There are two different ways that you can schedule or host a Zoom meeting. If planning ahead, use the “Schedule a Meeting” tab. If wanting to create a meeting that starts immediately, use the “Host a Meeting” tab.  Schedule a Meeting - for a meeting that is taking place in the future, you can schedule the meeting ahead of time.  Ensure that the following fields are completed: Topic & When. Best practices within settings:  Registration - uncheck “Required”  Meeting ID - check “Generate Automatically”  Security - Passcode and Waiting Rom have been locked ON by the district  Video - This depends on the meeting. We typically suggest putting a check in the circle for “on” under “Host” and “Participant.” This is a setting that can be managed by the individual once they have joined the meeting.  Audio - check “Both” Meeting Options -  Uncheck “Enable join before host”  Check “Mute participants upon entry." Check "Only authenticated users can join" - Sign in with a PSD account for all class meetings with students. 'Automatically record meetings to cloud' is defaulted to ON by the district                                          Once all your settings are set, select “Save.” After you click Save, the next screen will have the meeting information as well as the Join URL. Click on “Copy the invitation,” select “Copy Meeting Invitation,” and paste it into an email to participants.  If you plan on having several attendees in the meeting, it may be helpful to add a co-host that can monitor the chat and support individuals with technical difficulties. Need more help? The Schedule A Zoom Meeting video may help.    Host a Meeting - for a meeting that you would like to start right now.  When you select “Host a Meeting”, you get three options; With Video On, With Video Off, Share Screen Only. The choice you make will depend on the purpose of the meeting. In most circumstances, selecting With Video On is appropriate as individuals have the ability to manage their video on/off once they join the meeting.  Upon selecting one of the three options, your Zoom meeting will start. If working from an internet browser, you will be prompted to Open zoom.us.  Once in the meeting, you can invite additional participants by clicking on “Invite” and then “Copy Invitation.” This will copy the meeting invitation information so that you can go into your email and past the information into an email to participates.   Need more help? The Host a Meeting video may help.   How to Join a Meeting If you have been asked to join a meeting, the organizer of the meeting will likely send you an invitation via email. An example of the invitation is below:  You can join a Zoom meeting from a computer, tablet, cellular phone, or landline.  When joining on a computer or mobile device you will be prompted to download and install Zoom when you click on the join link.  Users can download the Zoom app in advance from the Download Center.  If you are joining via telephone, you will need the teleconferencing number provided in the invite.  Depending on how the host of your Zoom meeting has established the settings, you may be asked for a password in order to join the meeting. In this event, the password would be listed in the Zoom invitation email.  In most cases, you will not need to log into Zoom in order to join a meeting. Simply follow the directions in the invite to join the Zoom meeting.  Need more help? Watch this video on how to Join a Meeting.  Zoom Features Once in a Zoom meeting, you have the ability to:  Share your screen, watch the Sharing Your Screen video for more help.  Record the meeting, watch the Recording a Zoom Meeting video for more help. Host controls, watch the Meeting Controls video for more help. Private and group chat Raise hand  Note that as a host, Zoom works better on a computer or an iPad. While hosting a Zoom meeting on a Chromebook you will not be able to access all of the tools listed above.  Need more help? Check out the Zoom Help Center NSCDS Step Guide to Zoom Best Practices for Securing Your Virtual Classroom   Want to try it out yourself first? Join a Test Meeting Also, try practicing with a colleague/friend   Tips for Successful Zoom Sessions If you’re expecting a large group in attendance, make sure that you have a co-host identified who can monitor chat and help individuals with technical difficulty.  New to Zoom? Practice! Use the test meeting listed above to help and/or create a practice session and ask a colleague to join.  It’s always more personal if your audience can see you. When available, try trying on the video feature so that your audience can see your smiling face. Become familiar with the various settings that you have available. Once in the Zoom meeting, play around and familiarize yourself with the bells and whistles.  Have some Google Slides at the beginning of your presentation that guide participants for what the expectations of the meeting are. Use the Zoom Participant Prep example slide deck to get yourself started.

Keywords: zoom, meetings, participants, report Aliases: zoom meetings Who attended my Zoom meeting and for how long?   From the PSD Portal open Core Tools - Zoom and follow the steps below:   Zoom Participants Report (1).pdf

Zoom Meetings and Webinars Join a Meeting Learn More Scheduling a Meeting with Zoom Website Learn More Meeting Controls Learn More Scheduling a Meeting with Google Calendar Learn More Scheduling a Meeting with Outlook Learn More Assigning Scheduling Privilege in Outlook Learn More Scheduling a Zoom Webinar Learn More Breakout Rooms Learn More Closed Captioning Learn More All About Zoom Webinar Learn More https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

Keywords: Zoom, Meeting ID, Personal Aliases: If you would like to change your personal meeting ID for Zoom, or you had duplicate accounts and need your personal meeting ID to match a previous one, you can change it in Zoom by going to "Meetings" and then "Personal Room" and then clicking "change" by your Personal Meeting ID. You can also change your passcode.  A video tutorial on how to do this can be found here: https://www.youtube.com/watch?reload=9&v=sZnZIid9otg&feature=youtu.be

See this Video to show students how they should be signing into the Zoom App Chromebook:  If you are using the Zoom app on a Chromebook rather than the website, you may need to log in there directly. If you are using the app and getting an "internal users only" error message, this is likely why.   1) Open the Zoom app by clicking the Zoom icon on the menu bar or access via the launcher (the circle). 2) At the PSD 'User Login' screen - Use your Student ID number for the username, and district password for the password. Check Remember me and then click 'Login'. 3) You should now be signed into the Zoom Chromebook App. 4) The app should now have your child's name or ID in the upper corner. Then try logging onto a Zoom meeting using the link or the Meeting ID/Password provided by the teacher. Here is an example video showing a student successfully logging in via the Chrome App for Zoom: If you are on a personal device and do not have the Zoom app, please see the Website Instructions: Login to the PSD portal with your student ID & password. Click on the Zoom Meetings icon on the student portal. You may be prompted for an id & password, use the same student ID & password. Then the student can go to their Schoology course and click on the Zoom link. iPad: You will start at this screen. Tap ‘Sign In’ in the bottom right corner: At this Sign In screen, tap ‘SSO’ from the list of available options. 3) At the 'Sign In with SSO' screen - type psd401 and then tap go 4) At this PSD User Login page, for Username, use your Student ID number. Password is your regular district password. Then tap 'Login' 5) It will open up a Zoom webpage in Safari. Simply tap 'Open' when prompted: 6) You should now be logged in and see your initials in the top left corner:

VIDEO mentions...word & license account This video shows how to access cloud recordings, copy/paste the URL link for a recording correctly, turn off the Passcode protection if posted in Schoology as well as how to download the recording for use beyond 7 Days. How to Get Your Zoom Cloud Recording & Prepare it for Posting in Schoology, Remind or Email Links are viable for 7 days as of March 3, 2021. Accessing Recording Management Sign in to your Zoom web portal. In the navigation menu, click Recordings. You will see a list of cloud recordings that you started. Adjust the date range and status, then search by host, meeting ID, topic, or keyword. Note: There is no limit on the date you can specify. Viewing cloud recording settings Access recording management. Find the recording you want to view and click the topic. Note: If your meeting has not finished converting, the recording will show in the list with a Processing Recording label. Once the recording has finished converting, you will be able to view, share, download or delete your cloud recording. You will see the recording files and options: File types Shared screen with speaker view: MP4 file with audio and video showing both active speaker view and shared content.  Shared screen with gallery view: MP4 file with audio and video showing both gallery view and shared content. Active Speaker: MP4 file with audio and video showing the active speaker view only. Gallery View: MP4 file with audio and video showing the gallery view only. Shared Screen: MP4 file with audio and video showing the shared screen only. Audio only: M4A file with a recording of the audio. Audio transcript: VTT file with a transcript of the audio only. Chat file: Text file with the transcript of in-meeting chat. Learn more about recording layouts.  See this to learn more: https://support.zoom.us/hc/en-us/articles/360025561091 Settings for recording Pencil/edit button: Allows you to rename the meeting topic or recording display names This recording will be deleted in __ days: If you enabled auto-deletion, this displays the number of days before the recording is deleted. You will receive an email notification 7 days before the recording is deleted. Recording Analytics: View metrics for the recording. Play button: Play the video or audio file in your browser. Download: Downloads the recording file to your local computer. Settings for sharing Click Share to display the recording link information and sharing settings, such as disabling downloads from viewers and requiring a password to view. Share this recording: Allows the recording to be shared publicly or internally. Switch the toggle off if you want the recording to be private. If you share the recording, Zoom will create a web page where visitors can view the cloud recording. Add expiry date to the link: Allows you to set number of days or specific date when the link will expire for viewers.  Viewers can download: Allows viewers to download the video in addition to viewing it online. Viewers can see transcript: Allows viewers to see the auto transcript if Zoom was able to process one. On-demand(Registration Required): Requires users to enter their name and email address before viewing or downloading the recording. The host will be able to download a report with this information. Password protection: Requires users to enter a password before viewing or downloading the recording. After toggling this to on, enter a custom password and click Save. Copy sharing information to clipboard: Copies the link and password (if enabled) to your cloud recording. Share this information to allow others to view the cloud recording. Recordings with screen share, chat, or audio transcript If you recorded a meeting that contained screen sharing, you'll see an additional recording file called Shared screen with speaker view, which contains the screen share portion of your recorded meeting. Click the link to play it. You can also hover over it to display for icons to download the file, copy the shareable link, or delete the file: If your cloud recording has audio transcript or chat enabled, you'll also see the same icons for the transcript and chat files: Protecting cloud recordings with a password You can password protect the recording to limit who can download or view your cloud recording Access recording management. Click Share next to the recording you want to password protect. Enable Password protection by clicking the toggle. Enter the password you want to use and click Save. Viewing cloud recording analytics You can view analytics (page views and downloads) for a cloud recording that you have shared internally or externally. Access recording management. Find the recording you want to view and click the topic. Click Recording Analytics. Use the drop-down menus at the top to specific a date range, then click Search. Click one of the tabs to view a summary or filter data by view/downloads. You will see these metrics for the recording:  Views: The number of times that someone viewed the recording page. This metric does not track the number of times the recording was played. Also, this metric does not count unique page views. In other words, if someone reloads the page, it will count as another view. Downloads: The number of times that someone clicked Download in the cloud recording page. This metric does not track the number of times that the download was completed. In other words, if the user clicked Download but didn't finish downloading, it still counts toward this metric. Note: The metrics will not reset if you change the sharing settings for the cloud recording. For example, if you change it from private to public. You will also see the following information and options: Export as CSV file: Export data in the current tab as CSV file. Name: If a Zoom user is signed-in to their account on the web and views or downloads the recording, this column displays their profile name. This column displays Guest for all other visitors. Email:If a Zoom user is signed-in to their account on the web and views or downloads the recording, this columns displays their email address. This column is left blank for all other visitors.

This short article provides you two best practice tips we are recommending for all teachers to set on their Zoom account and Zoom meetings to protect you from outside users joining your meetings. If you go to the Zoom webpage (psd401.zoom.us) or click on the Zoom button in the PSD portal, you will be able to get into your personal settings. In your personal settings, please make sure that your authentication settings are set up to match the image below: These are global settings, but you will also want to make sure you always check your per-meeting settings as well. When you create a new meeting (or modify an existing meeting) please ensure that the following option is checked as well for all meetings involving students and PSD staff. If you use a Personal Meeting Room for any meetings, also check that it is set there, by going to Meetings and then "Personal Room" and "Edit". And check the "only authenticated users can join", as you would with the other meetings.  This setting may be a problem for parent-teacher conferences though, or meetings where you have outside of PSD guests, so it is ok to turn this off for a very specific meeting where you are expecting outside guests, just keep a close eye on the waiting room and don't let in anyone you don't know.

If you have enabled Breakout Rooms and updated your Zoom App to 5.3.0 or higher, you now have 3 options for Breakout Rooms: Assign automatically (randomly divides and places participants into rooms) Assign manually (you need to move each participant into a room) Let participants choose room (you can name rooms and participants can then join rooms they want) Once you have opened the Breakout Rooms, participants will see a pop-up with the Room choices. If the pop-up closes before they have a chance to choose, they can click the 3 dots More located at the bottom of the screen and select Breakout Rooms to open the pop-up. To join a Breakout Room, the participant will need to place their cursor over the number of participants in the room, to see the option to join. Select Join and you will be taken to the Breakout Room If the host would like to join a Breakout Room, place your cursor over the number of participants to see the option to Join. You will also see any participant that have not joined a room yet. This video shows the new option in action.

Peninsula School District Zoom Safety Guidelines Please follow these guidelines when using Zoom for staff-to-student communication:  It will always be a best practice to try to have more than just an adult and a child in a Zoom session, but we know that many situations take place where this is not possible, so please ensure that building administrators are aware when one-on-one Zoom meetings will take place. Further information about this can be found in the Boundary Invasion and Zoom Letter that will be required reading in SafeSchools this year. In situations where staff wish to have one-on-one time with students, these should be scheduled in advance and the building administrator is made aware.  Similar to when staff meets with students in the buildings, doors are left open and building administration can walk by.  With remote learning, building administrators should have access as well, so they can randomly log in and quickly assess the situation. Zoom Breakout Rooms: Just as students working together in small groups is critical to classroom instruction, the utilization of students working together in breakout rooms can be beneficial in a remote environment as well. Before putting students into their breakout rooms, it is important to explicitly discuss overall behavior expectations and how teachers expect students to interact in the breakouts. It is also important that just as you would in a physical classroom, teachers should bounce back and forth between breakout rooms to ensure that students are doing well and following expectations. Please review Zoom’s guidelines for K-12 schools and districts.  In creating Zoom sessions for students to join, it is important to take a couple of steps to ensure the safety and success of your session:  Use your district-created account when creating and joining district-related Zoom meetings (review Confirming and Updating Zoom Accounts for specific directions).  When scheduling a meeting use Generate Meeting.  Passwords are set to automatically generate  4. The defaulting setting is to place participants in a Waiting Room and people are not let in until the Host allows them in.  The Host sees the users and can let one or all in. If they see a name they don’t know, either message the person for their name or don’t allow them into the meeting.  5. Set your Zoom session up so that only the Host can share their screen.  The Host can allow others to share but requires action on their part. 6. Consider locking the session once all of the attendees have arrived. This option is listed in the Participants area at the bottom of your Zoom window. In the participants pop-up box, you will see a button that says Lock Meeting. Additional Best Practices for Securing your Virtual Classroom are linked here. Need more help with the basics of Zoom? Review the Directions for Using Zoom.  Recording of Zoom Meetings: To allow for a truly flexible learning environment for our students, all lessons or classroom meetings that take place on Zoom will be automatically recorded to the cloud.  Please know that it is a best practice before recording any Zoom meetings to announce that it will be recorded. There is now an automated message that will come up letting all students know the video is being recorded.  If any students wish to not be recorded, they should be allowed to turn off their video and change their name at that time. Parent photo/video restrictions are in place and recording of student’s likenesses is not appropriate if a parent has requested their child not to be recorded.  All automatic recordings are set to only show the speaker and the shared slides so no recording of the gallery will take place.  Teachers will receive an email from Zoom with a link to post the recordings into their Schoology courses after the recordings have been completed but those links will only be active for 48 hours. Instructions on how to do this can be found here.  Videos should only be posted to be accessible to students and families within your classroom. Posting the video to your Schoology course will ensure that only those who need to have access to the video will have access.  Not all meetings are worthy of being posted. Prior to posting the recording, ask yourself, “Will there be value for an individual to watch this who wasn’t able to participate in the live session?” We also trust your professional judgment.  In the event a student or students share information of a personal nature that may be damaging, teachers have discretion in posting or not posting the recorded class session. Please note that in accordance with FERPA and the WA State Archivists retention schedules, all recordings are a public record and the district will take responsibility for the retention of these records.   HIPAA regulations for medical providers are different than what schools follow.  We follow FERPA as our biggest regulation related to student data.  Within FERPA, we are covered for what limited medical data is collected. Take the time to review the Joint Guidance on the Application of FERPA and HIPAA in relation to Student Health Records and the updated guidance released in December 2019.   Zoom recently signed off on the WA Model Student Privacy Agreement - part of which is their assurance that they comply with FERPA, COPPA, SUPER, and other relevant student data privacy legislation: https://sdpc.a4l.org/district_search_national.php?districtID=4426  Feel free to submit a ticket via Service Central for one-on-one support. 

Keywords: zoom, meetings, ipad, share screen Aliases: zoom meetings Zoom allows you to share your iOS screen (from an iPhone or iPad) in a meeting using the Zoom desktop client. You can share wirelessly for both macOS and Windows, utilizing iOS Screen Mirroring, or you can connect your iOS device to your macOS computer with a cable to share. Please click on the Zoom Help Center link for the most up to date information: Sharing your screen (iOS) with the Zoom desktop client