Brightspace Knowledge Base - Instructor Zoom

Zoom

Zoom is the primary video conferencing software for NICC. All instructors will be given licensed accounts to hold virtual classes for all hybrid and online courses. Below is information on how to set up and schedule your Zoom sessions in your Brightspace course.

Setting Up Your Zoom Account

All NICC instructors should have a licensed account linked with their NICC Login account. In order to access your account, you will need to do the following:

Go to nicc.zoom.us
Select Sign In
Enter your NICC Login information
Click Sign In

From there, you should be directed to your NICC Zoom account. Feel free to edit your profile information. You will also need access to this site so you can set up different Zoom meeting settings. Please see the Helpdesk Systems Information site for more info.

Note: If you experience any issues with Zoom, please contact the Helpdesk at x555, helpdesk@nicc.edu, through their live chat, or in person.

Scheduling Zoom Virtual Class Meetings in Brightspace

The Zoom integration with Brightspace allows all courses to have the ability to schedule Zoom meetings directly within the course shell. In order to schedule your Zoom meetings you will need to do the following:

In your course, select More Tools from the blue nav bar at the top
Select "Zoom" from the dropdown list
Click "Schedule a New Meeting"
Leave the Topic section as that will autofill the course name
- Optional: Enter a description
Enter the initial start date and time for the meeting in the "When" section
Enter the duration of the meeting
If the meeting is going to be recurring, select the checkbox next to "Recurring Meeting"
- For recurring meetings, select the recurrence dropdown
  - Daily: Repeats the meeting every selected number of days until you reach an end date or set number of occurrences
  - Weekly (Recommended): Repeats specified days of the week every week until you reach an end date or set number of occurrences
  - Monthly: Repeats one specified day of the month every month until you reach an end date or set number of occurrences
  - No Fixed Time: The meeting will stay open indefinitely without starting or stopping times
- Note: Recurring meetings can only have 50 sessions at a time. If you have more than 50 sessions for your course, you will need to use the No Fixed Time option after scheduling the meeting (See the FAQ below).
Leave Registration, Video, and Audio sections as is
Select your Security settings for the meeting as needed
Enable "Record the Meeting Automatically" and select "In The Cloud".
If you need someone else to host the meeting, such as another instructor co-teaching the course, enter their email in the Alternative Host section
Click Save when done

Once the meeting is saved, the meeting dates and times will automatically be added to the course's Course Calendar for learners to see. Learners will also be able to go to "More Tools" and then "Zoom to find the current and upcoming Zoom Meetings. All meetings scheduled through the Brightspace Zoom integration should be using a Generated Meeting ID. DO NOT use your Personal Meeting ID. Please see the Helpdesk's Systems Information site for more information on possible Zoom security risks.

Managing Recorded Class Meetings in Brightspace

The Zoom integration allows you and your learners to view class meeting recordings directly through Brightspace.

Accessing Class Meeting Recordings

In your course, go to More Tools and then Zoom
Select the "Cloud Recordings" tab
Click the checkbox next to "Show my course recordings only"

From there, you should see all of the Zoom Cloud recordings tied to your course

Making Recordings Hidden or Visible to Learners

In your course, go to More Tools and then Zoom
Select the "Cloud Recordings" tab
Under the "Publish" column, find the recording you wish to show or hide from your learners
1. Click the slider so it is blue and to the right to make the recording published and visible to your learners
2. Click the slider so it is gray and the the left to make the recording unpublished and hidden from your learners

Downloading a Recording

In your course, go to More Tools and then Zoom
Select the "Cloud Recordings" tab
Click on the recording you wish to download
Under the Recording tile, click "Download"

Note: You may also download just the audio file by clicking "Download" under the Audio Only tile.

Sharing a Recording With Specific Learners

In your course, go to More Tools and then Zoom
Select the "Cloud Recordings" tab
Click on the recording you wish to share
Under the Recording tile, select "Share"
Click "Copy" to copy the recording link information

From there, you can paste the information in an email and send it to the learner(s) so they can view the recording. Please note that you can keep the video unpublished so that only the learner(s) with the link can access the video.

Viewing a Recording's Analytics

In your course, go to More Tools and then Zoom
Select the "Cloud Recordings" tab
Click on the recording that you would like to see analytics for
Under the recording tiles, expand the "Recording Analytics" section

From there, you can review the overall analytics for the recording.

Scheduling Virtual Office Hours

Scheduling time to meet with learners in person is not always easy with schedules, work, and life going on. However, you can always use Zoom to make it easier. You can use the following steps to set up virtual office hours where learners can register to meet with you:

Go to your course in Brightspace
Select More Tools then Zoom
Click the Appointments tab at the top
Select Create Schedule
Select the Days that you wish to have your office hours on
Enter the Start and End times for your office hours (ex: 3:30 PM - 5:00 PM)
1. Click on the '+' icon next to the End Time if you wish to have multiple office hours during that day (ex: Monday's office hours are 8 - 9 AM, 11 AM - 12 PM, and 3 - 5 PM)
2. You can also simplify the process by enabling the 'Follow the same schedule each day' setting so that you only enter your Start and End Times for each selected day once. Use this option if all of your Office Hours will be at the same time(s) for each selected day.
Select the checkbox next to 'End repeat on' and select when you would like the office hours schedule to end
1. Use this option if your schedule is not set between semesters.
Set your Duration, event name, and description
Click Create when done

From there, you will have an appointment schedule that learners can use to sign up for Office Hours. Alternatively, you can also set up a recurring meeting, or you can use other tools such as Calendly or the Appointment Schedule feature in Google Calendar.

Starting a Zoom Meeting with Zoom Rooms

Some courses may require you to have learners join from Zoom Rooms between campuses. Here are a few steps to help you start and run a Zoom Meeting with one or more Zoom Rooms:

Starting the Meeting from a Laptop in the Room or Remote

Make sure you are signed in to the Zoom Desktop client on your device
1. Note that you must use the SSO option to sign in as it uses the NICC Login
Start the meeting by going to your course and clicking on More Tools, Zoom, then Start
In the meeting, select Participants from the Meeting Controls at the bottom of Zoom
Select Invite, then search for the Zoom Room(s) you wish to add to the meeting
Click the Invite button to invite the selected Zoom Room(s)

From there, the students should be able to participate in the meeting from the Zoom Room(s). Students that are joining remotely can join your meeting by going to the course, selecting More Tools, clicking on Zoom, then selecting the Join button next to the meeting.

Starting the Meeting from a Zoom Room

In the Zoom Room, ensure the room equipment is ON by clicking it on via the control panels in the room.
1. The control panel location may be different in each room.
Make sure you are signed in to the Zoom Desktop client on your device
1. Note that you must use the SSO option and type “nicc” to sign in as it uses the NICC Login
Start the meeting by going to your course and clicking on More Tools, Zoom, then Start
In the meeting, do NOT connect your laptop audio.
1. If you connect your laptop audio, it will cause feedback with the audio in the Zoom Room as both microphones and speakers will be picking up the same sounds.
In the meeting, select Participants from the Meeting Controls at the bottom of Zoom
Select Invite, then search for the Zoom Room(s) you wish to add to the meeting, including the room you are in.
Click the Invite button to invite the selected Zoom Room(s).
The Zoom Room(s) will automatically join the meeting.

From there, you should be able to host your meeting. If the rooms sound quiet, try adjusting the volume slider on the iPad.

If you are unable to find your Meeting ID, try using the 'Starting the Meeting from a Laptop' instructions above to start your meeting. Remember to invite your current Zoom Room along with the other Zoom Room(s) that students are joining from.

Please note that all Zoom Rooms should have documentation on how to use the room technology. If you or your learners have any technical difficulties with the Zoom Room or Zoom in general, you will need to reach out to the Helpdesk at 844-642-2338 x555, helpdesk@nicc.edu, or live chat on mycampus.nicc.edu.

Turning on Closed Captioning

Turning on your closed captioning allows you and your learners to view real-time captions of live meetings. This feature is useful for participants with disabilities, or even for those who are viewing a meeting in a loud place or might be having audio issues with their devices. It's a great idea to turn on your captioning now so your participants have the option to view captions any time they need them!

To enable Zoom's live Closed captioning for your own use:

Sign in to the Zoom web portal.
In the navigation menu, click Settings.
Click the Meeting tab.
Under In Meeting (Advanced), click the Closed captioning toggle to enable or disable it.
If a verification dialog displays, click Enable or Disable to verify the change.
Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.
(Optional) Select the check boxes to enable additional features:
- Allow use of caption API Token to integrate with 3rd-party Closed Captioning services
- Enable live transcription service to transcribe meeting automatically
- Allow viewing of full transcript in the in-meeting side panel: If disabled, participants can't view the full transcript in the side panel. They can only view captions in the video window of the meeting or webinar. Participants also won't be able to save captions.
  Note: This feature requires Zoom version 5.7.0 or higher.

Learn more about Zoom's accessibility features.

Zoom FAQs

What should I do if I am having issues with my Zoom Meeting?

If you are experiencing issues with your Zoom session, you will need to contact the Helpdesk. The Helpdesk can be reached at x555, through live chat on MyCampus or the NICC Login page, or you can send them an email at helpdesk@nicc.edu.

Why do I not have the option to record to the cloud?

You need a licensed account in order to record a Zoom Meeting to the Zoom Cloud and host a meeting for longer than 40 minutes. You will need to contact the Helpdesk so they can upgrade your account. Helpdesk can be reached at helpdesk@nicc.edu or x555.

Why do I not see any of the Host options when I am in my meeting?

It is possible that you were not logged in to your Zoom account before joining the meeting, so you joined the meeting as a guest. You will need to leave the meeting, sign into your NICC Zoom account, then rejoin the meeting.

How do I edit an existing Meeting?

You will need to do the following to edit an existing Zoom Meeting:

In your course, select More Tools then Zoom
Select the title (blue text) of the meeting you wish to edit
Scroll to the bottom of the meeting info and click Edit this Meeting
Make your changes and click Save when done

What Security and Meeting Options should I use?

The Department of Instructional Innovation and Design recommends that all instructors use the Record Meeting Automatically to the Cloud option so that all virtual class sessions are saved to the course's Panopto folder. Helpdesk recommends that instructors use the Waiting Room and Passcode options to secure their meetings from unwanted guests. Another optional feature is to disable Join before Host if you are automatically recording as this will keep you from having short recordings of learners joining before the class starts.

What should I do if I have more than 50 sessions for my recurring meeting?

If you are going to have more than 50 sessions, it is recommended to do the following:

Schedule your meeting as you normally would
As you get closer to the 50th session, edit the meeting
Edit all sessions if prompted
Select the Recurrence dropdown and select No Fixed Time
Click Save when done

This will keep the scheduled Zoom sessions on the Course Calendar, but allow the meeting to persist beyond the 50th session. Please note that once the meeting is set to No Fixed Time, you will not see further scheduled meetings. This setting simply allows you to continue to use the same Meeting ID. You will want to make sure that your learners know that they will still need to join at the designated days and times as previously scheduled.

Why are Zoom links from previous Semesters in my course calendar?

During a course copy, it is possible to copy in calendar events from the last time you taught the course. Due to this, you may have Zoom links from a previous Semester in your course calendar. As an example, if you taught in the Fall and used Zoom and then copied over all of the calendar events to your Spring course and then adjusted the dates using 'Manage Dates', the Fall's Zoom links will be in your Spring calendar.

To remedy this, you have three options:

When copying your course, choose 'Select Components' instead of copying all of your course over with 'Copy All Components'. Then exclude the calendar entries for Zoom.
When using 'Manage Dates', do not adjust the dates for your Zoom links in the Calendar.
Simply Delete the Events from the Calendar.

To delete the events from the calendar:

Go to 'More Tools' and select 'Calendar'.
Click on the checkboxes next to any Zoom event that has a reference to a previous semester.
Click on the 'More actions' button at the top of the calendar events list.
Select 'Delete'.

Am I required to record my class sessions?

Yes. Per direction from the Teaching and Learning Team, faculty are required to record all face to face theory courses (delivered face to face in the classroom or face to face via Zoom in an online synchronous or video class format).

How do I see who attended my Zoom session?

Go to nicc.zoom.us
Sign in with your NICC Login information
Select Analytics & Reports from the menu on the left
Click on the Usage Reports tab
Select Usage
Adjust the dates as needed
Click on the link under the Participants column
- Note: This link should be the number of participants that were in your meeting. Some users may join using a Guest account, so names are inputted by the user and may not match what you have in the Classlist.

What should I do if I only want to see one video recording?

Go to nicc.zoom.us
Sign in with your NICC Login information
Select "Settings"
Click on the "Recording" tab at the top of Settings
Scroll down to the "Cloud Recording" section
Deselect the checkbox next to either "Record active speaker with shared screen" or "Record gallery view with shared screen" depending on which view you would like you and your learners to see
Deselect "Record active speaker, gallery view and shared screen separately"

From there, your future recordings should only have one video recording and one audio recording. If you have any questions about these settings, please reach out to the NICC Helpdesk at helpdesk@nicc.edu.

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