Organization Suggestions

Purpose

Suggestions regarding use of Zoom Meeting scheduling functions, Meeting Templates, and Participant Roles to assist in organizing Zoom Meeting sessions.

Scheduling Tips

Basic Zoom Meeting scheduling functions may be found at https://support.zoom.us/hc/en-us/articles/201362413-Scheduling-meetings.

Organization Suggestions

Zoom Meeting License Meeting Tab information

Organization Suggestions:

Name meetings after the associated course number or specific meeting topic. Not only does this identify the purpose of the meeting to you at a glance, it also assists alternative hosts, Distance Learning Services & Zoom Communication support staff in providing technical assistance in resolving issues or concerns.
Schedule discrete meetings, use Personal Meeting ID (PMI) on limited basis for instant meetings only. Your PMI is a continuous meeting that has the same meeting ID for every scheduled setting.
Always use passwords regardless of the meeting type.
Enable waiting room for meetings without pre identified (public) participants if possible
- Participants know they’ve joined the correct meeting
- Meeting rules/guidelines can be posted (mute audio upon entry, turn camera on, this meeting will be recorded, etc.)

Customize the message displayed to participants when they join the meeting

Do not share meeting ID information via social media as this is the first level of security and you never know who has access to your post.
Passwords are embedded within meeting settings. Hosts should use Moodle and or email to forward passwords to expected participants. Anyone needing to connect to the meeting via telephone will need both the meeting ID number and password. This often occurs when local broadband service is insufficient to support a Zoom Meeting session.

Meeting Templates

Use of the Zoom Meeting template function may be found at https://support.zoom.us/hc/en-us/articles/360036559151-Meeting-templates. When you schedule and have saved a meeting , you can save the settings and functions selected for use during that meeting as a template for scheduling future meetings. Templates could includes settings like enabling waiting room, join before host, automatic recording, and alternative hosts. You can also reuse any polls for reuse in other programs. For recurring meetings, you also have the option to save the recurrence schedule as part of the template.

Includes all settings selected within the original meeting.
Can be used for future meetings with similar participant engagement styles (microphones disabled at start of meeting, camera on, waiting room enabled, generic or routine polling questions used each meeting session).
Up to 40 templates may be saved.
The required new data for scheduling using a template is:

Meeting Name
Date/time information
Recurrence
Any setting changes or updates for that particular meeting instance

Recorded Zoom Workshop:

Organizing Zoom Meetings (Scheduling tips, Meeting Templates, Faculty/ Host / Student roles and Reporting Abusive Behavior via Zoom) https://drive.google.com/open?id=1AzQTHt6q61ZAvXILEinqf53_JDjqfBa8

Resources for assistance or followup questions and concerns.

Contact UNC Asheville's Information Technology IT Service Desk for assistance in implementing the above described services and support. Email: itservicedesk@unca.edu or by calling 828.251.6445

Contact UNC Asheville's Center for Teaching and Learning unit for pedagogy and teaching strategies regarding this knowledge base article. Email: ins_tech@unca.edu. or by calling 828.251.6540

Use the Zoom Video Communication system knowledge base for Zoom meeting specific support questions or concerns. www.zoom.us/support