting a recurring meeting.
  2. Select the Weekly recurrence option, repeating every 1 week (this is the default option when you select Weekly recurrence, so you shouldn't need to make any changes here).
  3. If your class is meeting online multiple times each week, you can select multiple days for your recurrences. 

Set your end date as the end date of the semester and Save. Back at the Meetings view, each instance of your recurring meeting will be listed, but each meeting will have the same link - meaning you only need to post one link for students to join your classes for the rest of the semester.

Zoom Meeting Controls

In the Zoom meeting, you'll be the host. That gives you access to some extra controls that your students won't have. The toolbar at the bottom of your Zoom window will look something like this:The Zoom in-meeting controls.

(click to enlarge screenshot)

  1. Your audio and video controls are at the far left if you need to mute yourself or turn off your video temporarily. The arrows next to each button will also let you change some settings - if you have an external mic or webcam (such as an ELMO document camera), you can switch to those inputs here.
  2. This button will display the meeting chat room, where you can interact with your students via text.
  3. The green Share Screen button lets you broadcast the contents of your screen - share PowerPoint lecture slides or Word documents, show videos, whatever you need. (this button also has some options to show a virtual whiteboard, display from an ELMO, etc.)
  4. Use the Record button to create a recording of your meeting. When you hit this button, you'll have two options: Record to This Computer and Record to the Cloud. Please use Record to This Computer to create a local copy, as we have limited Zoom cloud space. See the Media tab of this guide for more instructions on uploading and sharing your local Zoom recordings.
  5. The Breakout rooms tool will create small rooms within your meeting. Use this for group work or small group discussions. Zoom can sort your students into breakout rooms randomly, or you can pre-assign students to groups before the class session.

 

Additional Support

Google Meet Basics

Getting Started with Meet

Google Meet is the built-in video conferencing tool in the Google Workspace, available to us through our GRCC accounts. While Meet lacks some of the features that make Zoom effective for online class meetings, it can still be a viable option for your class meetings, office hours, or one-on-one meetings with students. To get started:

  • Log into your GRCC account through the SSO portal. Select the GSuite option from the menu and you'll be taken to your GRCC email.
  • Click on the 3x3 grid of dots at the top of the screen to open the list of Google apps. Select the Calendar from this list.
  • Click the Create button, title your meeting, set the time and duration, and add guests if you have their GRCC email address. Don't forget to click the Add Google Meet video conferencing button.
  • When you add video conferencing to your meeting, Google will generate a meeting link. You can share this with your students as you would with a Zoom meeting link.

Note: Google Meet does not currently have breakout room capabilities. For this reason, we do recommend Zoom for virtual class meetings.

Recurring Meetings in Meet

Much like Zoom, you can create a recurring class meeting in Meet. Follow the steps above to open the Create menu, and then:

  1. Click on the day to open the date and recurrence options. Set the date and time of your first meeting.
  2. If your class meets only once per week, select "Weekly on [day]" to set up a once-a-week meeting on the day and time of your first instance. If your class meets multiple times per week, select the Custom option to open a menu similar to the Zoom recurring options where you can select multiple days.

Again, make sure to click the Add Google Meet video conferencing button to generate the virtual meeting link.

Virtual Meetings and Blackboard

Posting Your Link

Announcements

A Blackboard Announcement is one way to post your virtual class meeting link so your students can access it. Create an Announcement following the instructions in the Blackboard tab of this guide and paste your meeting link or use the hyperlink button (circled on the screenshot below - text must be highlighted first) to create a text hyperlink.

The Blackboard Announcement interface with the hyperlink button (chain links) circled.

Course Menu

You can also add your Zoom link to your course menu in Blackboard:

  • Copy your Zoom or Meet meeting link.
  • Log in to your course.
  • Click the + button to Add Menu Item at the top left and select "Web Link" to add a URL to the menu.
  • Title the link "Zoom Meetings" or something similar and paste the meeting link into the URL field. Check the box to make the link available to users.
  • Submit and your link will appear at the bottom of your course menu.