A Guide for Online Classes with Zoom

Zoom is a video communications software that is used for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems. Zoom is available for all UNC Kenan-Flagler faculty, staff, and students; it offers the ability to host online meetings of up to 300 participants.  This is primary video conferencing tool for all Undergraduate, MBA, MAC and PhD business school students.
Direct any questions you have about your business school Zoom accounts to the following contacts.

Table of Contents


You can find download links to the various Zoom installation files and plugins at the Zoom Download Center if you would like to get everything set up before your first meeting. Otherwise, Zoom will prompt you to install when attempting to join your first meeting.
Purpose
We have heard from students in both surveys and in focus groups that there needs to be greater consistency across all Canvas courses. They identified key components that would help them navigate to their course materials more efficiently and to ensure that they don’t miss anything. Below are the standards that the students and the Undergraduate Business Program agreed on.

Home/Syllabus
  • Include course time/location and instructor office hours/contact info at top
  • Include link to full (static) syllabus → make sure to state in the syllabus that this is a static document and any class/ assignment adjustments will be reflected only on the Canvas site.
  • Individual class sessions and assignments will auto-populate in Course Summary below.
  • Set Syllabus page to be displayed as Home for the course.
Home/Syllabus

Files
  • Include folders for “Assignments”, “Class Sessions”, “Exams”, and “Miscellaneous”.
  • Within Assignments, have a separate folder for each graded element.
  • Within Class Sessions, have separate folders for each class session with titles starting with 01, 02, … 11, 12, … 24, … so that they are sequenced appropriately.
  • All materials for a given class session (slides, spreadsheets, electronic readings, etc.) should be stored in that folder for that class session.
  • .pdf files are preferable to .docx files.
  • Add additional folders as necessary (or delete folders if not applicable.
Example of the Main Files Page Main Files Page Example of the Individual Class Sessions Individual Class Sessions Files

Assignments
  • Have a separate Group for each type of assignment.
  • Assign weights to each Group of assignments. This will auto-create a grading summary on right side of home page of course.
Here are the step by step instructions on weighting course grades: https://community.canvaslms.com/docs/DOC-10059-415267002
  • Have a separate Assignment for each graded element of course.
  • Assign point value for each assignment consistent with how assignment will be scored.
  • Assign due date/time (section specific, if needed) so it shows up on Calendar.
  • If using Quizzes, they should be a group within Assignments.
Here are the step by step instructions to create an assignment: https://community.canvaslms.com/docs/DOC-9873-415267003 Assignments

Grades
  • After grading a student submission, enter score into Canvas.
  • Put a disclaimer about grades in Canvas and/or the syllabus letting students know that the grades in Canvas are not the official grade for the course (e.g., “Final course grades determined at discretion of professor (i.e., overall score of 90+ may not guarantee/be required for an A or A-)”).
Grades

Calendar
  • Create an Event for each class session indicating the topic of that day’s class. Then within the event, put links to the appropriate files (pdf’s, spreadsheets etc.)
  • Include instructions for advance prep (readings, discussion questions, etc.) that students are expected to complete prior to class.
  • “Use different date for each section” if teaching multiple sections so it will appear correctly on the students’ calendar.
  • Be sure you are adding to the correct calendar if teaching multiple courses.
Here are the step by step instructions to create a calendar event: https://community.canvaslms.com/docs/DOC-12797-415241296 Calendar
Purpose
We have heard from students in both surveys and in focus groups that there needs to be greater consistency across all Canvas courses. They identified key components that would help them navigate to their course materials more efficiently and to ensure that they don’t miss anything. Below are the standards that the students and the MBA Program agreed on.

Home/Syllabus
  • Include course time/location and instructor office hours/contact info at top
  • Include link to full (static) syllabus → make sure to state in the syllabus that this is a static document and any class/ assignment adjustments will be reflected only on the Canvas site.
  • Individual class sessions and assignments will auto-populate in Course Summary below.
  • Set Syllabus page to be displayed as Home for the course.
Home/Syllabus

Files
  • Include folders for “Assignments”, “Class Sessions”, “Exams”, and “Miscellaneous”.
  • Within Assignments, have a separate folder for each graded element.
  • Within Class Sessions, have separate folders for each class session with titles starting with 01, 02, … 11, 12, … 24, … so that they are sequenced appropriately.
  • All materials for a given class session (slides, spreadsheets, electronic readings, etc.) should be stored in that folder for that class session.
  • .pdf files are preferable to .docx files.
  • Add additional folders as necessary (or delete folders if not applicable.
Example of the Main Files Page Main Files Page Example of the Individual Class Sessions Individual Class Sessions Files

Assignments
  • Have a separate Group for each type of assignment.
  • Assign weights to each Group of assignments. This will auto-create a grading summary on right side of home page of course.
Here are the step by step instructions on weighting course grades: https://community.canvaslms.com/docs/DOC-10059-415267002
  • Have a separate Assignment for each graded element of course.
  • Assign point value for each assignment consistent with how assignment will be scored.
  • Assign due date/time (section specific, if needed) so it shows up on Calendar.
  • If using Quizzes, they should be a group within Assignments.
Here are the step by step instructions to create an assignment: https://community.canvaslms.com/docs/DOC-9873-415267003 Assignments

Grades
  • After grading a student submission, enter score into Canvas.
  • Put a disclaimer about grades in Canvas and/or the syllabus letting students know that the grades in Canvas are not the official grade for the course (e.g., “Final course grades determined at discretion of professor (i.e., overall score of 90+ may not guarantee/be required for an H).
Here are the step by step instructions on weighing course grades: https://community.canvaslms.com/docs/DOC-10059-415267002 Grades

Calendar
  • Create an Event for each class session indicating the topic of that day’s class. Then within the event, put links to the appropriate files (pdf’s, spreadsheets etc.)
  • Include instructions for advance prep (readings, discussion questions, etc.) that students are expected to complete prior to class.
  • “Use different date for each section” if teaching multiple sections so it will appear correctly on the students’ calendar.
  • Be sure you are adding to the correct calendar if teaching multiple courses.
Here are the step by step instructions to create a calendar event: https://community.canvaslms.com/docs/DOC-12797-415241296 Calendar
Zoom is a video communications software that is used for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems. Zoom is available for all UNC Kenan-Flagler faculty, staff, and students; it offers the ability to host online meetings of up to 300 participants

To get started, Navigate to your Canvas course:
    1. Click Zoom on the Canvas Course Navigation

    2. Click Schedule a New Meeting inside of Canvas
    3. Select your meeting settings:
      • Topic: Title for the meeting
      • Description (optional): This allows you to set a description for the meeting
      • When: Date and starting time for the meeting
      • Duration: How long the meeting lasts
      • Time Zone: This should be set to EST since our courses take place in EST
      • Recurring Meeting: This will allow you to schedule multiple meetings at once
      • Registration: Registration should not be checked for course meetings in Canvas
      • Video: It’s our recommendation that video be set to OFF by default for both Host and Participant
      • Audio: This should be set to Both
      • Meeting Options: Mute participants on entry
      • Record the Meeting Automatically in the cloud should be used for all course meetings.
  1. Click Save; your meeting will now show up on under Upcoming Meetings
  2. The students will have access to this page by clicking the Zoom tab in their course and will see the same view. This is also where they will access the cloud recordings.
Consider hosting a low-stakes online test session or connecting with colleagues to test your login, troubleshoot technical issues, and get used to the Zoom interface. Send students to the Zoom test and provide them with instructions to make sure that they are ready to go before your first official session; this will give students a chance to notify you if they have issues when setting up Zoom.
  • Test and Familiarize yourself with the platform in advance.
  • Arrive early enough to work out technical difficulties.
  • Have a backup plan in case problems occur (Inform students of the backup plan ahead of time so they can remain on task if technical issues occur).
If you are receiving “Your connection is unstable” messages in Zoom or notice stutter/distortion in your video and audio feeds, you are most likely experiencing a bandwidth issue. Below are some suggestions to make sure you have a stable connection and help minimize bandwidth use by Zoom.

Make sure you have a stable connection:
  • If you are using wireless, make sure that you are close enough to the access point and have adequate network connection on your device.
  • Make sure there are no large files being downloaded on your device or any others that are connected to the same network you are utilizing Zoom on.
  • Minimize use of other services that may utilize bandwidth while on the meeting, such as streaming services and online multiplayer video games.
If the above suggestions didn’t help, follow these suggestions to minimize bandwidth usage in Zoom:
  • Disable HD video on Zoom, moving to Standard Definition video should reduce the amount of bandwidth required to transmit video
    1. In your desktop Zoom client, click Settings (the gear icon).
    2. Click Video in the left-hand menu.
    3. In the My Video section, uncheck the box beside Enable HD if it is checked.
  • If connection issues persist after disabling HD video, consider turning off video completely and only utilizing it when necessary. Ask participants to turn-off video unless required.
  • Consider calling into the conference audio by phone instead of joining via computer audio, this will reduce bandwidth requirements by moving all audio handling to your phone.
  • Only utilize Screen Sharing when necessary and consider turning off video while using it.
  • Consider recording asynchronous content and sending it out to students; you can complement this with Zoom drop in hours to allow students to ask questions without the bandwidth usage of a full class session.
Zoom has recently been updated to display an in-meeting security button that allows the host (and co-hosts) to quickly change security settings in the Zoom meeting.
If you do not see the security button when hosting a meeting, make sure to update your Zoom client.
  1. Start a Zoom meeting
  2. Click Security.

    In-Meeting Security
  3. The following settings can be enabled from the menu:

    Security Settings Menu

  • Lock Meeting: Locks the meeting, keeping new participants from joining the meeting.
  • Enable Waiting Room: Enables Waiting Room for incoming new participants or to move current participants into the Waiting Room.
  • Hide Profile Pictures: Hide all profile pictures, including the host. Display names are shown instead.
  • Allow participants to:
    • Share Screen: Allows participants to share their screens
    • Chat: Allows participants to use the chat function.
    • Rename Themselves: Allows participants to rename themselves from the Participants panel.
    • Unmute Themselves: Allows participants to unmute themselves without the host's permission.
    • Start Video: Allows participants to start their video in the meeting.
    • Annotate on Shared Content: Allows participants to annotate over content shared during the meeting. The host can enable or disable annotation when the host is sharing.
  • Remove Participant: Allows the removal of a participant from a meeting. The participant can not re-join unless Allow removed participants to rejoin is enabled in Meeting settings.
  • Report: Allows you to report a user to Zoom's Trust and Safety team. You will be able to select which user to report and provide details about the problem. You can also upload evidence, such as screenshots.
  • Suspend Participant Activities: Turn off all participant's video, audio, Zoom Apps, and ability to share their screen. Also lock the meeting to prevent participants from joining. This will apply to all participants, including those joined using a Zoom Room.
Due to some recent concerns around “Zoom-Bombing”, Zoom released an update to the default screen sharing settings for all Education accounts. This update changed sharing settings for everyone from “All Participants” to “Only Host” which prevents meeting participants from sharing content in a meeting by default.

Hosts can change this setting within a meeting or across all future scheduled meetings on their Zoom Account.

Changing Your Screen Sharing Settings in a meeting with the Security Button
  1. Click the Security Button
  2. Click Screen Share to turn on Participant Screen Sharing (this will close the pop-up box)

    In-Meeting Security
  3. You can click the security button again to make sure Share Screen now has a check mark to the left; Screen share is now turned on.

    Security Settings Menu

If you do not see the Security button; please update your Zoom client. You can use the instructions below to change participant sharing settings in your current meeting.



Changing sharing settings in a meeting:
  1. Click the arrow next to Share Screen. Share screen
  2. Click Advanced Sharing Options.
  3. Click the radio button for All Participants.Advanced sharing options
Change share settings for your Zoom account: User
  1. Sign in to the Zoom web portal.
  2. In the navigation panel, click Settings.
  3. Under In Meeting (Advanced), click the option for All Participants.Zoom account share settings
Remind students of student conduct information at the start of each class session and let them know you will exercise your responsibility as an instructor to mute those who are disruptive or otherwise inappropriately interrupt classroom operations. You may want to email the class the link to the Kenan-Flagler Honor code and the University Student Code of Conduct https://catalog.unc.edu/policies-procedures/honor-code/ Consider adding a similar statement to your Canvas syllabus
Mute a Participant
  • Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom window.
  • Click the Mute button to the right of the participant name.
Lock Your Meeting
  • Once all your participants have joined the room, you can prevent others from entering it.
  • Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom window.
  • Click the More button in the lower right of the participant panel.
  • Select Lock Meeting.
  • Confirm the selection.
Remove a Participant from a Zoom Meeting or Webinar
  • Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom window.
  • Click the More button to the right of the participant.
  • Click Remove.
  • Confirm the selection.
  • After removing the participant, acknowledge the disruption, apologize to the class and continue with instruction with remaining participants.
Should a disruption occur, mute or quickly remove the attendee. If the participant is enrolled in the class, email the student following the session, clarify why the student was muted or removed, and remind them of appropriate conduct and expectations, and the disciplinary approach you will pursue.
You can use the features of Zoom to guide different types of interactive activities and offer some variety in online sessions; this will keep sessions interesting and offer

Sharing Your Presentation in Zoom:

  1. Open your PowerPoint presentation on your computer
  2. Join the Zoom Session
  3. Click the Share Screen button located in your Zoom tool bar.
  4. Select your PowerPoint presentation in the prompt, and click the Share button to start sharing:
  5. Use the Slide Show button in PowerPoint to begin presenting

Screen annotation

Zoom has basic annotation tools (text box, free form draw/pen, shapes, and highlighter) that you can use to guide students or explain a concept. Access these tools by selecting the Annotate option when you're sharing your screen.

Non-Verbal Feedback

To provide nonverbal feedback or reactions to the host of the meeting:
  1. Join a Zoom meeting as a participant.
  2. Click the Reactions button.
  3. Choose from the following icons or click • • • to choose from a full set of emojis. Click the icon again to remove it.

    • Clapping Hands
    • Thumbs Up
    • Heart
    • Tears of Joy
    • Open Mouth
    • Party Popper (Tada, Celebration)
    • Yes
    • No
    • Slow Down
    • Speed Up
    • I'm away*
    • Raise Hand / Lower Hand
The icon will appear in your video panel and next to your name in the participants list.

*Note: The coffee cup "I'm away" nonverbal feedback requires the desktop client for Windows, macOS, and Linux; version 5.7.3 or higher.

Learn more about participant controls in a meeting.

Setting the skin tone for your reactions
  1. In the Zoom client, click your profile picture and then click Settings.

  2. In the General tab, select your reaction skin tone.



Managing nonverbal feedback and meeting reactions (hosts) Nonverbal feedback and meeting reactions will be displayed in each participant's video panel, as well as next to their name in the participants panel. Click the Participants button to see a full list of participants and their nonverbal feedback and meeting reactions.
In the participants list, you can view and manage feedback using these features:
  • If a participant clicked on a nonverbal feedback or meeting reaction icon, you'll see that icon beside their name.
  • The number above each nonverbal feedback or meeting reaction icon shows how many participants have clicked on that icon.
  • If a participant clicked Raise Hand, you can lower their hand by hovering over their name and clicking Lower Hand.

  • To clear all nonverbal feedback at once, click Participants, then, then Clear All Feedback.
  • Emoji (meeting) reactions will disappear after 10 seconds, while raise hand and nonverbal feedback, such as Yes, No, Slow down, and Speed Up, will be persistent and must be manually removed by the participant or host.

Verbal Feedback

You can instruct students to use the "raise hand" feature to indicate questions or when they would like to add to a discussion; this allows students to remain muted until they would like to speak and prevents unnecessary background noise from interrupting the session.

Chat

Using the chat tool allows students to interact with the session, activity, and each other; it even offers some advantages over large classroom settings:
  • Get large numbers of responses to a question immediately, and use these responses in real-time to drive discussion.
  • Chat is especially useful to take in questions and answer them in order.
Think about how, when, and where you want to allow students to engage in chat.

Breakout rooms

You can use Zoom’s breakout rooms functionality to facilitate group discussion or have students work. As the instructor, you can join breakout rooms, broadcast messages to the breakout rooms, and end the breakout sessions when it is time to regroup. Keep in mind that breakout rooms will not be recorded. Notes:
  • Only the main session room will be recorded
Limitations
  • You can only pre-assign participants that have a Zoom account (internal or external Zoom users).
  • When pre-assign participants directly in the web portal, you can only pre-assign internal Zoom users that are in the same account.
  • To pre-assign participants that are external Zoom users, import a CSV file.
  • If you have registration enabled and external participants register for the meeting, you need to assign them to breakout rooms during the meeting.
  • Non Kenan-Flagler students will have to be added via CSV or during the meeting.
  • You must use the student’s KF alias instead of the firstname_lastname@kenan-flagler.unc.edu email address.
Instruct your students to redeem their Zoom Accounts
Let students know to redeem their Kenan-Flagler accounts using the instructions below. It’s imperative that they have a Zoom account for preassigned breakout rooms to work. You can give them the instructions below via a Canvas announcement or make it an assignment.

If you have a class that has non-KFBS students they will not be able to redeem an account through KFBS and must use main campus instead

Claim KFBS Zoom account:
  1. Navigate to the UNC Kenan-Flagler Zoom Portal
  2. Click the Sign in button to go to the UNC Kenan-Flagler login page
  3. Sign in with your Business Account
  4. Once you see your Zoom dashboard, you have completed your account setup
Generate the list of students for Breakout Rooms

You will need to use the KFUsername@kenan-Flagler.unc.edu style email for the breakout room assignments


Faculty
  1. Go to the MyKE
  2. Click Courses in the left side navigation

    MyKE Courses Link
  3. Find the course that breakout rooms will be set up for and click the button labeled Roster to download the rosters

    MyKE Click Roster To Download Roster
  4. Open the file; you will use the column titled “Local E-Mail” as the Email Address in the file below
Pre-assigning Participants to Breakout Rooms using CSV
  1. Schedule your Class Sessions through Zoom in Canvas
  2. Sign into the Kenan-Flagler Zoom web portal
  3. Click Meetings
  4. Click the name of the meeting you want to add breakout room assignments to

    Zoom Meetings
  5. Scroll down and click the Edit This Meeting button
  6. In the Meeting Options section, select Breakout Room pre-assign and click Import from CSV.

    Zoom Import Rooms and Participants
  7. Click download to download a sample CSV file you can fill out using the CSV you generated above.
  8. Open the CSV with Microsoft Excel (or similar spreadsheet software)
  9. Fill in the Pre-assign Room Name column with the name of the breakout room, and the email address column with the Local E-mail column from rosters generated in the instructions above
  10. Save the file
  11. Drag and drop the file in the web portal
Starting a Meeting with Pre-assigned Breakout Rooms
Important Notes:
  • If a participant joins before the host (instructor), they will be automatically assigned to the breakout room specified when scheduling the meeting.
  • If a participant joins after the host (instructor), they will not be automatically assigned to the breakout room specified when scheduling the meeting. Revert to pre-assigned breakout rooms to assign participants to their pre-assigned breakout rooms.
  • If a participant joins after you started the breakout rooms, they won't be pre-assigned to the breakout room you specified when scheduling the meeting.
  • If a participant is in their pre-assigned breakout room and they leave the meeting and rejoin, they won't rejoin their pre-assigned breakout room.
  • You can manually assign participants using the in-meeting breakout room controls or revert to pre-assigned breakout rooms.
  1. Start the meeting with participants pre-assigned to breakout rooms.
  2. Click Breakout Rooms in the meeting controls to access the breakout rooms you created.
    • Its best practice to give students a few minutes to get into the meeting and use Recreate > Recover to pre-assigned rooms at the bottom left of this window to make sure everyone gets added to their pre-assigned breakout room. Do this before using the Open all Rooms button shown below. More information on this feature can be found in the section below



      Zoom Breakout Rooms
  3. Click Open All Rooms to start the breakout rooms.
Reverting to pre-assigned breakout rooms
After starting the breakout rooms, you can revert to the breakout rooms assignment you previously specified. This can be useful if you changed your breakout rooms during the meeting, or pre-assigned participants have joined the meeting after you joined or started breakout rooms.
  1. Click Close All Rooms to end all breakout rooms.
  2. Click Recreate > Recover to pre-assigned rooms.

    Recreate Breakout Room
Participants will be re-organized into the breakout rooms you specified when scheduling the meeting.
Self-selecting a breakout room
If the host has allowed participants to self-select and join breakout rooms of their choosing, participants will be able to view and select from a list of breakout rooms the host has created. They will be able to enter and leave breakout rooms freely.

Note: Participants not joined with the desktop or mobile app (version 5.3.0 or higher) will not be able to self-select a breakout room. The host will need to facilitate moving these participants manually.

  1. Click Breakout Rooms in your meeting controls.
    This will display the list of open breakout rooms created by the host.
  2. Hover your pointer over the number to the right of breakout room you wish to join, click Join, then confirm by clicking Join.
  3. Repeat as necessary to join other breakout rooms, or click Leave Room to return to the main session.
You can present slides to further explain a topic that was only touched upon in class or if several students ask the same question. Sessions can be recorded and shared for later viewing.
If you usually do "board work" as part of a class session, you have a number of options.
  • Use the Whiteboard feature (this often works best on a tablet computer rather than a trackpad).
  • Try the basic annotation tools (text box, free form draw/pen, shapes, and highlighter) to guide students or explain a concept.
  • Create a PowerPoint slide or other simple backdrop file on which you can type notes, and share those notes using Screen Sharing. Note that one advantage of this and other approaches here is that the boards can persist and be distributed to the students after class.
  • Prerecord the illustration as a video, then play it during class.
Zoom is intuitive and fairly easy to use, but its best to make some decisions about your use, and your setup, and familiarize yourself with the platform before attempting to administer an online session.

Get Started

  • Claiming your Zoom Account:
    1. Navigate to the UNC Kenan-Flagler Zoom Portal
    2. Click the Sign in button to go to the UNC Kenan-Flagler login page
    3. Sign in with your Business Account
    4. Once you see your Zoom dashboard, you have completed your account setup
  • Install the software: The desktop version of Zoom will give you the best results and functionality when hosting a session. Coach your students to install it as well. Students who plan to join Zoom from a mobile device should also download the Zoom mobile app.
  • Learn more about Zoom:
    1. Host and Co-Host Controls
    2. Zoom Best Practices
  • Test your audio and video
    1. Visit zoom.us/test to check your internet connection, audio, and video.
    2. If multiple attendees are in the same room, in order to avoid feedback only one person should join the session with audio.
    3. Make sure there is a light source (including windows) in front of you, not behind.
Please follow the instructions at this link to install the Microsoft Outlook Plugin for Zoom

Make sure to restart Outlook after installing the plugin. You will need the Zoom app installed on your computer to finish setup

You can find download links to the various Zoom installation files and plugins at the Zoom Download Center if you would like to get everything set up before your first meeting. Otherwise, Zoom will prompt you to install when attempting to join your first meeting.
To claim your Zoom account, follow the directions below:
  1. Navigate to the UNC Kenan-Flagler Zoom Portal
  2. Click the Sign in button to go to the UNC Kenan-Flagler login page
  3. Sign in with your Business Account
  4. Once you see your Zoom dashboard, you have completed your account setup
You can login to your Zoom account through the Web Portal or the Desktop/Mobile app. To login using the Web Portal, follow the directions below:
  1. Navigate to the UNC Kenan-Flagler Zoom Portal
  2. Click the Sign in button to go to the UNC Kenan-Flagler login page
  3. Sign in with your Business Account
To login to the Zoom App using Single Sign On follow these Zoom SSO directions (The Company Domain will be Kenan-Flagler.zoom.us)
Instructions and Guides: Zoom Technical Support: Kenan-Flagler Specific Instructions: If you have any account issues please contact ITAcademicTechnologies@kenan-flagler.unc.edu.