Best practices by scenario

Scenario 1: A teacher in grades 3-12 has an established Google Classroom, and wants to Meet regularly with those students:

Link in Google Classroom

THIS ONLY WILL WORK FOR GCSD STUDENTS AND STAFF. See Step 6 for details on how to allow outside participants.

1. Go to Google Classroom and then the class that needs the link

2. Go to the gear at the top right of the Google Classroom

3. Scroll down until you see Meet

4. Select Generate Link

5. Make sure Visible to students is on (this will allow the link to show for the students in the Google Classroom banner or at the top of Classwork)

6. To allow a user outside of GCSD to join, once the Meet has started, go to the People icon in the upper right, and "add people." Enter the outside participant's email address, which will generate an email invitation with a link for that user to use to join the Meet. You can only do this once the Meet has started, and that link will only work until this instance of the Meet has ended.

*If you would like to put that link in an assignment, or send out to student via IC Messenger, make sure the pasted link looks similar to: https://meet.google.com/lookup/aaaaaaaaaa. The word LOOKUP is important as this is what lets you know that the link will expire 60 seconds after everyone leaves, including you.

Scenario 2: A teacher in Grades K-2 wants to Meet regularly with any group of students or any teacher, K-12, wants to Meet regularly with a group of students not connected via Google Classroom:

Nickname

THIS ONLY WILL WORK FOR STUDENTS AND STAFF. See Step 4 for details on how to allow outside participants.

There are two ways that you can do this:

Option 1: Nickname at time of Meet

1. The staff member goes to the Google Meet and selects "Join or start a meeting" just before you want students to get in

2. The staff member enters a nickname that is easy to remember but unique enough that another teacher would use it (if it's too easy, ex. "Group 1" there is a chance another teacher can use that at the same time and you would all end up in the same place)

3. The students can then go to the Meet homepage and enter that same name that you asked them to.

4. To allow a user outside of GCSD to join, once the Meet has started, go to the People icon in the upper right, and "add people." Enter the outside participant's email address, which will generate an email invitation with a link for that user to use to join the Meet. You can only do this once the Meet has started, and that link will only work until this instance of the Meet has ended.

Option 2: Link for a Nicknamed Meet to send out in advance

1. Create a link to send out by simply typing: https://meet.google.com/lookup/[enter a unique nickname]. Remove the brackets and enter your nickname with no spaces or special characters

2. Send that link out to students

3. Staff member clicks on that link just before you want to students to enter

4. To allow a user outside of GCSD to join, once the Meet has started, go to the People icon in the upper right, and "add people." Enter the outside participant's email address, which will generate an email invitation with a link for that user to use to join the Meet. You can only do this once the Meet has started, and that link will only work until this instance of the Meet has ended.

The word LOOKUP is important as this is what lets you know that the link will expire 60 seconds after everyone leaves, including you.

Scenario 3: A GCSD staff member wants to Meet with someone outside of GCSD, such as a parent. The following methods should be used if you want to create a Meet Link for guardians or someone outside of the district as the methods above will not work. DO NOT USE these methods with students as this will allow them to enter a Google Meet without staff supervision

Schedule a video meeting from Google Calendar:

It's easy to schedule a Meet video meeting in Google Calendar—just create an event and add your guests to it. A video meeting link and dial-in number is added to a Calendar event either by clicking Add conferencing.

Note: Guests can forward the meeting link to other people. If someone tries to join who was not invited to the Calendar event, a meeting participant from your organization must accept their request.

Steps are as follows:

1. In Calendar, create an event.

2. Click Add guests and enter the names or email of the people you want to invite.

3. Click Save.

4. Click Send to notify guests.

*the link this creates will look like: https://meet.google.com/aaa-aaaa-aaa

or

Start a video meeting from Meet

1. Go to Google Meet.

2. Click Join or Start a meeting.

3. Optional: Create a nickname for your meeting and enter the nickname. Click Continue.

4. Click Join now.

5. To add someone to a meeting, choose an option:

   • Click Copy joining info and paste the meeting details into an email or another app.

   • Click Add people and choose an option:

     • Under the Invite section, select a name, or enter an email address and click Send invite.

     • Under the Call section, enter a phone number and press Call .