Zoom is Illinois State University's video conferencing system. It allows students to remotely join a face-to-face class session or instructors to host a class session entirely online. Zoom also allows students to collaborate with each other remotely for group assignments.
All members of the University Community, including faculty, staff, and graduate and undergraduate students have access to Zoom Pro accounts, which provides additional tools for facilitating online learning and unlimited meeting times. Make sure you sign in to IllinoisState.Zoom.us once to activate your license before using Zoom for the first time.
Note: Instructors also have access to Zoom's cloud recording feature.
Instructors are encouraged to enable the "Only authenticated users can join: ISU Login" option when setting up meetings. This setting provides additional security, allows for accurate attendance reports, and is critical for pre-assigning Breakout Rooms.
Students will be prompted to log into Zoom using their University credentials (if they are not already). They should select the "Sign In with SSO" (Single Sign On) option. Share this handout with students for complete instructions.
Instructors need to make decisions about how they want to conduct a particular online class session before creating the meeting. In addition, some of Zoom’s advanced features, such as Polls and the pre-assignment of Breakout Rooms, need to be prepared before you begin a meeting.
Note: The Zoom Pro tool has been automatically added to all Fall 2020 ReggieNet course sites. If you see the button on the left-hand navigation of your course site, you can skip these steps.
Zoom can be added to any ReggieNet course site. This places a “Zoom Pro” button on the left-hand navigation, making it easy for students to find and join meetings, and eliminating the need to send meeting invitations via email. If you don't already have Zoom visible on your ReggieNet course site, adding the button is easy:
For more detailed instructions, with screenshots, please consult this handout.
When using Zoom through ReggieNet, keep the following in mind:
To create a new Zoom meeting in ReggieNet, select the Zoom Pro button on the left-hand navigation, select Schedule a New Meeting, and enter your desired date/time/meeting duration. Double-check that the time zone is correct.
When you have configured your meeting, select Save. Students will see a list of available meetings in ReggieNet.
After creating a meeting in ReggieNet, you can edit polls and pre-assign breakout rooms by editing the meeting through IllinoisState.Zoom.us.
If you plan to use Zoom's Polls function during a meeting, set them up in advance:
For more information on creating polls, see Zoom's support site.
Zoom's Breakout Rooms allow instructors to place students into small work groups during a class. Group can be created randomly during meetings, but they can also be pre-assigned. This pre-assignment must be done before the session is started.
See Zoom's support site for step-by-step instructions.
It is possible to create a recurring Zoom meeting with no specifically assigned starting date or time for hosting academic office hours. This has some advantages, including:
Currently, Zoom does not allow a meeting to be imported into more than one ReggieNet course site's Zoom tool. As an alternative, instructors can add an "Office Hours" button to the left-hand navigation of each course site. See this handout for detailed instructions on setting up this function.
The Center for Integrated Professional Development has created a set of virtual backgrounds for instructors. Each features the ISU seal and official University logo. To download, left-click to open the image and then save it to your computer (right-click and select "Save image as...").
Import it into the Zoom desktop app using the Virtual Background options in Settings. For more information on using Zoom virtual backgrounds, including system requirements, see this help desk article.
Instructors may want to record a class session for the benefit of those who are absent, or in cooperation with Student Access and Accommodation Services to meet the special needs of a student. Providing captions or transcripts of recordings is an important part of the University's mission and core values. The Zoom Cloud recording feature, available to all instructors for Fall 2020, can help achieve this.
As the instructor, you are the "host" for the meeting. While it is possible to participate in a meeting using a mobile device (such as an iPhone) with the Zoom app, we recommended that hosts use a Windows or Mac laptop or desktop computer for maximum performance.
Note: Instructors who intend to record material or host online sessions in classroom spaces should first consult Learning Spaces and Audio/Visual Technologies to ensure that equipment is properly configured.
It's a good idea to check you camera and microphone before starting a Zoom meeting. On a PC or Mac computer, launch the desktop app and select the "Settings" (the gear icon) on the Home screen.
Select Video to see a preview image and adjust settings as needed.
Select Audio to test both your speakers and microphone.
To begin a session, select the Start button next to the meeting name in the ReggieNet Zoom tool. Students will see a Join button instead. Participants can alternatively join using the meeting's webs link. In any case, users may be prompted to install or update the Zoom desktop app before entering the meeting.
Tutorial Video: Joining a Meeting
Tutorial Video: Testing computer or device audio
Basic meeting tools include:
Tutorial video: Host and Co-Host Controls in a Meeting
Instructors can turn on Live Transcription during Zoom meetings. This will automatically generate real-time text of what is being spoken on screen.
Please note: Live Transcription must be started by the meeting host during each meeting; it cannot be set to begin automatically. In addition, should you desire to save the transcribed text, you must do so manually before closing the session.
Instructors can record Zoom meetings on their local machines or in the Zoom Cloud. Since Cloud recordings need to be uploaded to another platform (ReggieNet or Microsoft Stream) for distribution to students, it is strongly suggested that instructors choose local recording when possible.
Learn more about Microsoft Stream.
For more information on recording to both locally and to the cloud, see this comprehensive help desk article.
Using ReggieNet is the best, most secure way to schedule online Zoom meetings with students. Instructors are encourages to avoid emailing or posting Zoom links outside of ReggieNet when possible. There are additional strategies and tools available to keep online learning spaces safe and welcoming:
Zoom's in-meeting Chat feature allows the instructor and participants to exchange text messages and share links and files during a meeting.
Please note: Links pasted into Zoom chat may not work properly for students using assistive technology, such as screen readers. in addition, file sharing may not work for some students using smartphones or tablets.
For additional help using Chat, including with mobile devices, see Zoom's help page.
Share Screen allows your students to see a PowerPoint presentation, website, document, or any other type of information you choose to display on your desktop.
For detailed instructions on using the Share Screen feature, including on mobile devices, see Zoom's help page.
Zoom's Polls function allows for simple surveys to be used in your meetings.
For more information on using Polls, see Zoom's help pages.
Zoom's Breakout Rooms allow instructors to place students into small work groups during a class.
Breakout Room features
For detailed instructions on using Breakout Rooms, see Zoom's help page on Managing Breakout Rooms.
After ending your class session, Zoom provides a number of different data sets which could be of use. Please note that you may experience a delay of a few hours before all of these options appear online.
Zoom will store data online about those who participated in your meetings. These can be exported as CSV files, which can be opened in Microsoft Excel or Apple Numbers.
Video, audio, and chat logs (in text-file format) can be found on your local machine's Documents folder. The will appear in a sub-folder called "Zoom."
To access video, audio, chat logs, and automatically generated transcripts recorded on the Zoom Cloud:
Note: Users with Zoom Cloud access should receive email notifications when recordings and transcripts are processed and available for download.
For more on accessing recordings, see this help desk page.
You can control many default settings online, making it easier to create meetings. To access settings:
Please note: Some settings are controlled by system administrators and may not be changed by users.
Zoom provides a number of online resources, ranging from brief video introductions to in-depth, step-by-step instructions.