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Zoom for Synchronous Instruction

Zoom Accounts

GW Law faculty can use a GW Law Zoom account to deliver lectures.   Your GW Law Zoom account uses your GW Law Google account for authentication.  You can choose to associate your personal Zoom account with GW Law by using the SSO option.  Please follow these instructions to activate your GW Law Zoom account.

Accessing your GW Law Zoom account

There are several ways to access your GW Law Zoom account.

  1. through your MyLaw Portal course site [scheduling and joining lectures]

  2. through the GW Law Google apps menu [to access the settings dashboard]

Zoom App

Desktop client installation is required to access all of Zooms features.  Please follow these instructions to install the app.

Scheduling a Zoom Lecture

All lectures related to a GW Law course must be scheduled using the MyLaw portal in order to be automatically made available to all students within the course. Meetings scheduled outside this portal will not be automatically made available for all students in your course.

 

  1. Log in to the MyLaw portal, either using the nine-dot Google Apps menu or Google Dashboard or directly at my.law.gwu.edu

  2. Select the course you want to schedule meetings for along the right side of the page.

  3. Click the Join Zoom Lecture button

  4. In the top right corner click Schedule a New Meeting

  5. Fill out the form using the following guidelines

    1. Topic: Your course name is auto-populated here. Do not delete the title but you may add on (ex: 9999-10 Web Portal Law Week 1 Lecture 1). The Office of Instructional Technology uses your Course Number and Section Number to permission academic recordings for students to view.

    2. When: The start time as defined by the schedule of classes for the first course meeting. You can edit the start time down to the minute by clicking on the box and manually typing in the time. Ex: 2:05 PM

    3. Duration: The length of time your lecture is scheduled to last according to the schedule of classes.

    4. Recurring Meeting: Check this box if you are scheduling for the entire semester. 

      1. Recurrence: Select Weekly

      2. Occurs On: Choose the days of the week you would like this meeting to recur on

      3. End Date: The last day of the semester in the Law School is 04/14/2021

    5. Registration: Do not check

    6. Security: We do not recommend changing the password, it is unnecessary for meetings scheduled through the MyLaw portal.

      1. Waiting Room: For course meetings, we do not recommend using the waiting room. Leaving this box unchecked will allow attendees into the meeting automatically without requiring any action on part of the host.

    7. Meeting Options: We do not recommend changing these options. If you do not want a meeting to automatically be recorded and sent to your class folder, you may uncheck Record the meeting automatically in the cloud

    8. Alternate Hosts: If you have a teaching assistant or other user you would like to assist with managing you meeting, enter their @law email address here to give them host permissions.

  6. Select Save to save your meeting.  Students registered for your course can now access this meeting by using the Join Zoom Lecture button on the MyLaw course site.

  7. For additional assurance, share the link with students registered for your course by using the instructions in the next section.

    1. Zoom - Schedule a Meeting Settings

 

Managing a Zoom Lecture

On the following page, you will see all the details of your meeting

  • Time: Shows the details of your meeting. If the meeting is recurring, you will see the option to See all Occurrences. Here you can delete meetings from specific days.

  • Add to Calendar: Optionally, you may add an event for this meeting to your personal Google Calendar, Outlook Calendar, or Yahoo Calendar. *If you get an error message, you may need to log in to your Zoom.com profile and authenticate your Calendar under Calendar and Contact Integration.

  • Invite Attendees: This is the direct link to share with outside attendees. You may also Copy Invitation for full instructions to send out. *If the meeting recurs, this link will not change for future meetings, proceed with caution when sending invitations to non-GW Law attendees.

  • Polls: Polls may be created in advance using the Add button at the bottom of this page.

Zoom Manage a Meeting

Zoom Settings Dashboard

You can access the dashboard for your Zoom account by logging into your GW Law email and using the nine dot Google Apps menu.

Meetings Tab

Ignore Schedule a New Meeting  Do not start a meeting from the Settings Dashboard

Edit Settings for meetings scheduled in the future and create polls in advance of a meeting.

Use the Zoom Settings Dashboard to view your upcoming and previous meetings.

DO NOT schedule a class lecture from the Zoom Dashboard.

To edit settings, click on the link for the specific meeting under the Topic column in the meetings list.   See sections herein for detailed instructions for specific settings.

Settings Tab

You can also use the Zoom Dashboard to review settings for Meetings, Recordings, and Telephone.  Many settings are configured at the institution level and not available at the account level.  Contact lawit@law.gwu.edu to arrange support for individual settings.

Reports Tab

Two types of reports are available.

  1. Usage: View Meetings, Participants, and Meeting Minutes within a specified time range

  2. Meetings: View registration reports and poll reports for meetings

Joining a Zoom Lecture

All Zoom meeting links for your courses are hosted and managed by the MyLaw portal. Make sure you are signed into your Law School Google account prior to accessing your MyLaw portal or make sure you know your Law School credentials.

 

  1. If you are signed in with Google, you may use the nine-dot Google Apps Menu and find MyLaw or you can go directly to my.law.gwu.edu

  1. On the right side of the page, you will see the courses you have registered for, click on a course.

  1. Click the Join Zoom Lecture button in blue on the right side of the page.

  1. You will see a list of all meetings related to the course you selected. Click Join next to the meeting you would like to join.

  1. A new page will open to launch the meeting. If you have the Zoom app installed on your computer, you will be prompted to open Zoom.us. If you do not have the Zoom app installed, you will need to download and run Zoom

  1. Once you the application opens, you will either join the meeting if your professor has opened the room or you will see a dialogue box that says Waiting for the host to start the meeting.

  1. You have now joined your lecture.

Recording a Zoom Lecture

All Zoom lectures, created using the links on the course sites in the MyLaw Portal, are set to auto-record.  Once the lecture ends, it is sent to the Law School's media server and made available to all students registered in the course. This process of making recordings available is subject to processing times, plan for overnight processing. When you end your lecture, simply End the Meeting for all and your. recording will be stopped.

If you stop the recording and need to restart it during the same lecture, click the Record button in the menu bar, then select Record to the Cloud.

Basic Zoom Controls

Zoom Bar

Button Action Description
Zoom Mute Button Mute

To disable/enable your microphone, click on this button.

Upon entry to your lecture, all students are muted by default.  Inform your students when you will allow them to unmute themselves.

Zoom Stop Video Button Video To disable/enable your webcam, click this button.
Zoom Security Button Security Provides you information about the session encryption.
Zoom Participants Button Participants View the list of participants in your class session. 
Zoom Chat Button Chat Send a message to one person (private chat) or to all participants
Zoom Screen Share Button Share Screen Share your desktop (everything you have open) or select a specific application to share (e.g., Microsoft Word)
Zoom Polling Button Polling Create Polls to use in your Zoom sessions. You can create them on the fly or before your class session from your Zoom Service Dashboard
Zoom Pause Stop Recording Button Recording Use these buttons to either Pause or Stop your session recording.
Zoom Breakout Room Button Breakout Rooms Create Breakout Rooms in the middle of your live session.
Zoom Reactions Button Reactions Add non-verbal emoji reactions to the session.

 

Advanced Zoom Controls

Speaker View v. Gallery View

Each Zoom account can choose their personal view of the Zoom session.  The view selector is at the top right of your screen.

Speaker View displays only the person speaking in the main display box.  All other participants are displayed in the top panel.

Zoom Speaker View Button

 

Gallery View displays thumbnalis of participants in a grid pattern.  Dependnng on your computer, you can display up tp 49 participants in a single screen.  For meetings with more than 49 participants, there will be multiple gallery pages and scroll arrows to display those pages.

Zoom Gallery View Button

Assigning a Co-Host for a Zoom Lecture

Co-hosts can be assigned in-meeting or in advance of a meeting. The screenshot below shows how to make a participant a co-host using the participants list in-meeting. To make someone a co-host in advance of a meeting, use the nine-dot Google Apps menu to login to Zoom, edit meeting details, and assign co-hosts using their @law.gwu.edu email. Images of this process are at the top of this guide under How to schedule a Zoom lecture.

Zoom Assign CoHost Function

 

Managing Zoom Participants

Zoom Managing Zoom Participants Menu

Chat in Zoom

Zoom Chat Menu

Screen Sharing in Zoom

Zoom Screen Share Button

 

Zoom Screen Share Menu

Polling and Breakout Rooms

If you would like to use lecture specific settings such as pre-defined polls or breakout sessions you should schedule the lectures in advance.

To create polls in advance:

  1. Use the instructions above to schedule a course meeting through the MyLaw portal.

  2. Go to your Law School email and click the nine-dot Google Apps menu in the top right of the screen, click Zoom. Alternatively, you can go to law-gwu-edu.zoom.us and sign in with your LawID

  3. Once you are in your Zoom profile, go to Meetings on the left side of the page

  4. Find the specific meeting you would like to edit and click on the title of the meeting, it should be linked in blue

  5. Polls can be created at the bottom of this page

 

 

To create breakout rooms in advance:

  1. To continue to pre-assign breakout rooms, click Edit this Meeting

  2. Under Meeting Options, check the box marked Breakout Room pre-assign

  3. Create Rooms allows you to manually create rooms here in Zoom, if you feel comfortable with CSVs you may click Import from CSV

  4. To pre-assign breakout rooms you need each participants @law.gwu.edu email address

  5. Click Save in the Breakout Room Assignment window if you create rooms manually

  6. Click Save once more to make sure all changes are applied to the meeting.

 

Create polls during a Zoom session

Zoom gives hosts the ability to create and distribute a poll during a Zoom session.  Once the host ends the poll results will display for all participants.

Zoom Polling Function

Zoom Polling Form

Creating breakout rooms during a Zoom session

Breakout rooms allow a host to place participants into smaller groups. This can be useful for small group discussion and activities. Breakout rooms are controlled and managed by the host.

The host can accomplish this using the breakout button on the toolbar.  The host then defines how many rooms to create.  The host can manually define which participants go into which room or allow Zoom to automatically place  participants in rooms using a randomizer.

Zoom Breakout Room Sorter

Creating breakout rooms in advance

The host can accomplish this through the Zoom Settings Dashboard. This process is detailed at the top of this guide.

Things to know about breakout rooms

  • meetings being cloud recorded only record the main room regardless of what room the meeting host is in.

For more details about breakout rooms, view the Zoom Breakout documentation.

Office Hours

We recommend using Zoom to hold office hours to minimize the need for other tools. While you are welcome to use other meeting tools if you feel comfortable using your own service, the instructions below will help you choose the right settings when scheduling a meeting through the MyLaw portal. Please use the instructions above to schedule your office hours and change the referenced settings below. Office hours need to be scheduled through MyLaw to be accessible by all students.


By choosing to use Zoom for office hours, you have the ability for certain restrictions and options.

  • If you want private office hours for one-on-one meetings, you can enable the waiting room to restrict who is allowed in and admit them when you are ready, follow these settings:
    • Topic: You may change the Topic name for the meeting as you wish. We recommend adding 'Office Hours' to the end of the course name for both you and your student's references.
    • Waiting Room: Check the box to enable the waiting room. For more information about the waiting room feature click here.
    • Meeting Options: Uncheck 'Record the meeting automatically in the cloud'
  • If you want to conduct office hours as a open forum discussion available to the entire class, follow these settings:
    • Topic: If you would like office hours recorded and shared with the entire class, leave the course number and name in the Topic and append 'Office Hours'. If you do NOT want office hours recorded and shared with the entire class, you may change the Topic name for the meeting as you wish
    • Meeting Options: Check or uncheck the 'Record the meeting automatically in the cloud' button as appropriate.