Technology

All About Zoom

BOLLI Policy - All Remote Classes Must Use the Brandeis Zoom Platform

In accordance with Brandeis rules/regulations/code of conduct, all BOLLI SGLs (members and external teachers) delivering remote courses are required to obtain and use BOLLI Zoom accounts. This is required to:

Facilitate help from BOLLI staff and Brandeis IT staff.
Provide a secure, stable environment.
Ensure that classes can be recorded to the cloud and recordings made available to class participants (non-BOLLI accounts don’t always have enough storage space to do this, and videos recorded on personal Zoom accounts and stored on the SGLs personal drives are more difficult to share as they may require Dropbox or other means that are not familiar to our members).

The Brandeis Zoom Workplace platform is regularly updated to maintain security and provide the latest features, as well as adequate Cloud storage for maintaining class recordings. For assistance in setting up your BOLLI Zoom account, please contact Robin Hershkowitz (rherskowitz@brandeis.edu).

Changing Your Brandeis Zoom Password

If your Brandeis Zoom password has expired, or you get a notice that it is time to change it, you may want to consult these instructions - https://www.brandeis.edu/its/services/accounts-access/change-your-password.html. Note that BOLLI staff have no ability to change or assist with changing your password. If you need assistance, you must consult Brandeis IT Services, as noted in these instructions.

Best Practices for SGLs Setting Up a Zoom Meeting

Master SGSC Best Practices for Setting up BOLLI Zoom Meeting

Illustrated Instructions to Log In to Brandeis Zoom as Host

Logging in to Brandeis Zoom.pdf

Pre-Session Zoom Checklist

In order to minimize the chance of technical troubles, here is a suggested checklist to prepare your computer for each class session.

Master SGL Pre-session Zoom Checklist (Kate).docx

Sharing Your Screen

Master of Sharing Screen Video.docx

For more help on screen sharing, check out the Zoom Workplace Support Site.

Sharing Your Presentations on Zoom

Master More Zoom Options

Advantages of Sharing Only Portion of Screen on Zoom

Master Advantages of Sharing Portion of Screen in Zoom

Trimming and Sharing Zoom Class Recordings

Master Sharing ZOOM Class Recordings .docx

For more help in managing recordings, check out the Zoom Workplace Support Site.

Zoom Polls

Master How to Use Polls in Your Zoom Study Group.docx

For more help with creating and using polls, check out the Zoom Workplace Support site.

Zoom Breakout Rooms

Master Zoom Breakout Room Documentation

For more help with breakout rooms, check out the Zoom Workplace Support site.

Co-host Duties

SGLs teaching Zoom classes often find a co-host helpful to assist with some of the Zoom functions. SGLs who would like a co-host are encouraged to ask for a volunteer from the class participants. The welcome letter is a great place to ask. Your SGSC liaison can help if you are having difficulty finding someone.

Note: the SGL and co-host should talk before the term begins to agree on what the co-host will provide. Before the class begins, the SGL must designate the co-host in Zoom.

Here are some of the ways a co-host can help.

Mute participants, as needed.
Lower raised hands, as necessary. In most cases this is done automatically after the participant unmutes to speak.
Rename participants or be able to explain to them how to do it themselves. Here is how a co-host can do this: Click on the “Participants” button at the bottom of the Zoom window to open the Participants panel. Find the participant whose name you want to change and hover your mouse over their name. Click on “More” (three dots) next to the participant’s name. From the menu that appears, select “Rename.” A dialog box will open allowing you to edit the participant’s name. Enter the desired name and click “OK.”
Use Chat to communicate with the SGL or participants, as needed.
Notice those who want to speak and inform SGL, as needed.
Assist the SGL with sharing screen, if necessary.
Start and stop the recording at the beginning and end of the class, if needed. The SGL may opt to set the the Zoom meeting so recording starts up automatically.
Remind the SGL to enable live transcription, if desired
If a difficult problem arises during the class, you may need to call the office for assistance at 781-736-2992 or ‭781 736-2175‬.

Google Sites

Creating a Google Site for your Course

Design your course. Identify the text and/or readings and any other supplemental material. Finalize a course structure. You probably completed this step when you prepared your proposal.
Create a course syllabus.
Would a class website add value to your study group? Not every course needs one.
New Google Sites is the website creation tool used by many BOLLI study group leaders. (Some SGLs have used other platforms.) To create a Google Site, you must have a Google account. (Note that class members need not have an account in order to view the site.)
Select a framework for your site. Many SGLs utilize a Home page, followed by individual pages for each class session (5 or 10), and a Bibliography or Resources page. This is just one option. Your site should be set up to support your own course objectives.
Construct the site framework. Many SGLs choose to use a template, a skeletal structure that allows you to move quickly into adding content and enhancing the overall look of your site. The template, of necessity, will be generic - not much more than a blank slate - but it will get you going and then can be extensively tailored to reflect your style and meet your individual needs. At this point, you may choose a template from the Google sites template gallery at at the top of sites.google.com (start a new site) or request a BOLLI branded template from the contacts listed below. If you opt for a BOLLI site, an initial skeleton will be constructed for you and detailed instructions will be included on how to proceed. If you opt for another template, you may still be interested in these step-by-step instructions.
Add content and any design elements selected to enhance the site's overall appearance.
Once you have reviewed, proofread, and are feeling comfortable with the site you have created, you will want to share it with someone (your SGSC liaison, perhaps) and ask him/her to open each document, test the links, and take a good look. This objective once-over can identify any last-minute fixes before sharing with your class.
Adjust as needed and then publish and share the site. The Welcome Letter is a good place to share your site's URL with the class.
Since you have made the Google Site an essential component of your overall course delivery, a few minutes of the first session should be devoted to a walk through with the class. Make sure they are aware of what's on the site and how to use it.
Keep in mind that a Google Site is always a work in progress. Supplemental material may be added at any time. Some SGLs choose to provide discussion prompts and/or reading suggestions on each weekly page. This can be added each week throughout the term if you like. Just remember to re-publish after making a change.

For more information or assistance with Google Sites, contact Jan Hilley (jan.hilley@gmail.com) or Ollie Curme (ocurme@gmail.com). They can provide the BOLLI site template and instructions to get you started.

Using a Template from Google Sites

First make your own copy of the Google template: Go to https://sites.google.com/new and view the templates along the top of the page. Select a template and make a copy by clicking on the three dots to the left of the bold blue "Publish" box in the top right. Select "Duplicate Site" and enter your choice of name. This copy will now be on your own Google drive.
Begin tailoring your site by replacing generic titles -- the one in the top left hand corner and the course title on the Home page.
Consider your structure. Do you want to use the "one page per week" format? If so, leave the page titles in the navigation bar as is (although you may refer to "class," "session," or insert actual dates). If not, change the structure to better align with your needs. As you continue to build the site, you will add pages, delete pages, rearrange pages, or create subpages as you go.
Consider the theme. It will establish a color palette and font styles for your site. Explore available themes and select the one you like best. You may easily change it later.
You are now at the same point in the process as those who did not begin with a BOLLI template. The focus becomes one of adding the content and design elements that will best fulfill the requirements of your course. Again, you may find these step-by-step instructions helpful to guide you through adding your content and publishing your site.