Zoom (teleconferencing)

Zoom

Zoom is UCLA's video and audio conferencing solution. Zoom offers many features including voice and video conferencing, screen sharing, co-annotation, and provides the ability for instructors who host to record and configure breakout sessions. Your Zoom account will let you host up to 300 participants.

Important Access Note: Before you can add a Zoom meeting to a CCLE site, you will need to activate your Zoom account by logging in via UCLA’s SSO.  You can now access the Zoom activity within CCLE. 

If you have never logged into Zoom before, choose the “Login with SSO” option when prompted. When asked for the SSO site URL, enter https://ucla.zoom.us and login with your UCLA SHIB account.  Note that Zoom requires a software download, an option that is provided when you first attempt to create or join a meeting.

You may also download it here (https://zoom.us/download#client_4meeting)

Adjusting Key Settings

There are a number of settings available in Zoom that may or may not be desire-able for your needs. Once you’ve logged into Zoom, go to https://ucla.zoom.us/profile/setting to adjust. Some of these include:

  • Chat: By default, participants are not allowed to save the chat text. This can be enabled if desired.

  • Co-Host: By default, the Co-Host is enabled.This can be disabled if desired.

  • Screen Sharing: By default, only the Host can screen share. If you would like to enable this for your class, you may do so. Note there is another permission that appears if you enable this – Who can start sharing when someone else is sharing?. There are two options to chose from, Host Only or All Participants.

  • Waiting Room: By default, waiting rooms are turned on. This can be disabled if desired.

Adding a Meeting to a CCLE page

To add a Zoom meeting to a CCLE page, follow the same steps as adding any other activity.  Turn editing on, click on “Add an Activity or Resource”, and select “Zoom meeting”. From the settings screen you can:

  • Set the date, time, and duration of the meeting

  • Enable the meeting to recur on multiple occasions (useful for weekly office hours)

  • Enable a password to access the meeting (strongly recommended)

  • Enable/Disable Host and Participant video

  • Enable audio options and other features

  • Enable grading options if desired

Click “Save and return to course” to save the meeting to your CCLE page

Hosting your Meeting

To Launch your meeting, simply click on the meeting you created, then click “Start Meeting” (if you enabled participants to be able to join before host, you may need to click on “Join meeting”, as the meeting may have already begun). A new window will popup, prompting you to start the Zoom software, or to download it, if you have not already done so.  Click the “Launch Application” button to begin the session. Note: the “basic” Zoom license has a 40 minute limit for meetings with more than two participants (can host up to 300). There is no limit for one-on-more meetings.

In-meeting Functions

Once you launch your meeting, a new meeting window will pop up. The main meeting window displays 1.) the current video feed of whoever is speaking, or 2.) the computer screen of the active participant, if Screen Share is enabled. Options along the bottom toolbar allow you to:

  • Mute: mute your own or (if you are the host) participants’ audio feed

  • Start Video: enable/disable your video output

  • Security:

    • Lock Meeting: prevents other participants from joining the meeting

    • Enable Waiting Room: places participants trying to join the meeting in a holding space for host/co-hosts to approve/reject

    • Allow Participants to:

      • Share Screen: see “Share Screen” below

      • Chat: see “Chat” below

      • Rename Themselves: participants can change how their names appear in the meeting

    • Remove Participant: provides list of participants to remove from the meeting (note that co-hosts cannot be removed)

  • Manage Participants: opens a pop-up window listing all participants. From here, you can mute participants, disable video, prevent other participants from sharing their screens, and lock the meeting so no new participants can enter.

  • Share Screen: allows you to either share your full desktop, or only specific windows

    • Shared Screen Features: Once you have shared your screen you can annotate the screen using the “Mouse”, “Draw”, “Spotlight”, and “Clear” functions.

    • The host can choose to disable participant annotations if desired (this option can be found under the “More” drop down box)

    • You can also share any iPhone/iPad using iOS mirroring

  • Chat: allows you to text chat with either specific participants or with the entire group in a separate window

  • Record: enables/disables the ability to record the meeting (can be disabled in your account).

    • Zoom recordings can be saved to your computer or to the cloud. Recordings can be uploaded to CCLE sites regardless of where the recording is stored (your computer or the cloud), though the cloud option offers a simpler workflow. See this page for instructions on embedding your Zoom cloud recordings to CCLE.

  • Share: share any content, including video clips with audio

  • Breakout Rooms: activate video breakout rooms for small groups (useful for assigning collaborative exercises to students)

  • Reactions: allows participants to “clap” or “give a thumbs up” via emoji, which appears in their designated window

Zoom as an Instructional Tool

Instructional purposes. Some of these include:

  • Weekly recurring virtual office hours

  • Lecture recording

  • Project collaboration

  • Recording review sessions

  • Recording live oral exams/quizzes for language courses

  • Group editing/peer review of documents using screen share

Virtual Backgrounds

Zoom has the ability to put you into a virtual background which can make your meeting more interesting, provide some cultural or content related to your subject, or to hide your real background. This option must first be enabled within Zoom settings and then can be found under the menu that appears when you click on the arrow to the right of the “Start video” button.

We’ve even put together some ones you can use based on UCLA and Los Angeles!

How to Hold Online Virtual Office Hours

Zoom is an easy way to hold weekly office hours online. This can be done simply by enabling the meeting to recur on multiple occasions. First, you have to add a Zoom Meeting on your CCLE page (see above). From the setting screen for Zoom, you must check off the “Recurring” option, which will allow you hold your weekly meeting on the specific day and time that you want.

If you wish to ensure that office hours are held one-on-one between you and a student, Waiting Rooms are enabled on your Zoom account by default. If you have turned it off, you can re-enable it by going to https://ucla.zoom.us and logging in as usual. Launch Zoom to start the application. In the upper corner of your Zoom screen you will see a small black gear icon labeled Settings. Click on the Settings icon and at the bottom of the page titled General is a blue link that says Enable Advanced Features. 

Click on the Enable Advanced Features link  and then scroll down until you see the option Waiting Room. Switch it to be on if need be, it should change from gray to blue. Now when students join your recurring office hours, they will enter a waiting room and will wait there until you approve them to enter the meeting. 


Zoom Outside of CCLE

You can also use Zoom outside of CCLE.  Simply go to https://ucla.zoom.us, login as usual, and start your Zoom application.  A window will prompt you to start a meeting, schedule a meeting for a future date, or join a meeting already in progress. You can invite participants from within the application, either by email, by IM, or by sending them your Zoom Meeting ID number, which they can input into their own Zoom application and join on their end.

  • Zoom accounts are free and automatically set for instructors if they log into https://ucla.zoom.us/ with their BOL UCLA login.

Further Documentation on Zoom