Schedule a Google Meet Session

"Google Meet" is a video conferencing platform available to faculty and students through the Prairie State Google email account. Live video conferences, either with the whole class, small groups of students, or individual students, can be an important component of online learning. Video conferences allow instructors to:

Deliver a live class lecture.
Moderate a live discussion session between students.
Engage in a live Question-and-Answer session about course content and assignments.
Hold remote office hours.
Provide individual or group tutoring sessions.
Attend live student presentations for group projects and oral presentations.

Virtual sessions can also be recorded and viewed by students later. Many instructors even use video conferencing platforms to record their lectures outside of the scheduled class time. Recorded sessions can help students review course content and group discussions as they take notes and study for exams.

Schedule a Google Meet Session

To schedule a video conference through Google Meet, begin in the Google Calendar.

Login to the PSC Google Email, click on the Google Apps button next to your name, and select the Calendar icon. (See image on the left.)

Or, go directly to the Google Calendar by typing “Calendar.Google.com” in the web address, and sign in with your PSC login information.

On the Google Calendar, go to the day and time of the virtual session, and click on a space on the calendar. For example, Monday, the 14^th at 8-9am.

Schedule the Virtual Meeting

In the pop-up window that appears, “Add a Title” for the virtual session and confirm or adjust the Date and Time of the session. You can also add additional information and attach documents in the “Description and Attachments” link at the bottom.

Click the blue box to “Add Google Meet Video Conferencing” to generate a link for the Google Meet session.

Copy Link

Once the link for the Google Meet session is generated, you will need to copy it and share it with your students. Instructors usually email the link to students using the D2L Email, or they post the link in an Announcement in the D2L course shell.

Alternatively, students could be added to the calendar invitation itself by clicking on “Add guests” above the Google Meet link. You will need enter students’ email addresses.

Click “Save” when all settings for the virtual session are done.

Join a Google Meet Session

To join the virtual session through Google Meet, go back to the Google Calendar, and click on the blue appointment time.

The scheduled Google Meet session will appear in a new window. Click on the blue button to “Join with Google Meet.”

Audio-Video Setup Area

Clicking the button to “Join with Google Meet” will take you to the audio-video setup area, where you can adjust your webcam, microphone, and headphones.

Click the green “Join Now” button to join the Google Meet session.

Google Meet includes many common video conferencing tools, such as webcams for instructors and students, a chat box, the ability to share your screen, and the option to record. (The recording must be turned on manually.)

Viewing a Recorded Google Meet Session

If a Google Meet session is recorded, the recording will be the saved in the organizer’s Google Drive account in a folder called “Meet Recordings.”

Students who participated in the Google Meet session and were included in the Google Calendar invitation will receive an automatic email from Google with the link for the recording. If students were not included in the Google Calendar invitation, the instructor will need to share the recorded video in any of the following ways:

Forward the Google email that contains the link for the recording.
Copy the “Share” the link for the recorded video from the Google Drive folder, and email the link using the D2L Email tool or the PSC Gmail account.
Copy the “Share” link for the recorded video from the Google Drive folder, and post the video on D2L in a Course Content module or in an Announcement.
Download the recorded video from the Google Drive folder, and upload the video to D2L in a Course Content module.

Copy Video Link

To copy the “Share” link of a recorded video from the Google Drive folder:

Go to Google Drive.
Open the folder labelled “Meet Recordings.”
Right click on the recorded video,
Select “Get Link."
Copy the link that appears in the box.

Change Video Permissions

You will also need to change the permissions of the video to enable students to access it.

In the “Get Link” box, click the drop-down menu below the link, and change the setting from “Restricted” to “Anyone with the link,” then click “Done."

Email the link to students, or post it on D2L.

For more information or support, contact Online Learning.

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