Using Zoom: Faculty Administrative FAQ

How do I know if I have a Covenant Seminary Zoom account?

How do I access Zoom?

Sign in through MyCTS

Go to  https://mycts.covenantseminary.edu  and log in using your employee email address and password.
If you do not know the password to this account, you can reset it by visiting  ⁠⁠Reset your password⁠  .
Once you’ve successfully logged in, go to My CTS > Academics > Zoom.
This should take you to your account profile.
If this is your first time accessing Zoom, you may be prompted to verify your user account.

Sign in through the Zoom Web app

Go to  https://covenantseminary.zoom.us/. 
Click "Sign in".
Choose "with SSO" (this means "single-sign-on").
If you are asked for the Company Domain, type "covenantseminary" (all one word, all lowercase) and press Continue.
Log in with your usual seminary email address and password.

Sign out/in on the Zoom Desktop app

Click on your profile (picture/thumbnail in the top right of the app) > Sign out
Then to sign back in,
Click SSO (this means "single-sign-on").
This may automatically log you in, if, e.g., you were logged into MyCTS already.
If you are asked for the Company Domain, type "covenantseminary" (all one word, all lowercase) and press Continue.
Log in with your usual seminary email address and password.

 How do I schedule one Zoom meeting—e.g., to meet with a student?

Guide for Scheduling a meeting from the Home tab

Sign in to the Zoom desktop app.
At the top of the app, click the Home tab 



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Click Schedule 



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This will open the New event window.
Enter a topic or name for your meeting.
Set the date and time you want to meet.
(Optional) Add invitees by entering their name, email, or phone number. You can also  invite others to your meeting  after scheduling.
(Optional) Click Settings to choose from additional  meeting options .
Click Save to finish scheduling.

  How do I schedule a recurring Zoom meeting for Class? 

Note that the following are recommended settings for typical online courses at Covenant Seminary. There are other ways to schedule Zoom accounts (e.g., you do not have to choose "Recurring Meeting" or "No fixed time").

Once you have logged in (see  How do I access Zoom?⁠ ), click Schedule a Meeting at the top.
Give your meeting a title (a description is optional).
Under When, click the box that says Recurring Meeting, and choose No fixed time from the dropdown menu.
If you are scheduling a one-time meeting, instead of choosing Recurring Meeting, simply choose the date, time, and duration for the meeting.
If you want your meeting to be automatically recorded, click Show next to Options, then check the box next to Automatically Record Meeting (when you check this, a new option will appear—you can choose whether you want to record On the Local Computer or In the Cloud). If you choose In the Cloud, you will get an email when the recording of the meeting has finished processing. Additionally, if you choose In the Cloud, your recording will only stay there for 30 days, so be sure to download it before then if you wish to keep it.
It is highly recommended that you automatically record class Zoom meetings, in case a student who can't make it to the meeting at that time wishes to watch it later.
Click Save. 
When the next screen appears, next to Invite Link, either copy the link by highlighting it, right clicking, and choosing Copy, or go down to the bottom of the screen and click Copy Invitation.
Proceed to  How do I share a Zoom link with my students? ⁠ for what to do with the link you have just copied.

Can someone else schedule my Zoom meetings?

How do I share a Zoom link with my students? 

First, you need to have scheduled a Zoom meeting (see  How do I schedule a Zoom meeting?⁠  for assistance with this.)
After you have copied the link or meeting invitation, log into Canvas (see  How do I get to Canvas? ).
Then, you have some options. Instructions for the two most common options are below:

Share by posting an announcement:

Go to your class in Canvas and click on Announcements on the left side.
Click the blue +Announcement button in the top right corner.
Give your announcement a title.
Write the body of the message in the larger text box. You will want to paste the zoom link here as well.
Click Publish if you are ready to send your announcement to students!

Share by posting the link in Modules on Canvas:

Go to your class in Canvas and click on Modules.
If you have weekly modules built already:
Go to the weekly module in which you would like to post your link (we recommend the General Course Information module at the top of the Modules page).
Click the + at the top of the module, on the right.
Choose External URL.
Paste the Zoom link in the box next to URL.
Write the text you want students to say in the box next to Page Name (in the past, it was common to simply paste the link here again, but this is not best practice for accessibility purposes).
Click Add Item.
If you do NOT have modules built already:
Click the blue +Module button at the top of the page.
Name the module.
Click Add Module.
Click the + at the top of the module, on the right.
Choose External URL.
Paste the Zoom link in the box next to URL.
Write the text you want students to say in the box next to Page Name (or you could simply paste the link here again).
Click Add Item.

 How do I record my Zoom Meeting?

To set up a meeting to record automatically, see  How do I schedule a Zoom Meeting? 
If you are already hosting a Zoom meeting and you’d like to record part or all of it, simply click the Record button at the bottom of the screen.
Choose either Record to this Computer (if you want the recording saved directly to your computer) or Record to the Cloud (if you wish to receive an email when the recording has finished processing; this is the recommended option, since IT can assist you with locating the recording this way, but if you record to your computer, that is a bit more difficult to do, especially for those who do not have a seminary-issued laptop).

You can Pause the recording at any point if you wish to do so (just be sure to un-pause it when you want to start the recording again!).
After you end your meeting you will receive an email with a link to the recording if you chose Record to the Cloud. Skip to step 7
If you chose Record to this Computer it will download to your computer.
Keep your computer open/running until Zoom has converted the recording.

Once the conversion is complete, the recording file folder should open automatically.
If it doesn't open, you can go to the Meetings tab of your Zoom client, and then click the “Recorded” filter above the list of meetings. Then you can click “Open” to open the file location of the recording. (If you have a local recording that hasn't been converted to a video file yet, click Convert to convert the recording to a video file and display the options below. See  this Zoom guide  if you're still having troubles finding the recording.)
Rename the video (via the right-click menu or some other means).
To share this recording with students you can upload it to Panopto and post it in the Modules on Canvas (see  How do I download a recorded Zoom meeting from the cloud?  and  How do I share a recorded Zoom meeting with students on Canvas? ).
You can also copy the link from the email into a Canvas announcement (see  How do I email my whole class in Canvas?⁠ )

  How do I download a recorded Zoom meeting from the cloud?

If you have an email from Zoom that your recording is ready:
Click on the View Detail button. You may be prompted to log in (see  How do I access Zoom? ).
Click Download. You can also hover over the list of recordings until you see a download arrow appear, and then click that arrow for the recording you want (Speaker view, Shared screen, etc.)
If you do not have an email from Zoom:
Go to Zoom via MyCTS (see  How do I access Zoom?⁠ )
Click on Recordings & Transcripts on the left-hand menu (or it may be collapsed into a drop-down menu at the top).
Click on the name of the recording you want to download.
Click Download. You can also hover over the list of recordings until you see a download arrow appear, and then click that arrow for the recording you want (Speaker view, Shared screen, etc.)
If you record to your own computer:
Check your Downloads folder—the video may already be there! If it is not, you may have designated another folder to be the download location (e.g., Documents > Zoom. Find that folder, and the video should be there).

  How do I upload a recorded Zoom meeting to Panopto?

First, download your recording from Zoom (see  How do I download a recorded Zoom meeting from the cloud? ) or, if you saved it locally, find it on your computer (by default, they’re in your Documents folder in a file named "Zoom"—for more information, see  this Zoom Guide ). Leave this file folder open.
If you haven't yet, make sure the video file is named something unique and helpful (e.g., "[Class/Event Name] - [Date]").
Go to Canvas ( https://mycts.covenantseminary.edu  and log in, then click on Canvas).
Open the Canvas site for your class in a web browser ( Google Chrome  is strongly recommended, as it works best with all the tech we use at CTS, especially Canvas and Panopto).
Then click Panopto Video in the main blue menu on the left.
From the file folder, Click and drag the video file (the .mp4) onto the main portion of the Panopto Video page (which will likely be populated with a list of other videos).
If you're over the right area, a small message should appear at the bottom that says "Drop videos to instantly upload to: [the Course Name]"
Let go of the mouse button to drop it into the Panopto folder.

The video will take some time to upload and process, but it is now in Panopto.

   How do I share a Panopto Video (e.g., a recorded Zoom meeting) with students on Canvas?

First, download the recording from Zoom (see  How do I download a recorded Zoom meeting from the cloud? ).
Second, upload the video to Panopto (see  ⁠⁠Using Zoom: Faculty Administrative FAQ⁠ )
Go to Canvas ( https://mycts.covenantseminary.edu  and log in, then click on Canvas, or use  this link  to go straight to Canvas).
Click the square for your course site.

Go to Modules and find the appropriate week.
(If there are no modules, please see  How do I build modules in Canvas?⁠  or tell your students to find the video by clicking the blue "Panopto Video" navigation button on the left side of Canvas and searching for the video.)
Click the gray +, at the top of the module for the week.
Click the dropdown at the top of the pop-up pane and select “External Tool” (instead of Assignments or Files or whatever auto-populated that drop-down menu).
Scroll down a bit and click Panopto Video.
Find and click the video (so that the little circle on the left gets filled in). This may take some scrolling or using the search box, but it might be the top-most video. (By default, your videos are sorted new→old by the creation date—the date/time it was uploaded to Panopto, not necessarily the date/time it was recorded.) If you are searching for your video, you'll have to hit the Enter key for it to start the search process.
Click the blue Insert button on the bottom right of that pop-up pane.
(optional) If you want to rename the video, scroll down so you can see the settings underneath the list of External Tools and change it in the Page Name box to whatever you'd like the title of the video to be in the Canvas module. (If you're reading this, please also Uncheck "Load in a new tab"—the preferred setting here at CTS.)
Then click the blue Add Item button on the bottom right of this pop-up pane. This will put a link to your lecture in a module item at the bottom of the module.
Drag it to where you want it in the module using the dot "handle" on the left of the module item.
Finally, make sure it is published by clicking the grey "" on the right of the item. The circle will turn green when it is published.

How do I delete recordings from my Zoom cloud?

Log in to Zoom (see  How do I access Zoom?).⁠ 
Click Recordings.
Click the checkboxes next to the recordings you would like to delete.
Click Delete selected (above the recordings list).

How do I use breakout rooms?

How do I share my screen?

  How do I make a short video to send to my students at the start of a week?

Set up your meeting as usual (see  How do I schedule a Zoom meeting? ) and start the meeting.
Although there will be no other people at the meeting, simply look at the camera and record your video (be sure your computer sound is on); the recording will happen automatically if you set it up as described. If not, click the record button on the bottom, and then choose where you want the recording stored—either locally or to the Cloud.
You’ll get an email once the recording has processed (if you do not, you can check your Zoom notification settings by going to Settings and Email Notification). To post this recording to Canvas to share with students, see  How do I share a recorded Zoom meeting with students on Canvas?⁠ .

• (Please keep all videos shorter than 10 minutes.)
• A quick recap of last week's learning goals/topics including the students' contributions from the previous week's Zoom meetings, discussion forums, assignments, etc.
• A quick overview of what to expect for this week - situating the week's content and learning tasks within the broader course, as well as connecting them to course goals
• (Relate the content covered in this week or last week to current events or a story from your life or ministry.)
• Include the times/dates of any Zoom meetings and when assignments are due
• Any needed reminders about upcoming assignments they should be working on or thinking about (e.g., don't forget that you have a quiz coming up in two weeks!)

How Do I Generate a Zoom Attendance Report?

Prerequisites: (you probably meet these)

• Pro, Business, Enterprise, Education, or API account
• Account owner or user with a  custom role  with access to view User Activities Reports
•  Role  with Usage Reports permission enabled
• Host of the meeting

Guide:

Sign in to the  Zoom web portal .
In the navigation menu on the left, click Reports.
Click the Usage Reports tab (it's probably selected already).
Click Usage.
At the top, use the following functionalities to sort the data by meeting:

• Search by time range: Select a time range (within a month) using the From and To fields, then click Search.
• Search by meeting ID: Enter the meeting ID in the search box, then click Search.
• Notes:
• The maximum report duration is 1 month.
• Report range: you can generate an attendance report for all meetings in a given semester (and even year), but, again, the reports will only span one month each, so you may have to generate multiple reports.
• Reports show information for meetings that ended at least 15 minutes ago.

Locate your meeting, then click the participant count (number) under the Participants Source column (which is probably on the right, so you might have to scroll over).
A list of internal and external meeting participants will appear. This will show you a list of meeting participants, including join and leave times.
(Optional)  Export the attendee list as a CSV file .

 How do I start my Zoom meeting?

By using the Zoom website:

Log in to Zoom Desktop App or Web App (see  How do I access Zoom?).⁠ 
You should see your scheduled meetings when you log in. If you don't, click on Meetings on the lefthand menu.
Either hover over the meeting name and click Start OR click the Meeting name and click Start at the bottom of the page.
A box may pop up asking if you want to open Zoom meetings. Click on Open Zoom Meetings.
If a box pops up as the meeting begins, press the button that says Join with Computer Audio.
Be aware that once you join the meeting, your video and/or audio may be turned on, and, as such, others may hear what you say and/or see what you do!

By using the Zoom app on your computer:

Open the Zoom app (it is blue, with a white video camera icon).
Sign in, if you are asked to (see the note under  How do I access Zoom?  for guidance on how to do this).
Click the meeting name in the lefthand column, then click Start (in the larger space to the right).
If a box pops up, press the button that says Join with Computer Audio.

By using the Zoom link you shared with your students:

Go to the Zoom link on your Canvas page that you shared with your students (see  How do I share a Zoom link with my students?⁠  for how to do this).
Click on your link to start the meeting.
You may be prompted to sign in. If so, please see  How do I access Zoom?⁠  for more information on what to do.
If a box pops up, press the button that says Join with Computer Audio.

 What do I need to know about running a Zoom meeting?

Audio/Video Controls

• In the bottom left corner of your screen, you should see a microphone icon. 
• If it has a red bar through it, you are muted, and others in the meeting cannot hear you talking.
• If it is tracking your voice with green, then others in the meeting can hear you talking.
• In the bottom left corner of your screen, you should also see a video icon.
• If it has a red bar through it, others in the meeting cannot see you.
• If there is no red bar through it, others in the meeting can see you.

Waiting Room

• The waiting room is automatically enabled on all Covenant Seminary Zoom meetings. However, if you wish to disable this feature, you can do so.
• To disable or enable the waiting room for one particular meeting:
• Go to the Zoom Website (see  How do I access Zoom?⁠ ).
• Hover your mouse over the name of the meeting you wish to change.
• Click Edit when that button appears.
• Be sure the box next to Waiting Room is unchecked. (Likewise, if you wish to turn on the waiting room, be sure the box is checked.)
• To disable or enable the waiting room for all of your meetings:
• Go to the Zoom Website (see  How do I access Zoom?⁠ ).
• On the lefthand menu, click Settings.
• Under Waiting Room, toggle the button on the right so that it becomes blue, which means it is turned on.
• There is no need to click Save--this change will be saved automatically.
• To see if anyone is in the waiting room, click on Participants at the bottom of your Zoom meeting. This will bring up a sidebar on the righthand side.
• If you see anyone in the waiting room, you can click Admit by the person's name.
• If there are multiple people in the waiting room, you can admit them all at once, if you like, by clicking the Admit All button above their names.

Chat

• There is an icon that looks like a comment bubble at the bottom of the Zoom screen. This allows you to send a written message to students.
• This is useful if:
• You are having technological difficulties
• You want to send students a link
• A student sends you a message and you need to respond.
• Tip: You can write a message to everyone, or to an individual. If you click on "Everyone," you can then go down to select a specific individual. Be sure you know who you are messaging before you push "Enter" to send your message.

Hosts/Co-hosts/Alternative Hosts

• By default, you are the Host of the meeting. This means you control the waiting room (needing to admit students when they join), and students may expect you to answer chat messages while you are teaching. You may also need to mute students who do not have their microphone muted, if there is a lot of background noise disrupting the meeting.
• Managing the waiting room and the chat may sound like too much. If it does, you may want to consider designating a student or TA to be the Co-host of the meeting (please be sure you have enough TA hours remaining if you want a TA to play this role). This gives that student the ability to admit other students from the waiting room. The student could also monitor the chat, perhaps collecting the questions that come in and sending them all to you toward the end of class, perhaps answering the question if you direct the student to do so.
• To make a student a co-host (this must be done DURING a meeting; it cannot be done before a meeting begins):
• Click on Participants at the bottom of the screen.
• Hover over the student's name and click More.
• Choose Make Co-Host.
• If you will have a TA leading one or more meetings, please let the Online Instructional Specialist know at least a week ahead of time, so that a seminary zoom account for the TA may be requested. Once the TA has a seminary-issued zoom account, you can make the TA an Alternative Host to your meeting, which will allow the TA to lead a meeting. To do this:
• Go to the Zoom Website (see  How do I access Zoom?⁠ ).
• Hover your mouse over the name of the meeting link which your TA will use to lead a meeting.
• Click Edit once that button appears.
• Scroll down to the bottom and click Show next to Options.
• Type the TA's seminary staff email address in the Alternative Hosts box.
• Click Save.

Screen Sharing

• To share your screen, click on the green arrow button at the bottom of your screen, near the center.
• Then select which app or desktop to share (Word Doc, Browser window, iPhone/iPad, etc.). If sharing a document, the document should be open before you try to share it.
• If sharing an iPad, this will not work on the seminary campus due to firewall settings, but should work on any other network (though you may need an IT staff member to make it possible). If you do share an iPad or tablet or any other device, it's recommended that you have the specific app/document you want to share open already before you share it.
• If you want to share your computer's audio, select the "Share sound" box under "Options" on the right side of the share panel (before moving to the next step).



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• Then click the blue Share button in the bottom center of that window to start sharing.
• To stop sharing, hover your mouse over the small green "share bar" (which might be near the top center of your screen), and click on the red Stop Share button.
• ( If you want more info or a video tutorial, click here for Zoom's full screen sharing guide )

Breakout Rooms

• Breakout Rooms allow you to break students into smaller groups for discussion. You can visit each group, invite the students back into the larger group zoom meeting, randomize groups, etc. 
• Before you start your Zoom meeting, go to Settings, and scroll until you find the In-Meeting (Advanced) section.
• Breakout Room should be the third option under that section. Toggle the button there so that it turns blue.
• If it is not already checked, check the box underneath next to Assign participants to breakout rooms when scheduling, and click Save (this allows you to choose who is in each group; if you want random groups always, you don’t need to check this box).
• Other boxes are already automatically checked: Broadcast message to participants and Broadcast voice to participants. If you wish, you can check the box beside Allow host to view activity statuses of participants in breakout rooms (e.g., share screen, reactions). Be sure to click Save.
• Then, when you open your meeting, you will see a set of four squares at the bottom of your screen, along with the words Breakout Rooms.
• Clicking this will bring up a box that allows you to choose the number of rooms (so, if you want three groups, you change the number to three).
• Choose whether you want to assign the groups automatically or manually (automatically is default).
• Then click Create Rooms, and follow the prompts from there.
• For more: 
•  Setup breakout rooms on Zoom  (Video tutorial from Jessie Swigart)
•  Getting started with breakout rooms  (Video tutorial from Zoom)

Ending Your Meeting

Other tutorials and resources

•  Running a Zoom meeting 10 minute video 

Troubleshooting

My or my student's sound doesn't work

• Check to make sure that you are not muted (look in the bottom left corner of your screen). If you are muted, please un-mute yourself by clicking the microphone button.
• If you are not muted, try muting yourself and then un-muting.
• If that does not work, make sure you are using the correct microphone and speakers.
• Next, try leaving the meeting and re-entering the meeting.
• If it still does not work, call the number in the Zoom invitation from your phone to join the audio that way.
• (If it is a student who is having issues, you can send them the instructions in the above bullet points.)

My or my student's video isn't showing up

• Check to make sure your video is turned on (look in the bottom left corner of your screen). If your video is turned off, please turn it back on.
• If your video is turned on, and it is still not working, click the arrow next to the video button to see that the correct webcam is selected. You can also view your video settings there.
• If none of that works, please try leaving the meeting and re-entering the meeting.
• If your video still does not work, but you can see your students, try to hold the meeting as usual.
• (If these issues are happening for a student, not you, please send them the above bullet points.)

Some students appear to be missing in Zoom, though they say they are actually present

If all else fails...