Zoom for Instruction FAQ
Instructors: For Zoom support please email firstname.lastname@example.org
Go to berkeley.zoom.us and click on the Sign In button. The CalNet Authentication Service screen will open where you can enter your CalNet ID and Passphrase, then click Sign In.
The desktop client ("app") will download automatically when you start or join your first Zoom meeting, and is also available for manual download from the Zoom Download Center.
Check for Zoom updates every two weeks.
Go to https://berkeley.zoom.us/profile. User Type: Licensed means you have a "Pro" account. If it doesn't say Licensed, try signing out and signing back in.
Your existing Zoom Pro account supports up to 300 student participants in a meeting. Webinar is an add-on product that is only needed for class events of greater than 300 participants. If you need Webinar for a 300+ size course, please send an email request to email@example.com and include your course name and number.
All UC Berkeley students should sign in at berkeley.zoom.us to access their Zoom Pro account. Only the meeting host/organizer needs a Licensed Zoom account if the meeting is scheduled with the security authentication set to “Any Zoom user”.
Students are encouraged to download the Zoom app to their computer or mobile device, and join meetings through the app rather than their web browser. Using the app, rather than the browser, allows students to be assigned to Breakout Rooms.
The default security setting for UC Berkeley allows any Zoom user to join Zoom meetings.
When scheduling a meeting, the account owner has the option to change the security authentication from “Any Zoom user” to “UC Berkeley students only” or back again.
If a recurring meeting needs to be changed from only Berkeley users to allow any Zoom user, you must select “All” occurrences of the meeting. If you select a single occurrence you will not have the option to make the change.
You can share the meeting invitation prior to the meeting (email, text, etc) or invite someone during the meeting next to the “Participants” button at the bottom of the screen.
For security purposes, we do not recommend using your Zoom personal meeting ID. Once you give out your personal meeting room ID or opt to generate a meeting that uses your personal meeting room ID rather than a unique ID, it is possible for anyone with the link to join at any time. When you schedule a meeting and generate a unique link, only people invited to that meeting at that time can access it.
In an effort to avoid “Zoom-bombing”, where an individual (usually not a member of the class) uses a link to a meeting that was shared publicly to join and share violent or disturbing imagery. For this reason we generally suggest not sharing your personal meeting room ID with any other than close collaborators. Berkeley’s Information Security Office has more information on their website.
Yes, an integration that allows you to schedule meetings from within bCourses is available. Instructions on enabling and using the integration are available here.
If scheduling meetings on your bCourses calendar is not essential, you may prefer to schedule directly from the web (berkeley.zoom.us). Note that students do not see the Zoom link in the course navigation menu that is displayed to instructors, and must navigate to their bCourses Calendar to access links to meetings you create using this integration.
If you are recording a lecture using Zoom or want to host private meetings (e.g. office hours, group project consultations, etc.), Zoom integration will not fit this need because all students in the class will receive the link providing access to the meeting. Review documentation on how to record and distribute lectures via Zoom and schedule private meetings with students via Zoom.
Review documentation on sharing your Zoom recordings using Kaltura or Google Drive and bCourses. We recommend using Kaltura for transferring videos to bCourses. Directly loading video files to bCourses has limitations on storage capacity, and upload/download speeds.
The easiest way to tell who joined your meeting, when they arrived and when they left is with the Usage report.
You will be able to produce a report of who attended via computer or tablet. Students dialing in by phone will not have access to registration or polling features, and their phone numbers will either not be available or will appear as (area code)****(last three numbers) due to FERPA concerns. The number of students dialing in by phone tends to be very small, and we recommend making alternative arrangements open to them.
To generate a report of the attendees, sign into berkeley.zoom.us, click on “Reports” in the left hand navigation, and select “Usage.“ Select the date range and click “Search”. To view the meeting participants, identify the desired meeting, and click the number in the column “Participants.”
To generate a file, click “Export.” There are a few considerations to keep in mind when using this option:
Alternatively, you may utilize a poll or polls to take attendance. In this case you can generate a report of who participated in a poll along with their answer, but not the other details in the Usage report.
Zoom Guide: Polling for Meetings
When you are holding a live session in Zoom you can identify students who have joined the session; Zoom offers directions on their website with screenshots. San Jose State University created a YouTube video on managing students in a Zoom session and interacting with them utilizing “poll” settings.
If an individual has joined who is being disruptive, Berkeley’s Information Security Office has a list of options you can use to deal with the situation and to prevent it from happening again.
When you schedule a meeting, open the “Advanced Options” and you will see a field where you can add an “alternative host.” Add the email address of the person(s) you’d like to have co-host the meeting. Note that your co-host will need to have a pro account to be added.
This will be a matter of personal preference. In order to view your “main classroom” and chat area at the same time you’ll navigate to the bottom of your screen and locate “chat.” See this view for a two-step scenario.
If you have two monitors you can enable the dual-monitor display feature. See this Zoom help article for more information: Using Dual Monitors with the Zoom Desktop Client.
Students can raise their hands by going to “Participants” in the Zoom meeting toolbar, available whether they join via the Zoom app or via browser. Beyond raising their hand, there are lots of options people might select (e.g. Yes, No, Break Requested, etc). However, many instructors have reported that it's hard to pay attention to this feature while lecturing and that this feature does not indicate the order of who raised their hand. As an alternative, you might ask students to share their comments and questions in the chat.
When you’re the host of a meeting, you will see “Manage Participants” in the Zoom meeting toolbar. When you open that window, you will see a list of participants and the hand icon next to their name when they raise their hand. Depending on how you are viewing the meeting participants windows, you will also notice that a hand appears in the corner of a participant’s video window when they are raising their hand. However, note that the raised hands aren’t ordered so you won’t know who raised their hand first. As an alternative, you might ask students to share their comments and questions in the chat.
You may find this information from Zoom on “In-meeting chat” (meaning synchronous chat in Zoom) useful. How you take queued questions during a live-streaming course will vary based on personal preference. You can ask students to put their questions in the chat area and they will be ordered (from top to bottom) based on questions asked first to last. You might also choose to share a Google doc during class and have students enter their questions there. Be mindful that students may be accessing your course on their mobile device and will consequently have a smaller viewing screen in which to toggle. You might also consider assigning a student to track the questions/comments to limit the potential that you become distracted while trying to deliver course content.
When a student, staff, or faculty member sets up their Zoom account through berkeley.zoom.us, this is automatically connected to their CalNet ID and Berkeley email address. However, anyone can change personal details, including their name, on their account profile. The profile information will appear by default when a participant enters a Zoom meeting and cannot be changed by the meeting host.
Within a Zoom session, participants have the ability to change the name associated with their thumbnail and chat messages just for that meeting unless this is disabled by the meeting host. To disable this (recommended), please follow these steps:
Note that this setting can be changed even when there are no participants in the session so it may be a good idea to do this in advance of your class starting.
See Community Norms below for more information.
After you start the meeting, you will see a green button that says “Share” located in your meeting controls, at the bottom of the Zoom window. Click it and you will see options for your windows. The window outlined in green is what is selected. You can choose any window you want. If you have a PowerPoint slide deck and you’ve already opened it, you can select to only share that on your screen. If you think you’d like to show many different windows (i.e. jump from your slides to a website to a video on YouTube) then you may want to share your entire desktop. Keep in mind if you do opt to share your entire desktop to “clean it,” removing any personal items before sharing. You can read more about how to share your screen and the functions available in Zoom’s guide on sharing your screen.
Students will see whatever window you’ve shared with them on your computer and what is being recorded from your video camera. It is outlined in green. This means that they will still see your face and the space you are in if you are recording from your computer’s camera in addition to anything on the screen. You can turn off your video if you do not want students to see your face while sharing your screen.
Note: when the instructor first shares their screen with students, by default the Zoom application will suddenly switch full screen in the student view. Students will need to exit fullscreen (Click “View Options” controls at top, center) to do other computer activity. Students can prevent their display from automatically going into full-screen mode in the Zoom app, by selecting Settings -> General and unchecking “Maximize Zoom window when a participant shares their screen”.
By default, only hosts can share their screen. If you wish for students/participants to be able to share their screens, you can change this by clicking the “^” menu next to “Share.” Select “Advanced Sharing Options” and change “Who can share?” from “Only host” to “All participants.”
Once participants have been given access to screen sharing, this quick video from Zoom shows how your students can share their screens as long as they’re using the Zoom app.
Yes, please see following guide:
Zoom Guide: Using annotation tools on shared screen or whiteboard
Yes, you can share your tablet screen just like you would your desktop after you begin a meeting. In order to do so, you will need to have downloaded the desktop client (“app”) on your tablet or phone. Review the directions from Zoom on iOS Screen Sharing with the Zoom Desktop Client.
There are several ways to troubleshoot this concern based on the precise problem being encountered. First, confirm that your students are accessing the Zoom meeting via the Zoom app (and not just copying and pasting the meeting link into their browser without having installed the application first). You can also share this resource on “Sharing computer sound during screen sharing.”
You can take control of another person’s screen in a meeting. Review Zoom’s guide on how to request or give remote control. When a student shares their screen, you also have the ability to use the annotation tool to draw on their screen without needing remote control. Review Zoom’s guide on using annotation tools on a shared screen or whiteboard. Note that you only have access to their shared screen, not their entire desktop.
Zoom Guide: Using annotation tools on shared screen or whiteboard
By default, Zoom audio is optimized for speech and assumes one person speaking at a time. As a result, the audio may sound garbled or not represent the full range of sound if you are playing music or a video. To override the default, you will need to change your meeting settings to “Enable Original Sound.”
This video from the Royal Academy of Music in London guides you through this process and includes many helpful tips: https://www.youtube.com/watch?v=50NoWIiYECA. The video also shows you how to get the best audio when screen sharing.
Sharing video and audio during a Zoom session is possible; however, playback quality for viewers may be poor. It's recommended that video content be shared outside of the Zoom meeting, via a link in bCourses. An announcement can be sent to students instructing them to watch the video before class for example.
To share video and audio from your computer, first, click on the “Share” button in your meeting controls. You will see the windows available for sharing, including the video if it is a file open on your computer or a streaming via a website. At the bottom of this window, there is an option “Share Computer Sound.” Click on the box next to this before sharing your screen, ensuring the audio from the video will be heard. Note that you will need to have administrative access to your computer to allow Zoom to access the audio functionality. You can read more from Zoom about sharing your computer sound during screen sharing.
By default, screen capture is disabled on the Mac when a DVD is being played, to prevent piracy. To get around this, download a media player such as VLC and use this to play your video instead of the default Mac media player. For instructions on how to play a DVD or other file, please refer to the VLC instruction guide: https://wiki.videolan.org/Documentation:Open_Media/.
Search your computer for the “Zoom” folder where your video files are being saved; this is where you will direct Quicktime when you open the file you want to edit.
The default location is usually in the Documents folder:
On a mac, you can use Quicktime to trim extraneous video at beginning and end:
How to Use Quicktime Player (skip to Edit section)
On a PC, you can use Windows Movie Maker or Video Editor: https://berkeley.service-now.com/kb?id=kb_article_view&sysparm_article=KB0010677
Yes. By default, pressing record will provide you with both a video (with sound) and audio only file. However, you can change these defaults: https://support.zoom.us/hc/en-us/articles/201362623-Changing-Settings-in-the-Desktop-Client-or-Mobile-App
By default, participants cannot record a meeting. Yes, participants can record the meeting via Zoom. You can enable this option in a meeting by selecting the student from the participants menu, and selecting the “allow record” option.or disable this feature by going to berkeley.zoom.us, logging into your account, and then clicking on “Settings” in the left navigation. Within “Settings,” click on “Recordings” at the top of the window. That will take you to the recording settings section for your account. You will see under “Local Recordings” the option “Hosts can give participants the permission to record locally.” If you want students to be able to record your live sessions themselves, then check the box. If you don’t want students to be able to record your live sessions, then uncheck the box. Any time you make a change, be sure to click “save” before leaving the window.
A Zoom video file is 200MB for one hour. Note that bCourses’ file upload limit is 500MB, whereas the file upload limit is much greater for Google Drive. Upload your files to Google Drive and then share those links with your students in bCourses.
Unfortunately, existing Course Capture users cannot publish Zoom recordings or any other videos to their private channel. Course Capture only supports content captured in the classroom. Please review documentation on sharing your Zoom recordings using Google Drive and bCourses. (Beginning in Fall 2020, a new Course Capture tool will allow instructors to manage and distribute video from multiple sources into a single tool within their bCourses site.)
For recording your lectures, a laptop mic should be fine, but a dedicated microphone will always be better. Even a cheap headset mic will get the microphone closer, which will result in much better audio quality. Many UC Berkeley staff and departments use the Logitech H390 USB headset, which is widely available for $20-25 and is compatible with all Windows and Macintosh computers with USB-A devices.
This resource developed by staff and instructors at St. Marys College includes some helpful ideas for creating community and setting guidelines. It also mentions important considerations when teaching online. Another resource cautions against setting overly ambitious expectations for yourself and your students during a time of emergency.
Unfortunately, there have been reports of inappropriate behavior by students as well as by unauthorized users during open Zoom sessions.
To prevent unauthorized and unwelcome participants from joining your Zoom session, make sure you do not share Zoom meeting links publicly. Publishing links to your bCourses site is your best bet, since that is only accessible to enrolled students and this is where students are likely to look for connection information. Some instructors also require a password for their Zoom sessions, but privacy and security concerns need to be balanced against access / accessibility.
Unique meeting IDs can also be used (see Meeting Options above).
To prevent students from changing their screen name, see above.
To turn off the meeting chat, see this documentation from Zoom: https://support.zoom.us/hc/en-us/articles/115004809306-Controlling-and-Disabling-In-Meeting-Chat
The Berkeley Information Security Office has shared additional measures for security concerns. More information can be found on their website: https://security.berkeley.edu/resources/cybersecurity-and-covid-19/settings-preventing-zoom-bombing
To note, certain security settings (e.g., disabling the chat, or disabling file or screen sharing), will limit teaching approaches and activities. Instructors should consider the security settings that best fit their course.
In addition to the technological solutions listed here, it is always a good idea to set ground rules for class behavior and remind them (verbally and in writing) of appropriate expectations. Here is some sample language you may want to include in an announcement or on your bCourses site1:
This is a difficult and challenging time for everyone, and so I would like to remind you all to treat your classmates with compassion and care during remote instruction meetings. For example, when you choose your screen name, and as you participate in online chat sessions, think empathetically about the effect your choices and comments have on others, just as you would if we were all in the same physical classroom.
1This example was provided by UC Berkeley faculty: Swupnil Sahai, Ramesh Sridhara, and Sharon Inkelas.
Some US states (including California) are “two party” or “all party” consent states, which require the permission of both or all parties involved in a recording. Students participating remotely may be coming from a variety of states (or countries).
Zoom always notifies participants when the session is being recorded. You can also explicitly require consent to be recorded via Zoom if you so choose, but students who do not consent will be denied access to the meeting, so we suggest its use only after you’ve communicated with your students, given them a chance to express any concerns, and come up with a mutually agreed-upon plan for their participation.
Before requiring students to attend any synchronous, recorded Zoom sessions, we recommend that you inform them how you intend to record, use, and share video. You may also consider giving students options to participate without having their image or voice recorded, such as allowing them to attend with no video or audio, and the option to pose questions only in the text chat window. Because you can start and stop recordings in Zoom at any time, you can choose to include unrecorded time throughout your Zoom session, giving students an opportunity to discuss topics or ask questions that they do not wish to have recorded.
If you upload the Zoom recording file to a Google Drive with appropriate privacy settings and distribute the link via bCourses, this will limit access to the video to students in the class. Because Zoom recordings contain FERPA-protected information about the students enrolled in your course, it is important to distribute links using bCourses, or another method that restricts their visibility to only those students and staff who are associated with your course.
You will also want to be clear with students about your expectations for recorded content. They are free to share these recordings with other students in the class, and with DSP, but all other sharing should be restricted. In the case of a synchronous unrecorded session, remind them that they should treat the session like a conversation in the classroom, and should respect each other’s privacy the same way.
Making your lectures public is not recommended as a means to make lectures available to your students. Instead you should use UC Berkeley’s Google Drive and bCourses for this purpose (see Sharing Zoom Recording: Google Drive + bCourses to learn how to easily share videos using these supported tools.)
Student privacy, accessibility requirements for public instructional content, and copyright issues are among the many issues associated with sharing video publically.
Posting videos or other content via non-supported tools that make that content open to the public and present accessibility barriers (e.g., YouTube, Vimeo, etc.) is prohibited.
Similar fair use rules apply to content shared within bCourses and behind the CalNet login. It’s essentially the same fair use argument whether you are showing a video in class or online with a restricted set of students in a time constrained manner (public sharing of video is a different matter). To learn more please visit our Library’s copyright page:
UC Berkeley Library Copyright & Fair Use: https://www.lib.berkeley.edu/scholarly-communication/copyright/basics
Unless they used exceptional University resources to create course materials, faculty own the copyrights in the course materials they create. That means that only the faculty member and anyone to whom the faculty member has granted permission may reproduce, distribute or display (post/upload) course materials.
Exceptions to the above are:
Please see DSP, LOAs and accommodations for your students.
Captioning is only needed if you have students with a letter of accommodation (LOA) requiring captions. In this case, the Disabled Students Program (DSP) provides instructions and resources for captioning. Please see DSP, LOAs and accommodations for your students for more information.
Zoom offers this short (2+ minutes) video on creating breakout rooms. It’s important to note that students need to access your Zoom session via the Zoom app (either on their desktop or via the mobile version) in order to participate in breakout rooms.
See also this more detailed guidance on using breakout rooms, including creating pre-assigned breakout rooms.
In order to use the Course Capture service, your class must be in a room that is Course Capture (webcast) capable: What classrooms are enabled for Course Capture (Webcast), and what are their capabilities? (See If I Have a Course Capture Room, Can I Still Record My Lecture to an Empty Classroom?)
This is not the default option for the course capture service. There may be some way to create a separate course site for a restricted set of students. But this is extra effort for all involved, so not recommended unless you have a strong argument for doing so.
Past course capture recordings are available for re-use. Go to coursecapture.berkeley.edu (CalNet login required). Search by course name or year/term for past course capture videos. Copy video link. Share link in bCourses