Zoom Frequently Asked Questions

Below are answers to some common questions about using Zoom for remote teaching. The responses are grouped into sections:


Scheduling & Creating Zoom Meetings

How can I take advantage of the additional settings available at Cornell.zoom.us, but still have my meeting associated with my Canvas course?

Zoom sessions created in Canvas and created on the Zoom website have different settings. There are two ways to take advantage of the additional settings available at Cornell.zoom.us while still having the meeting associated with a Canvas course:

  1. If you create a Zoom session through your Canvas course, you can then visit Cornell.zoom.us and edit the settings for that meeting. The meeting and its modified settings will remain associated with the Canvas course.
  2. If you create a Zoom session at Cornell.zoom.us, you can import it into a Canvas course. After creating the meeting, follow these steps:
    1. copy the Meeting ID
    2. go to Zoom within the Canvas course
    3. click the three dots at the top right of the Zoom page to display additional options
    4. click Import meeting from the drop-down menu
    5. paste the meeting ID into the text box displayed
    6. click the blue Import button

You will now see your meeting (created at Cornell.zoom.us) in Zoom within your Canvas course.

 

How do I allow multiple presenters in my Zoom session?

In a Zoom meeting, the host can choose other participants as co-hosts (view co-host permissions) or they can allow all participants to share their screens. 

  • Set a co-host by clicking Manage Participants from the Zoom menu bar, hovering over the name of the participant, clicking the More button, and clicking Make Co-Host.
  • Allow participants to share their screens by clicking the arrow next to Share Screen in the Zoom menu bar, clicking Advanced Options, and choosing All Participants under Who can share?

How do I invite a guest speaker to a Zoom session?

  • If you have turned on the waiting room, you can just share the Join URL with the speaker and then allow them entry once they appear in the waiting room. Once in the room, you can make them the host or co-host from the Participants tab (see the question above on multiple presenters).

  • If the speaker is not a Cornell user but still has a Zoom account, you can set the meeting to only allow users authenticated via Zoom sign-in.
  • If your guest speaker does not have an existing Zoom account, you cannot use authenticated sign-in.

How do I make sure all students participate in Zoom sessions?

To give all students an opportunity to participate, request chat participation with a purpose. You can also use web-based iClicker questions; ask them to "raise their hands" in response to a question, or use breakout groups for them to discuss something and then report back to the class.

How can I take attendance in my Zoom meeting?

Zoom keeps a record of participants, their join and end times, and the duration of time they spent in a session.

  • For Zoom meetings scheduled through Canvas, you can find this information by entering the course and going to Zoom. Select the Previous Meetings tab and then click Report next to the session for which you want a report.
  • For any Zoom meetings, you can find this information by going to cornell.zoom.us and logging into Zoom. Click Reports on the left, enter the timeframe in which the Zoom session occurred and click the Select button. Click the number in the Participants column to the right of the session for which you want a report.

How can I use Zoom to hold office hours?

The waiting room function makes it possible for you to meet privately with individuals or small groups of students. Learn more about holding office hours with Zoom. The waiting room will list students in the order they entered, with the first to enter at the top of the list, and the last to enter at the bottom.

How do I use polling in my Zoom session?

To use polling in Zoom, you will need to go to Cornell.zoom.us to verify that polling is activated in the settings for your meetings. You will then need to create the polls you want to use before the Zoom session. Once in the session, there will be a Polling option in the Zoom menu bar and you can choose which poll to launch. Learn to use polls in Zoom.

Can students create group presentation recordings?

Yes. By going to Cornell.zoom.us, students can create their own Zoom sessions. They can then share these sessions with group members, allowing each member to share audio, video, and their screens. It is recommended the host student records this video to their computer, do any necessary editing, and then upload the video via Kaltura. Learn to submit a video to Canvas via Kaltura.

How can I keep my slide presentation visible to students while they are in a Zoom breakout room?

When you move to a breakout room you don’t see the shared screen anymore. One option is to post a pdf of “reference slides” before class. Then students can look at the pdf when they are in the breakout room. One person in each breakout room could even share their pdf viewer window.

What do I need to know if I’m using Zoom outside of Canvas?

When using Zoom outside of Canvas, you will need to manually share the Join URL with your students, because the Zoom session will not appear in the Zoom tab of the Canvas course or on the course calendar.

What if I have a class of over 300 students, do I need a special zoom session/license?

Yes, a standard Zoom session is capped at 300. If you need a larger capacity meeting, please contact CIT.

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Recording Meetings

Are there any limits on file size for cloud recordings of Zoom sessions? 

Cornell’s agreement with Zoom does not place any limit on cloud recordings. If you do receive an email that you are reaching a limit, please contact IT@Cornell immediately.

 

How do I record my Zoom sessions?

When scheduling a Zoom session, you can choose to Record the meeting automatically either On the local computer or In the cloud. We recommend recording to the cloud unless you will need to edit the recording. Automatic recordings can be stopped or paused during a meeting. Learn about automatic recording. If automatic recording was not set up, you can manually start a recording by clicking the Record button in the Zoom menu of the meeting. Learn how to start recording manually. *Note: Local recordings will follow the host into breakout rooms, while cloud recordings will only record the main Zoom meeting room.

How do I share recordings with students?

Zoom cloud recordings for sessions set up through Canvas can be found by students by going to Zoom in the course navigation and then selecting the Cloud Recordings tab. All Zoom cloud recordings can be shared by the host by going to Cornell.zoom.us and selecting Recordings. Next to each recording is a Share button. The pop-up window that appears allows the host to change sharing settings and copy a URL to share with students. Zoom recordings to a local device can be shared by uploading the recordings through Kaltura in Canvas. Learn to add a Kaltura video to Canvas.

Can I edit my Zoom recordings?

Editing of Zoom recordings through Zoom is limited to trimming the beginning and ending of a recording, directly in the player. This cannot be done through Canvas and must be done at Cornell.zoom.us. If you need to make more extensive edits to a recording, you may want to download it to your computer, edit it, and upload it through Kaltura. Learn to add a Kaltura video to Canvas. Kaltura will also allow you to cut a section out of the middle of a recording.

Can my TAs schedule and manage Zoom meetings and recordings?

TAs may schedule meetings in Canvas using the Zoom app. They will own the resulting cloud recording. They may also schedule meetings on behalf of instructors so that the instructor ends up owning the subsequent cloud recording. In order for a TA to schedule a meeting on behalf of the instructor, the instructor must allow the TA scheduling privileges at Cornell.zoom.us.

Note: If you allow TAs to schedule meetings on your behalf, they will also be able to edit/delete all other Zoom meetings you have created.

Can I see statistics to see if students viewed the recording?

For cloud recordings, visit Cornell.zoom.us, going to Recordings, selecting the recording for which you’d like to see viewing statistics, clicking Recording Analytics, and choosing the By View tab, you can see who has viewed the recording. Learn to view cloud recording analytics. For recordings uploaded through Kaltura, go to My Media in your course, click the name of a recording, click Actions on the bottom right, and click Analytics. Under the video, click View Engagement Per User.

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Using Zoom Breakout Rooms

What are Zoom breakout rooms, and how do I use them?

Breakout rooms are a Zoom function for grouping students into private chat sessions within a group meeting.

To enable breakout rooms:

  1. Log into cornell.zoom.us
  2. Select Settings from the left-side navigation bar
  3. Under the Meeting drop-down menu, select In Meeting (Advanced)
  4. You will see a Breakout Room option 

Once enabled, you can use breakout rooms in your meeting:

  • During the meeting, click on Breakout Rooms in the toolbar to set up the rooms; you can choose either automatic or manual groupings
  • If you are using chats during your meeting they switch to the breakout room only while the breakout session is active. The chat box will read "everyone," meaning everyone within the breakout room
  • As the instructor, you may join any breakout room at any time
  • If you are recording the meeting, the recording will follow the host (you) throughout the breakout session, even if you move from group to group (note: this requires that you record the meeting locally - this feature does not work when recording to the cloud)

How do I set up and use pre-assigned breakout rooms?

Zoom allows meeting hosts the option of automatically or manually assigning meeting participants to breakout rooms. In a large class, manually assigning students to breakout rooms would take up too much class time. To save time, students can be pre-assigned to breakout rooms when you set up the meeting. IT@Cornell has produced a detailed guide to setting up and using pre-assigned breakout rooms .

Can I use the same breakout groups multiple times within the same session?

Yes. Whether pre-assigned or assigned during a meeting, breakout room enrollment can be maintained. If you change enrollment in breakout groups, you will only be able to return users to their original groups if you had pre-assigned groups.

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Zoom Moderators

Who can see chat comments/questions during a Zoom meeting?

There is a pull-down menu in the chat pane that lists all participants. If you select "Everyone" from the menu, everyone in the session will see the comments you post. If you are in a breakout room, only the people in the breakout room will see your comments. If you select a specific participant from the menu, only that person will see your comment.

How do I use mute/unmute in a Zoom meeting?

As a Zoom meeting host or co-host, you can mute session participants. It is possible to mute and unmute all participants from the Manage Participants tab in the Zoom menu bar. Muting individual participants is also possible as part of a host/co-host’s ability to manage participants. Participants can also be muted upon entry to the meeting as part of the settings when scheduling a Zoom meeting.

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Zoom Policies and Security

If I record my class via Zoom, to share with students who cannot attend, it may capture student names and voices. Is this allowable according to FERPA?

Yes, provided you save the Zoom recording to the cloud.
Cornell University provides access to Zoom for faculty, staff, and students for online meetings, classes, and presentations. It can also be used to record these meetings. If Zoom is used to record a class session for later playback by students or faculty and any identifying information is captured in that recording, only students enrolled in that specific course may use it. The Family Educational Rights and Privacy Act (FERPA) limits access to student educational records, including these recordings. By following the steps above, the recording will only be available to students enrolled in the course. If your captured lectures are available to a broader audience beyond the course section originally being recorded and students are personally identifiable in the recording, FERPA requires written student consent to that disclosure. Learn more at the Cornell registrar’s FERPA information page.

If Zoom bombing occurs in my class, how should I respond?

Instructors from several institutions have shared their experiences with Zoombombing, and from these stories, we know that these have been unpleasant and highly disruptive. Depending on whether you were able to remove the interloper or were forced to end the meeting early, you might:

  • Acknowledge what has occurred and that it has had a negative effect on the learning environment, apologize for the disruption, and explain that you plan to tighten security for future meetings (If you were forced to end the meeting early, consider sending students an email through Canvas as soon as possible to explain what happened)
  • Take a few minutes at the beginning or end of class to acknowledge that such incidents affect us all, but not in the same ways. Encourage students to seek support from each other, community resources, and family and friends
  • Check in with students. Some of these events have included sharing pornographic, racist, and other highly offensive content and will impact students differently. It is important to show that you care about the negative impacts, condemn the event and the offensive content, and assure students that you are committed to maintaining an environment that is conducive to learning
  • Invite students to share what they need from you to be able to feel comfortable in class once again
  • Check the recommended settings for increasing security to reduce the chances for such a disruption, and learn how to remove an unwanted participant
  • Explain how you will tighten security

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