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.

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 We recommend that you create a separate Zoom meeting for each session so you can track who attended each meeting To get started, Navigate to your Canvas course:

1. 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.

At Kenan-Flagler, your Zoom course sessions created through Canvas allow only your enrolled students to see the meeting links which provides an initial layer of security from outside interruptions. However, there are privacy and security considerations for any online meeting. Zoom provides a variety of settings and tools to help you keep unwanted external participants from entering your class space and for managing disruptive participants.   Below are some steps that can help protect your meetings, before and during. For specific help with setting up any of these methods, please contact ITAcademicTechnologies@kenan-flagler.unc.edu

When Scheduling a Meeting

No matter which security options you choose, its recommend to generate unique meetings Generating Unique Meeting’s instead of using the same meeting is a great first step to securing your Zoom sessions. This is slightly more cumbersome than using the recurring meeting feature, but will help protect future sessions by ensuring that your Zoom meeting takes place in a new room. It is also helpful for tracking attendance after the meeting and finding specific class recordings.

1. Follow the instructions for Creating Zoom meetings within Canvas
2. Do not select the Recurring Meeting checkbox when setting up your meeting
3. Follow these steps above for creating new Zoom Meetings for each meeting session

4 Options for Additional Security

Security Option 1, Require Registration

When creating meetings, you can require registration to ensure outside individuals cannot enter the meeting. Zoom will Generate a URL that can be used to register for the meeting. When students visit the Join button on the Zoom page in Canvas, they will be asked to register for the meeting. This registration must take place for every meeting if Unique Meeting ID’s are being used.

1. Follow the instructions for Creating Zoom meetings within Canvas
2. When Setting up your meeting options, click the Required checkbox to the right of Registration.

Security Option 2, Add a Password to your Meeting

Adding a Password to your meeting allows the host to set a password that must be used to access the meeting, without the extra steps that registration requires. Faculty can share the password for a course meeting through a Canvas announcement. When students click the meeting link, they will be prompted for a meeting password before being able to join. To add a Password when setting up a new meeting in Canvas, follow the instructions below:

1. Create a New Zoom meeting in Canvas
2. Select the Require Meeting Password checkbox
3. Enter your meeting password

Security Option 3, Waiting Room

If you enable Waiting Room, students will be in the waiting room at the beginning of a session until you allow them into the meeting. This will prevent unauthorized entry by allowing hosts and cohost to admit only those who are in the class; it also provides an opportunity to make note of attendance as people are admitted into the room. This setting does come with some extra considerations, as people must still be admitted if they join the meeting late or drop and rejoin throughout. It is important to watch so people do not get trapped in the waiting room. We recommend making a trusted student a cohost and assigning them to monitor the waiting room and the chat. Turn on Waiting Room for a meeting:

1. Create or Edit a meeting in your Canvas course (or the Zoom Web portal)
2. Select the checkbox beside “Enable waiting room” under “Meeting Options”

Security option 4, Require Users to Be Logged into Zoom

The setting that controls this is “Only Authenticated users can Join”, this will force students to be logged into a Kenan-Flagler Zoom account or UNC Chapel Hill account when joining a meeting. Although this setting provides the most security, it’s imperative to reach out to students and have them redeem their KF Zoom accounts. Non KFBS students must redeem a UNC Chapel Hill Zoom account. This setting must be changed on the web portal and is not available in the Canvas Zoom integration. Add this setting to a scheduled meeting:

1. Log into the Kenan-Flagler Zoom Web Portal
2. Click Meetings
3. Click Upcoming Meetings
4. Select the desired meeting
5. Click Edit this Meeting
6. Check the box to the left of “Only authenticated users can join”; Make sure that UNC-CH only is selected in the dropdown box that appears
7. Click Save

Change this setting for all meetings on your Zoom account

1. Log into the Kenan-Flagler Zoom Web Portal
2. Click Settings
3. Scroll down to “Only authenticated users can join meetings” and use the slider to turn the setting on; this will save on your account automatically
4. Click Save

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.
   
   
3. The following settings can be enabled from the menu:
   
   

NOTE: A checkmark indicates that a feature is currently turned on.

• Lock Meeting- Locks the meeting, keeping new participants from joining the meeting.
• Enable Waiting Room- Enables Waiting Room for incoming new participants.
• Allow participants to:
  • Share Screen- Allows participants to start Screen Shares
  • Chat- Allows participants to use the chat function.
  • Rename Themselves- Allows participants to rename themselves from the Participants panel.

There are multiple Audio/Video meeting options you can set when creating or editing a Zoom meeting to help minimize disruptions; we have listed these settings with some screenshots below. Turn off Participant Video upon entry: Participants will still be able to turn on their video in the meeting, but this place participants in the meeting with video off by default.

1. Create or Edit a meeting in your Canvas course (or the Zoom Web portal)
2. Select the Off radio button to the right of “Participant” under “Video”
3. Click Save

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)
   
   
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.
   
   

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.
2. Click Advanced Sharing Options.
3. Click the radio button for All Participants.

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.

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

Students can use the non-verbal feedback feature to communicate things to the instructor without interrupting the session; this includes things like giving yes or no answers and informing the instructor when things are moving too fast or too slow. Make sure to periodically check in with students and address any non-verbal feedback; this can be a good way to do knowledge checks and make sure everyone understands the material.

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 Kenan-Flagler intranet
2. Click My courses in the left side navigation
   
   
3. Find the course that breakout rooms will be set up for and click the link labeled Excel to download the rosters
   
   
4. Open the file; you will use the column titled “Local E-Mail” as the Email Address in the file below

Staff

1. Go to the Kenan-Flagler intranet
2. Click My courses in the left side navigation
   
   
3. Click the “Course Catalog” link
   
   
4. In the catalog, search for section(s) by filling in relevant information; click Search
5. Find the course that breakout rooms will be set up for and click the link labeled Excel to download the rosters
   
   
6. 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
   
   
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.
   
   
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

  
  
  
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.
   
   

Participants will be re-organized into the breakout rooms you specified when scheduling the meeting.

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