Using Zoom on Bruin Learn
Zoom is UCLA's video and audio conferencing solution. Zoom offers many features including voice and video conferencing, screen sharing, co-annotation, and the ability for instructors who host to record and configure breakout sessions. Your Zoom account will let you host up to 300 participants.
Zoom accounts are free and set up automatically for instructors when they log into http://ucla.zoom.us/signin with their BOL UCLA login.
Important Access Note: Before you can add a Zoom meeting to a Bruin Learn site, you will need to activate your Zoom account by logging in via UCLA’s SSO. 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. The email you use for Zoom must match the email you use for Bruin Learn if you wish you to use the Zoom plug-in.
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 can be adjusted according to your needs. Once you’ve logged into Zoom, go to https://ucla.zoom.us/profile/setting. Some of these include:
Chat: By default, participants are not allowed to save the chat text. This can be enabled.
Co-Host: By default, the Co-Host is enabled.This can be disabled.
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.
Adding a Meeting to a Bruin Learn page
To add a Zoom meeting to a Bruin Learn page, click on “Zoom” on your course site’s left hand navigation panel. From the settings screen you can:
From within the Zoom interface, click on "Schedule a New Meeting" and enter the meeting details, date, time, and duration of your class session.
Select your Zoom meeting settings, which include:
Enable join before host.
Mute participants upon entry.
If you will be recording your class meeting, we recommend that you set the recording to be stored in the cloud.
When finished, scroll to the bottom of the Zoom interface and click "Save".
Your meeting should show up in the Bruin Learn course calendar.
Hosting your Meeting on BruinLearn
This text will describe the process of setting up Zoom class meetings in Bruin Learn:
In your Bruin Learn course site, click ‘Zoom’ in the left navigation menu.
For the integration to function, your Zoom email and your Bruin Learn email must match.
On the right-hand side of the page, select Schedule a New Meeting.
Change the title (here called the Topic) of your Zoom Topic to something like this - {Course CRN + Zoom Class Meeting}. When students view their Bruin Learn calendar, they can quickly identify that they have a Zoom session for the course with this short title.
Next, select the date and time of the first class. Select Recurring meeting if you are meeting with your class over Zoom every week; this will also let you set up course meetings multiple times a week. It is good to set up recurring meetings for your course on a specific time and date, as these meetings will then show up in both your calendar, as the instructor, as well as in your students’ calendars on Bruin Learn.
Security
For the Security options, select the Waiting Room option. The Waiting Room provides you with what is essentially a secure door to your Zoom meeting. People will not be able to enter your Zoom meeting until you start the meeting and admit students from the Waiting Room. The Waiting Room provides you with the most basic level of security to your Zoom meeting. You can manage the Waiting Room using the Zoom Participants button/panel.
You can choose to set a Passcode to your meeting if you want an additional security barrier to your Zoom meeting.
The Only authenticated users can join meetings option is not recommended to use at this time. If you choose to select this option (when it becomes fully available), students will have to sign in to their UCLA account before they can join the Zoom meeting. This option is the most secure option. However, if you have a special guest presenter who you would like to join the meeting, your guest would not be able to join the meeting with this option selected, unless they had a UCLA logon.
Video and Audio settings
For the Video options, you can choose to select off. You and your students will start the Zoom meeting with your camera feed off. You and your students can still turn on your cameras during the Zoom meeting.
For the Audio setting, make sure to select Telephone and Computer audio. With this option selected, students can use their phone to communicate in the Zoom meeting if their computer microphone and speakers aren’t working for them.
For meeting options, selecting Mute participants upon entry will ensure that when people enter the Zoom meeting, there is not an excessive amount of noise from participants. Students and the Host can unmute themselves once in the meeting, similarly to turning their camera on and off for Video.
If you would like your students to be able to join the meeting before you officially start it, feel free to select Enable join before host. Otherwise, leave this option unchecked.
Currently, it is not recommended to select Breakout Room pre-assign or Use Personal Meeting ID.
Alternative Hosts
An Alternative host is someone you would like to add to the meeting who can start the Zoom meeting for the class. You can add your TA or co-instructor as an Alternative host
Make sure to save your Zoom settings.
When it’s time to join your Zoom class session, simply sign into your Bruin Learn course site, select Zoom in the left navigation menu, and start the Zoom meeting.
Posting a Zoom link in Bruin Learn
If you have a Zoom link for a meeting that you have created, you can post a hyperlink to your meeting in Bruin Learn. In the part of your Bruin Learn site where you want the hyperlink to appear, e.g. the home page, click the “Edit” button in the top-right of the screen. In the edit screen, move your cursor to where you want the link to appear on the page. Then click the “Links” icon, which is circled below.
You will then be able to type the text of the hyperlink and also paste the Zoom link, as shown below.
Clicking the blue “Done” button will then create a clickable link, as shown below.
Remember to click “Save” at the bottom of the screen.
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 (this can be set in your account).
Zoom recordings can be saved to your computer or to the cloud. Recordings can be uploaded to Bruin Learn sites regardless of where the recording is stored (your computer or the cloud), though the cloud option offers a simpler workflow. See below for instructions on how to upload recordings to your course site.
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 a few based on UCLA and Los Angeles that you are free to use.
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 Bruin Learn page (see above). On the set up page for Zoom, you must check off the “Recurring” option.
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, then scroll down until you see the option Waiting Room. Switch it to on if need be; it should change from gray to blue.
Choose from other options by clicking “Edit options.”
Zoom Outside of Bruin Learn
You can also use Zoom outside of Bruin Learn. 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.
Uploading Zoom recordings to Bruin Learn page
Zoom sessions can be set to be recorded automatically when you are scheduling the meeting, or you can manually start the recording while in the session. To have your meeting be recorded and be sent to your Media Library automatically, select “Record the meeting automatically” in your meeting settings, and ensure “in the cloud” is selected. Also, be sure to disable “join before host” to prevent recording students who join the meeting before the host arrives.
To manually begin your session recording, select “record” once in your session and then select “record to the cloud”.
Once your recording has finished, it will be processed in Zoom’s cloud. Once it has finished processing on Zoom’s cloud it will be imported in to your Media Library in your Canvas course. Because the length of this process is determined by the duration of your recording and the processing time for both Zoom and Kaltura, there may be a delay of up to a few hours between your recording ending and it being available in your Media Library.
Once it has been imported you will see your session in your Media Library section of your Canvas course. The recording name will be the name given to your Zoom session when it was scheduled and some additional details about the meeting recording will be given in the video description.