Reschedule/Ad Hoc Seminar Session Setup

The following instructions provide details on setting up Zoom seminar sessions in the Brightspace course. Please note that sessions set up within Brightspace will appear on the course calendar and be accessible by all students in the class.

This is for courses in which the instructor needs to reschedule or set up the seminar sessions ad hoc.

These instructions can also be used for Faculty Connect sessions. The Faculty Connect section of this guide has a video tutorial that also applies to rescheduling/ad hoc Seminars.

Click on the Schedule a New Meeting button on the right side of the page.
Enter and select meeting details including session name, an optional description, date, time, and duration.

Name the seminar session
- Recommended naming convention: “Seminar: AB123-01” If you choose to add additional information to the session name, please keep the base information consistent to assist with reporting and troubleshooting.
Enter a description of the session
Select the date and start time
Verify the duration is set to one hour
Verify the time zone is set to Eastern Time
NOTE: It is not recommended to select the 'Recurring Meeting' option. When Recurring Meetings are scheduled only the most recent Meeting Report is available through the Brightspace classroom. Reports from earlier instances of the meeting series are only available by visiting zoom.us.

Leave the Required checkbox for registration unchecked
In the security settings area, leave the passcode unchecked. Instructors may toggle off the waiting room option if they want students to enter the seminar directly. If an instructor wants to prepare before students enter the seminar session, the waiting room can be used. Leave the “only authenticated users can join meetings” selection checked - this is a required setting for all seminars at PG.
Verify video settings. Instructors should be on camera during seminars. Webcams are highly encouraged for students but not required.
Verify the Telephone and Computer Audio option is selected.
It is recommended to leave the meeting option settings at default.
Alternative hosts can be added if they have a PG Zoom account by entering their PG email address in the alternative host area.
Save the meeting settings.

The seminar session details will display for review. Copy the Join URL from the session details screen to share as needed.
Please note that this URL will only work for students due to the authentication settings. Please see more information on sharing links with guests or adding alternative hosts for secondary instructors or substitutes.
The seminar session will display in the upcoming meetings tab of the seminar page for the course in which the session was set up in Brightspace.

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