Schedule Course Meetings with the Moodle Zoom Activity

Posted August 6th, 2020 at 11:10 am.

The Zoom activity in Moodle makes it easier to for instructors and students to manage course-related Zoom meetings. When you schedule Zoom meetings with this activity:

  • Zoom automatically invites all course participants.
  • Moodle creates calendar events for any meetings with a time and date and includes the start/join link.
  • Course participants can see all of the Zoom meetings scheduled for course in one place when they click on the Zoom activity. (Course meetings will also show up in participants’ Zoom web portals and desktop or mobile apps.)
  • Meeting recordings can be automatically be uploaded to the course’s Panopto folder.


Add the Zoom Activity to Your Course

  1. Log into your course and click Turn Editing On (if it isn’t on already).

 

  1. Click + Add an activity or resource where you want to place the Zoom activity (we recommend placing it in the top section).

  1. Choose Zoom and click Add.

Moodle Activity or Resource

  1. Give the activity a name (e.g., “Class Zoom Meetings”) and click Save and return to course.
Note: Do not add more than one Zoom Activity to a course! You can schedule multiple (single and recurring) meetings in the same Activity, using the meeting topic/title to help students distinguish between them.

 


Schedule Course Meetings

  1. Click on the Zoom activity to open an embedded Zoom window, as shown below.

Screen shot of Zoom activity in Moodle

  1. Click Schedule a New Meeting in the top right.
  2. You will see an abbreviated version of Zoom’s scheduling meeting page. Below are the settings instructors will most often need to to change; in most cases you can keep the default values for the others.
    • Topic: By default, Zoom uses the course full name; you may want to shorten this and/or add text to distinguish between different types of course meetings (e.g., lectures, office hours, recitations, etc.).
Note: Remember that these meetings will also show up in participants’ Zoom apps. Keep some of the course number/name in the topic field so students can identify them as part of the course.
    • Date and Time settings:
      • For a single, one-off meeting: Use When to set the date and start time and Duration to specify how long it lasts.
      • For a recurring series of scheduled meetings:
        • Use When to set the date and start time for the first instance and Duration to set how long each meeting lasts.
        • Check the Recurring meeting box.
        • Use the Recurrance and Repeat settings to adjust how often the meeting repeats. For example, for classes that occur at the same time on multiple days of the week, choose Weekly, then check the days when they occur — e.g., Monday and Wednesday for a MW course.
        • Specify an End Date for the series or the number of repeats.
      • For a meeting link with no scheduled times: Check the Recurring meeting box, click the Recurrence drop-down menu, and choose No fixed time.
    • New: Breakout room pre-assign: Check this if you want to create breakout rooms and pre-assign students. See Breakout Rooms in Zoom for instructions and caveats; you can export a CSV file of with participant’s names and email addresses from the course Participants list by selecting all participants, then scrolling down beneath the list to With selected users … and choosing Download table as CSV file.)
    • Record the meeting automatically: Check this box and choose the Cloud option to automatically start recording the meeting once a host starts it and upload the meeting to the Panopto course folder/course block. See Course Recordings below.
    • Designate Alternative hosts by adding their brynmawr.edu email addresses. Alternative hosts can log into their BMC Zoom account and start the meeting for you. (Haverford and Swarthmore individuals cannot be alternative hosts for BMC Zoom meetings.)
  1. Click Save to finish setting up the meeting.

You will need to log into the Zoom web portal (https://brynmawr-edu.zoom.us) to enable advanced settings like:

See Host and Co-Host Controls in a Meeting for things you can do or change during a meeting.


Manage, Start and Join Course Meetings

  • All course participants can click on the Zoom activity to access and join course meetings.
  • When the meeting organizer clicks on the Zoom activity they will be able to:
    • Start and Delete meetings
    • Click the meeting title, then Edit this meeting to change settings
    • Click the meeting title, then create or import Poll questions (See Polling for meetings.)
  • Guests in your Moodle course cannot open the Zoom activity, but they join a course meeting you schedule with the Zoom activity if you share the link with them in some other way.
    • To give unregistered students access to the Zoom meeting during shopping week, copy the meeting link and add it to your course as a URL (Turn editing on, click +Add an activity or resource, and choose URL). When guest access is turned off after the add/drop period ends, this link will no longer be visible to guests.
    • To give other people access, copy the meeting invitation info and email it to them.

Record Course Meetings

  • When the meeting organizer or a host/co-host records a course meeting to the cloud in Zoom, a copy of the recording (with any captions, etc.) will also automatically be uploaded to course’s Panopto folder.
  • For the most immediate access to a recording course meeting, participants should look for it in the Cloud Recordings tab of the Zoom activity. However, recordings are only available on Zoom for a limited time (30-60 days) due to storage limitations.
  • After a short delay (usually less than 24 hours), the recording should be available in the Panopto course folder.
    • The Panopto block in Moodle shows links for the most recently uploaded files.
    • To see older recordings, open the course folder by clicking a link in the block and navigating back to the folder or logging into Panopto (Haverford students should use the Moodle login option, everyone else can use either), clicking Browse and choosing it in the side bar.
  • Panopto is set up for long term storage although videos that have not been viewed (by anyone) in several years will be archived.
Filed under: Building and Managing Courses,Integrations,Zoom Tags: by Jenny Spohrer

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