Zoom

Open a web browser and navigate to https://waubonsee.zoom.us. You will be redirected to mywcc for authentication. If you used your Waubonsee credentials to setup a Zoom account prior to Monday, March 23 2020, please proceed to step 3 and submit a ServiceDesk request.

Enter your Waubonsee credentials and click Secure Login.

Once logged in you can choose from the available options to connect with colleagues and students.

This series of videos reviews how to access and host Zoom meetings from a laptop or desktop computer:

This series of videos reviews how to access and host Zoom meetings from a mobile device:

• Getting Started on Windows and Mac
• AUDIO, VIDEO, SHARING
• MEETINGS & WEBINARS
• If you have previously used Zoom with your Waubonsee credentials and are experiencing authentication issues, please contact the Technical Assistance Center (TAC) or submit a ServiceDesk ticket.

If you need to hold a meeting right now, choose ‘Host a Meeting’ for an instant online conference. You can host a meeting with the option to turn your video on/off or only share your screen.

You can also schedule a future meeting. Click ‘Schedule A Meeting.’ Then, enter the meeting name, date, start time, and duration.

 
If the meeting is recurring, such as an online lecture, click the checkbox next to Recurring meeting.

For recurring meetings, you can choose different combinations. For classes that meet at the same time on the same day every week, you can choose ‘Weekly’ and select those days until the end of the semester.

The host has full control of the meetings. You can require a passcode for attendees to join. Please be aware that requiring a passcode may become difficult for large groups.

• Waiting room
  If you are holding office hour and a student wants some privacy, you’d want others to wait. When others want to join, a notification will appear. This also allows you to selectively admit users to the meeting.
• Required authentication to join
  If ALL audience are Waubonsee faculty and staff, this could add another level of security. For users who don't have a Waubonsee Zoom account, this option could create an obstacle for them to join the meeting.

Turning on the video from the beginning avoids questions about why attendees cannot see themselves. Attendees will still have the option to turn it off. There are some additional options that could be helpful.

• Allow participants to join anytime
  Unchecking this option is strongly recommended. Some participants tend to test the link. This could generate many notifications ahead of the meeting. Also, if the meeting is automatically recorded, the recording starts when the first person joins the room.
• Mute participants upon entry
  To avoid feedback from the audio, especially for a large class, this should be checked.
• Record the meeting automatically
  For online lectures, it should be recorded (on your computer or in the cloud) so that students who missed the class can review what was covered.

You can also set up a meeting for other instructors, especially if you co-teach the course or share students in a program. All you need to do is to enter their college email address as an Alternative Host. (If an instructor has not set up their Waubonsee account, they cannot be added.)

Once you click ‘Save’, a meeting will be generated and you will have access to all the information. Scroll down to 'Invite Attendees'. You will find ‘Copy the Invitation’. Share that information with the attendees. They can even add the meeting to their personal calendar!
(Note: this is an example, everyone has different ‘Join URL’)

Close any other applications that use speakers, microphones, or webcams. This is a good start to minimize technical issues.

When you start the meeting, it will ask you to test your microphone and speaker:

You can choose a different speaker or microphone if you have more than one.

It is always helpful to do a test run with someone else. Being a host, you are in control of the meeting.

Audience members have a slightly different interface

You do not have to set up another meeting to switch roles. The host can give control to another person through ‘Make Host’.

Please see the using Zoom in Course Navigation guide (PDF)

Breakout rooms can be setup to allow your students to choose which room to join during your class session. Both you and your students will need to be on at least version 5.3 of the Zoom client. Students using older versions of Zoom can still join the session, but you will need to manually assign them to a room.

First, make sure that Breakout Rooms is enabled in your settings. Additionally, check the 'Allow host to assign participants to breakout rooms when scheduling' box.

If you are creating breakout rooms during the Zoom session, select the desired number of rooms, and choose the 'Let participants choose room' option:

• Assign automatically
• Assign manually
• Let participants choose room

If you created the Breakout Rooms when scheduling Zoom session, you rooms will be available, but you may need to update the room options to allow participants to choose their own rooms. You can do this by clicking the 'Options' link before opening the rooms.

Once you have updated the room options, your students will have ability to choose from the available Breakout Rooms.

If a student is using an older version of Zoom or is otherwise unable to select a Breakout Room, you can manually assign them from the menu.

Please Note: Caption Consulting by a captionist is available to faculty who have a student who has requested CART as an accommodation or for those who are hosting an event that is open to the public. If a student has requested CART, the Access Center will directly contact the faculty member.

When using a CART Captionist (3rd party vendor) for real-time live captioning on Zoom, the following must be completed: 

• Event Organizer: Once a request is made and a captionist has been assigned by the captioning company, two things need to be sent to the captioning vendor contact and the assigned captionist: (1) the API Token and (2) the Zoom registration or invitation link. These must be sent a few days prior to the scheduled event.
• Host: On the day of the event, before the event’s scheduled start time, the captionist will join the meeting. The host will then select the captionist from the Participant’s panel and select Assign to type Closed Caption. The host will then post a link into the chat for StreamText live captioning (the captionist will provide this link). When the event begins the host will make a brief announcement about how the participants can use the closed captioning features.

Event Organizer

A few days prior to the scheduled event, the event organizer will go to the scheduled event in Zoom then copy the API Token and Invite/Registration Link then email this to the captioning vendor contact and the assigned captionist (The captioning vendor provides the captionist’s name and email address).

Obtain API Token

1. Go to your Zoom meeting and select Start this Meeting.

2. Launch the Meeting application.

3. From the toolbar, select More then select Live Transcript
   (or select the CC Live Transcript button).

   

4. Select Copy the API Token.

   

5. A message is displayed stating “API Token Saved to Clipboard”.

6. Select End and then choose End Meeting for All.

Email Zoom API Token & Invite/Registration Link

Open a new email message and then complete the following:

1. Address the message to the captioning vendor contact Amy Nemeroff (amy@captionconsulting.com) and the assigned captionist for the event.

2. In the Subject Line type and update as related to your event:

   1. API Token for Event Title MM/DD/YY HH:MM AM/PM

3. In the body of the email, type and complete the following:

   1. API Token: Paste (Ctrl+V) the API Token from your clipboard.

   2. Invite Link: Copy and paste the Invite Link from the meeting page.

      - or -

   3. Registration Link: Copy and paste the Registration Link from the meeting page.

      1. Tip: Be sure to indicate if the link is an invitation or registration

4. Select Send.

Host

Day of Event

On the day of the event, before the event’s scheduled start time, the captionist will join the meeting. The host will then select the captionist from the Participant’s panel and choose Assign to type Closed Caption. When the event begins, the host will make a brief announcement about how the participants can use the closed captioning features.

Login to Waubonsee Zoom Account

Make sure you are logged in using your Waubonsee Zoom account.

• Go to https://waubonsee.zoom.us and start the event.

Assign to Type Closed Captions

Only the active host can assign someone to enter closed captions (not a co-host)

1. Go to your Zoom meeting and select Start this Meeting.

2. Select Participants.

   

3. Wait for the captionist to join the meeting.

4. From the captionist’s name, select More >

   

5. Select Assign to Type Closed Caption.

   

6. The CC icon will be displayed next to the captionist’s name.

   

StreamText Link: Alternate Access Captions

An alternative option to accessing captions, should the captions not appear within Zoom, will be to provide a link for StreamText live captioning (the captionist will provide this link)

This link should then be posted into Zoom’s chat at the time of the event. The attendees can select this link to open the live captioning in a separate window.

To give attendees access to the StreamText link, the host should:

• Post the link into Zoom’s chat before the event begins.
• Repost the link after the event has started (for the benefit of those joining late). 

Host Makes Announcement

The host of the meeting should announce the following to all participants:

This meeting/event is being captioned. You can control your closed captioning preferences by selecting the CC/Live Transcript button on the bottom of the screen or, depending on your view or device, by selecting the More option with the three dots.

• Show/Hide Subtitles will turn the closed captioning on or off the screen.
• View Full Transcript is a pop up that shows the captions as well as who is speaking.
• Subtitle Settings allows you to choose font size and other preferences.
• If there are technical difficulties, or you would like to watch the captioning in a separate window, please click on the StreamText link posted in Chat.

Trouble Shooting

Unable to “Assign to Type Closed Captions”

If you are unable to select Assign to Type Closed Captions from the participants menu then you are not the active host. You are only a co-host and are unable to select “Assign to Type Closed Captions.”

• You will need to ask the active host to select “Assign to Type Closed Captions.”

As an Alternative Host, you have the ability to select “Assign to Type Closed Captions”, until the designated Host joins the meeting. Once the designated host joins, you are demoted to Co-Host and cannot "Assign to Type Closed Captions."

Captions Do Not Appear in Zoom

Reminder: If the captions will not appear within Zoom, remind the attendees to select the link for StreamText live captioning from the chat window.

API Token Does Not Work 

If the captionist informs the host that the API Token is not working then the host can recopy the API Token, as follows:

1. From the toolbar select More then select Live Transcript
   (or select the CC Live Transcript button).

   

2. Select Copy the API Token.

   

3. A message is displayed stating “API Token Saved to Clipboard.”

4. Send the API token to the captionist via chat.

Learn More

• Watch the Zoom Closed Captioning and Live Transcription video (01:39 minutes).
• Caption Consulting Job Aide (Caption Consulting Event Organizer & Host Adding a Live Captionist for Zoom Events, pdf, Updated Spring 2021)

Add a Co-Host in a Zoom Meeting

You can add an unlimited number of co-hosts to a Zoom meeting using this method. If you need to leave the meeting earlier than expected, be sure to pass over hosting privileges before you do, or else the video conference will abruptly end the moment you exit the call.

1. To assign a participant as a co-host, you’ll first need to select the Manage Participants button at the bottom of the conference call window during a Zoom call:
   
   

2. A list of participants will appear in the right-hand pane. Here, hover over the name of the participant you wish to make the co-host and select the More option:

   

3. From the menu that appears, select Make Co-Host:

   

4. A pop-up message will appear confirming that you want to make this participant the co-host of your meeting. Select the Yes button to proceed:

   

5. Verify that the selected participant has the (Co-host) label next to their name:

   

Remove a Co-Host in a Zoom Meeting

If you want to revoke co-host privileges, hover over the co-host’s name, click the More option, and then select Withdraw Co-Host Permission from the menu:

If a class session is recorded on Zoom, each recording follows a streamlined, efficient process to benefit both instructors and students:

1. Based on an instructor's preferences, the Zoom meeting (or class) starts and the instructor initiates recording.
2. After the recording, each class session recording is initially stored and made available on Zoom.
3. Within 24 hours, recordings are then automatically transferred to Kaltura MyMedia for compression (or combining different recordings), automatic captioning, and long-term storage. You can learn more about this process on Kaltura's website. 
4. Once processed, videos stored on Kaltura MyMedia can then be easily embedded and shared in Canvas so students in your course can view them. The instructions for embedding a video on Canvas is shared on our Canvas page. 

*If students are recognizable in the recording, these recordings should only be shared within the same course. Since students are recognizable, the videos cannot be reused for different courses due to FERPA regulations. 

To share a Zoom video in the cloud, you will need to find the URL of the video in your Zoom account.

Log on your Waubonsee Zoom account and choose 'Recordings' in the menu

Videos are listed according to the time of your meeting

Click 'Share' to obtain the URL or 'More' to download the video. When you click 'Share', you can select how you want the video to be shared.

Open the panel to 'Display Detailed Information' and copy the link

To share a Zoom video on your computer, you will need to know the location. When the meeting is completed, the recording will automatically be saved under Documents > Zoom.

All recordings are listed based on the meeting time and the name of the meeting.

Click the directory of the meeting. The video should be labeled as zoom_0.mp4
Please note that, when the meeting is over, File Explorer may be opened to the recording directory immediately. Since all videos will have the exact same time, it is a good practice to rename the video with a meaningful name.

To share the video, please follow the instructions for MyMedia/Kaltura Repository > Media Upload.

Please see the Canvas page for detailed instructions on how to enable Zoom as a course menu item.