Interactive Video Conferencing Classrooms with Zoom Cloud Recording

Description

You can use Zoom web conferencing in conjunction with the Interactive Video Conference Classrooms (IVCC) to conduct meetings or classes. Set up your meetings with automatic Cloud Recording and the Zoom Activity to automate the access of video classroom recordings. 

This feature will be available Summer 2021

This Guide Will Help You to:

Appendix

Update account settings

In order for Zoom to integrate with the Distance Learning classroom system, and work properly, make the following changes to your settings in your Zoom account from the web portal at https://zoom.us/

  1. Sign in to your account on Zoom.us.

  2. Click on the “Settings” page.

  3. Enable:

    1. Screen sharing.

    2. Under “Who can share?”, select “All Participants”.

Note: Changes will automatically be saved.

Schedule Zoom meeting

Warning: the following is for meetings that have been scheduled using the Zoom activity in Moodle. If the Zoom meeting has been created outside of Moodle (e.g. zoom.us, desktop app, Google calendar, etc.) an additional step is needed to import the specific meeting ID into the Zoom Activity in Moodle. Once the meeting has been imported Jump to Step 4 to make sure the settings are correct.

By using the Zoom activity in Moodle, Cloud recordings will automatically be associated with the specific courses that contain the Zoom meeting. If you are teaching multiple sections, we recommend requesting a Metacourse first before you schedule your Zoom meeting.

  1. Click on the Zoom activity, select “Schedule a new meeting.”

  2. Set the “When” and “Duration” of the meeting. 

  3. Check the box next to “Recurring Meeting”.

Option 1 - Sessions with Reports

If you want to have access to reports like attendance and polling within the Zoom activity in Moodle. Do the following: 

Note: The attendance report will capture participants who join via Zoom and not include students who meet in the classroom.)

  • In the “Recurrence” dropdown menu, select “Weekly” 

  • In the “Occurs on” settings, select the desired days that class is in session (MWF, etc)

  • Under “End date”, select either:

    1. By a specific end date.

    2. After a specific number of occurrences.

Note: You are limited to 50 occurrences per meeting. If you have a Zoom meeting with over 50 occurrences make a second meeting with the same settings, but different name. 

Jump to Step 4

Option 2 - Sessions without Reports

If you do not require immediate access to reports like attendance and polling in Moodle do the following:

  • In the “Recurrence” dropdown menu, select “NoFixed Time”.

Note: Reports like attendance will be stored on the Zoom.us site and won’t be available in the Zoom activity on Moodle ISU. The attendance report will capture participants who join via Zoom and not include students who meet in the classroom.

Continue to Step 4

  1. Under “Security”, do the following:

    • Enable “Passcode”.

    • Disable “Waiting Room”. 

    • Disable “Authenticatication to join”.

  2. Under “Video”, do the following:

    • Enable “Host”

    • Enable “Participant”

  3. Under “Meeting Options”, do the following:

    • Enable “Allow participants to join anytime” or “Enable join before host”.

    • Disable “Mute participants upon entry”.

    • Disable “User Personal Meeting ID”.

    • Enable “Record the meeting automatically”, select “In the cloud”.

  4. Click Save.

Send meeting information to an IVCC Specialist

  1. In the Zoom activity, click on the desired meeting topic.

  2. On the “Course meetings > Manage…” page, click copy the invitation.

  3. Click “Copy Meeting Invitation”.

  4. Open Gmail, compose an email.

  5. Paste the clipboard contents into the body of the email.

  6. Send the email to ivcc@mm.isu.edu

Access Video Classroom Recordings

When utilizing the Zoom activity, cloud recordings will be accessible to you and your students in the course. Recordings created in the cloud give you the ability to change playback speed, trim video, turn on closed captions, and search transcript. 

  1. Sign in to Moodle ISU, locate desired course.

  2. Click on the Zoom activity.

  3. Click Cloud Recordings.

  4. Click on the desired topic.

Note: You can filter between recordings by Date.

  1. Click on the specific video. 

  2. After viewing, close the recording window.

Rename Cloud Recordings

Recording Names by default will use the topic of the Meeting. To rename recordings you need to go to your account on Zoom.us. Click the “Recordings” page. Once the page has loaded, make sure you are in the “Cloud Recordings” tab. Under the meeting topic click your desired meeting. Next to the topic name, click the pencil icon. Type your desired name, click save. The name will also update automatically in the Zoom Activity on Moodle.

Store Cloud Recording

Users can keep their videos on Zoom Cloud Storage for the duration of the semester. Recordings are set to auto-delete after 150 days when initially recorded. For example, a cloud recording created on Aug 23, 2021 would be deleted on January 20, 2022 . If a user has made a recording that they want to keep indefinitely, It is recommended to move a copy of desired recordings and related files to Google drive. For more information see Zoom Cloud Storage Archive Policy.

Seek Further Assistance

For additional assistance please contact ITRC at (208) 282-5880 or itrc@isu.edu.

For more information please visit Zoom Help Center.

Creative Commons License

This work was created by the Idaho State University Instructional Technology Resource Center and is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License.

Appendix

The following provides a rationale for configuring settings a certain way.

Use Screen Sharing: Screen sharing needs to be turned on and set to All Participants (and all participants can start sharing) in order for any content to be shared with each other. This is usually whatever you are showing on the projector in the classroom, and allows people participating over Zoom to share their screens on the projector for presentations or other uses.

Use Passcodes: Add a passcode to your meetings while you build your reservations. This will help prevent unwanted Zoom bombings. Make sure you send us an invitation by email with this information in it in order for us to add your Zoom meetings to our system so that it will connect to your classroom. 

Don’t use Waiting Rooms: If the Waiting Room option is on, the Distance Learning classroom system will not be able to connect to Zoom properly and will be locked in an external waiting room, creating problems with your class.

If you plan to teach in the IVCC room with the Waiting Room feature enabled; the Host of the meeting will need to join from a second device (laptop or phone). Make sure the second device does not connect to audio to prevent a feedback loop. The Host can then freely add or remove participants (including the classroom) from the waiting room. 

Don’t use Authenticatication to join: The Distance Learning classroom system has no way to properly authenticate to Zoom and will not connect to the meeting.

Use Host Video and Participants Video: This makes it so that participants over Zoom and participants in the classroom will be able to see each other and be displayed on the television screens in the classroom.

Use Join Before Host: This allows our classroom system and Zoom to join with each other without needing you to log into Zoom. Our system will automatically connect both systems 5 minutes before your class begins, so that students may ask questions or take care of other business before class officially begins.

Don’t use Mute Participants upon Entry: This makes it so that classroom connected with zoom is muted and zoom participants and the recording will have no audio.

Don’t use your Personal Meeting ID: Your Personal Meeting ID is a special Zoom meeting that is always open. Using this for multiple purposes can heighten the risk of Zoom bombings. Always allow zoom to generate a meeting id for each scheduled event.

Use Automatic Cloud Recording: This will record your class sessions automatically for you. The Distance Learning classrooms do not have the permission needed to manually start recording.

Use the Zoom Activity in Moodle: Using the Zoom activity in Moodle will ensure that the recordings are automatically added to the course. Without it users will have to manually copy the link of the individual recordings from Zoom.us to the Moodle.

Details

Article ID: 131283
Created
Tue 4/6/21 12:08 PM
Modified
Wed 10/13/21 11:59 AM

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