Zoom Teaching Good Practices and FAQs

Good Practices for Zoom Teaching

Below are some good practices for the different roles to observe when preparing, hosting/learning and after a Zoom class is conducted. Click on each role to learn more, you may be able to find some answers to your questions there:

FAQs for Zoom Teaching

Below are some frequently asked questions for Zoom teaching
  1. Click the categories below to jump to the relevant section.
    Pedagogical Advice  |  Technical Issues  |  Policy/Administration  |  
    Polling  |  Breakout Rooms  |  Whiteboard  |  Zoom Webinar
  2. Click on each of the questions below to expand for more details.
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    Type in keywords - share screen, annotation, or pre-assign
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Pedagogical Advice
Q1: Why Zoom Meeting through Canvas?
A1: Canvas integration allows single sign-on to deliver live virtual class sessions, record, manage and release the recording; view/export attendance reports and poll reports of different class sessions within each course site.
Q2: Can I invite guest speakers (outside HKUST) to join the Zoom class?
A2: Yes, you can invite guest speakers to join the Zoom class. They can join the class by entering the meeting ID and passcode of your Zoom class.

Refer to Q19 of "Technical Issues" in FAQ for obtaining the meeting ID and passcode and install the Zoom client program.
Q3: What strategies can I adopt to enhance students' interaction during online teaching?
A3: There are multiple ways to enhance interaction online. Students can
(1) make written comments using the messaging feature, e.g. Group chat
(2) request for sharing verbally to everyone in the class
(3) be assigned into breakout rooms for peer discussion
(4) share their own computer screens and present their work to everyone in the class

View Tips and Tricks to Engage students

View Sample Live Online Teaching Lesson Plan
Q4: As a good practice, I usually start my Zoom class 10 to 15 minutes before the class starts. Are there any good tips to help my students get settled in while we are waiting for the class to start?
A4: You may consider putting up a greeting screen, which includes class announcements, a clock, and a music background. By doing so, students can ensure they join the right class at the proper time. Not only can they read the class announcements prior to the class, students can test their network connections and the position of the webcams before the class starts.

You can obtain the greeting screen at: https://itscapps.ust.hk/zoom/waitingroom/ (credit: Prof. Pedro Sander of CSE). Load up the page in a browser, type in the announcements and share the browser screen in Zoom. Please note the announcement text only resides on the local browser, when the browser window is closed, the text is gone.

Alternatively, you may use the PowerPoint slide templates created by CEI

- Download the template for Win
- Download the template for Mac

Note: To play background music in the greeting screen, you should make sure that "Share computer sound" is enabled when sharing screen in Zoom.

Q5: What are strategies to facilitate online group activities?
A5: Click here to see more details on the THREE suggested strategies to facilitate online group activities and enhance student engagement:
  1. Carefully plan and design group activities before class (with dynamic Group Roles)
  2. Proactively facilitate group activities during class
  3. Include Peer Evaluation to incentivize student engagement
Q6: How does a student representative present the group's output to the whole class after the breakout activity is done?
A6: After bringing back all students from the breakout room, instructor should first stop sharing his/her screen. Host/Co-host then unmute the student representative under "Manage Participants". Instructor should ask the student representative to share his screen to everyone in class. Upon the student completes the sharing, he stops sharing the screen, then host/co-host can mute the student.
Q7: I would like my students to share their screens to me individually for consultation during the Zoom meeting. How can they share the screens with me privately?
A7: If you have a small class, you may consider assigning students into breakout rooms individually. By doing so, you can view student's screen privately in each breakout room. You can create up to 50 breakout rooms in a meeting.

Refer to https://support.zoom.us/hc/en-us/articles/206476313-Managing-Video-Breakout-Rooms
Q8: I notice one student is doing something inappropriate through their webcam. As everyone in the class can see it, is it possible for me to turn off the students' webcam?
A8: Yes. You can select the student under "Manage Participants", click on "More" and choose "Stop Video".

Q9: I usually switch between PowerPoint and other programs a lot while teaching. How do I switch among the programs smoothly during the Zoom class?
A9: You should share your desktop (or Screen 1 or 2 for PC with dual monitors) instead of selecting an application. Your students can see you switching among applications on your desktop smoothly.

Q10: I used a mouse pointer for annotation when teaching with a PowerPoint slideshow. However, I found the annotation not prominent. Is there other way I can annotate on a slideshow more effectively?
A10: We suggest doing the annotation on slides using the built-in annotation feature of PowerPoint. The annotation will be saved and disappeared when you move to the next slide.

Refer to https://support.office.com/en-us/article/draw-on-slides-during-a-presentation-80a78a11-cb5d-4dfc-a1ad-a26e877da770

Q11: I would like my students to see my facial expressions while watching my PowerPoint presentation. Is it possible in the Zoom class?
A11: Yes, you can ask your students to show your talking head and your slideshow in a "Side-by-Side mode" under "View Options".

Q12: I would like to see my students' facial expressions when I conduct my Zoom teaching. How can I show more students' videos while I am teaching with my share screen on?
A12: You may consider using a separate computer and join in your class with a project account (as a participant or as a co-host). You can use the "Gallery View" on this computer to show up to 49 students (25 students for computer with less processing power) and flip the pages to see other students while teaching by your main computer.

You can apply for the ITSC project account here (https://itsc.ust.hk/services/general-it-services/user-account/project-account) and it should be ready within a day after the application.
Q13: It is hard for me to see my students raising hands under "Manage Participants", as the window is hidden when I am sharing my screen and teaching. Do you have any recommendation for this?
A13: Two solutions are recommended

Solution 1:
You use another device for joining the class as a participant and keep "Manage Participants" on the screen at all times.

Solution 2:
You set up dual monitors in your PC and keep the "Manage Participant" on another screen at all times. Refer to https://support.zoom.us/hc/en-us/articles/201362583-Using-Dual-Monitors-with-the-Zoom-Desktop-Client
Q14: I want to use my laptop/PC for PowerPoint presentation and other applications, while using an iPad to facilitate the whiteboard function. How to do it?
A14: We would recommend 2 solutions:

Solution 1:
You should use your laptop to start the meeting as a host, then use your iPad to join the meeting. For the iPad, you can either (1) log in with your ITSC account concurrently, or (2) log in with an ITSC project account. You can apply for the ITSC project account here (https://itsc.ust.hk/services/general-it-services/user-account/project-account) and it should be ready within a day after the application.

With the iPad being assigned as the co-host, you can use the iPad as the whiteboard. While you are teaching, you will be switching screens between your PC and iPad. You should ensure only one device is unmuted at a time, or everyone in the meeting will get terrible audio feedback.

Solution 2:
Connect your iPad to the laptop/PC with a lightning cable, and use screen mirroring. Use your laptop to start the meeting and share the screen of iPad. In your iPad, use the app "Notes" as the whiteboard.

Refer to the instruction: https://support.zoom.us/hc/en-us/articles/201379235-iOS-Screen-Sharing-with-the-Zoom-Desktop-Client

For both solutions, we recommend using iPad Pro with Apple Pen to get the accuracy and smoothness for teaching, especially for mathematics, chemical formulae etc.
Q15: I asked my students to work on some exercises during the online class. How should I collect their class work during/after the online class?
A15: We suggest creating an assignment in Canvas and ask your students to upload their class work there. To facilitate the logistics, you may also include an instruction in the class exercise to remind students to save their work locally and upload the document to Canvas Assignment by a specific deadline.
Q16: It is difficult to manage the group chat while teaching. I do not have a TA who can manage the group chat for me. Do you have any suggestions?
A16: We suggest two approaches in handling the Group Chat if you do not have a teaching support staff to manage it for you:

Approach 1
Instead of responding to the students' inquiries on the spot, instructor can review the chat messages in the cloud recording and reply to them afterwards. So before the class starts, inform the students to send non-urgent inquiries to "Everyone publicly" (this way the inquiries can be recorded) and tell them that the inquiries will be addressed by the instructor after the Zoom class.

Approach 2
Instructors can turn off the group chat function if the group chat is not needed. Instructors may ask students to raise hand and ask verbally during the Zoom class.

Q17: Are there resources to help prepare my students for the Zoom classes?
A17: Yes, you can provide the following resources to your students before they join your class:

1. Student Guide - Getting prepared for your Online Classes with ZOOM in 2020 Spring by ITSC

2. Suggested settings for students account in Zoom by CEI

3. Good practice for students by CEI

4. Zoom starter guide for students by ARO
Technical Issues
Q1: I don't know where to start. Can you give me a hand?
A1: Click here to access the Quick Start Guides for Using Zoom within Canvas.
Q2: What are the differences between Zoom Meetings and Webinars?
A2: Meetings and Webinars offer similar features and functionality but with some key differences. Meeting is designed as a collaborative event with all participants being able to share screens, turn on their video and audio and see who else is in attendance.

Webinars are designed such that the host and any designated panellists can share their video, audio and screen. Webinars allow view-only attendees. Attendees can only interact via Q&A, Group chat, and Polls. Refer to https://support.zoom.us/hc/en-us/articles/115005474943-Meeting-and-Webinar-Comparison

Refer to Q3 for conducting Zoom Webinar.
Q3: Can I do Zoom Webinar in Canvas?
A3: Canvas integration allows Zoom Meeting only, not Zoom Webinar. For Zoom Webinar, you will have to access it through hkust.zoom.us. HKUST has a limited number of Webinar licenses. Contact ITSC for the webinar license if you are hosting a class with 250 students or above. Email to cchelp@ust.hk or call the ITSC hotline: x6200
Q4: Can we create Zoom Meetings for different dates like a recurrent event?
A4: Instructors can create multiple Zoom meetings using "Recurring meeting". Since the meeting settings and the meeting ID of the recurring meetings are the same, we recommend instructors to use "Recurring meeting" to set up multiple Zoom meetings for their classes.

Q5: What is the difference between recurring meetings and just having one meeting scheduled and re-using that again for the subsequent classes?
A5: Basically, no difference, but we would recommend recurring meetings so that students can check when the next class starts through Zoom Meeting via Canvas.
Q6: How do I schedule the Zoom meetings using the "recurring meeting" feature if my lectures are scheduled on the morning on Mondays and in the afternoon Fridays.
A6: You should create two recurring meetings. One recurring meetings for Mondays, one for Fridays, there will be 2 meeting ID apparently.

Students will log in to the Canvas course site  >  "Zoom Meeting" tab and join the Zoom meeting.
Q7: I scheduled recurring meetings in Canvas. Can I start the meetings earlier than scheduled?

A7: Yes, you can start the meeting before the scheduled time. Indeed, you are highly recommended to start the meeting earlier to test your equipment and connection. However, you should not allow students to join before you. In the meeting option, uncheck "Enable join before host".

Q8: I notice that we can schedule Zoom meetings by various means. I can schedule meetings through Canvas, through https://hkust.zoom.us, and through the Zoom client application in my computer. Where should we schedule the Zoom meetings then?
A8: You should schedule meetings through Canvas. If you schedule Zoom meetings by other means, you are recommended to import the meetings in Canvas.

Students will log in to the Canvas course site  >  "Zoom Meeting" tab and join the Zoom meeting.
Q9: How can the students and instructors distinguish among the scheduled Zoom meetings in Canvas, especially for courses with multiple sections, taught by different instructors?
A9: Refer to this document for setting up Zoom meetings for courses with multiple sections taught by multiple instructors.
Q10: Do we need to ask students to sign-in Zoom by their ITSC accounts?
A10: Students are recommended to join the Zoom class via Canvas. For students who cannot access Canvas, they are recommended to sign in Zoom by their ITSC accounts in the Zoom client, or through https://hkust.zoom.us
Q11: How can I configure to allow only authenticated users to join my Zoom classes?
It is not possible to allow only "enrolled students" to join the Zoom classes. However, you can restrict the Zoom class to only students who log in using their ITSC accounts (i.e., @connect.ust.hk/@ust.hk). Please do the following:

1. Login to http://hkust.zoom.us with your ITSC account. Toggle "Only authenticated users can join meetings" under "Settings"

2. "Meeting Authentication Options" will appear when you toggle "Only authenticated users can join meetings". Set "HKUST" as default and hide the option "Sign in to Zoom". If you do not hide this option, anyone who registers a free account using personal email can still join your Zoom meetings.

3. Go to "Meetings", Click on one of the meetings that you scheduled in Canvas, select "Edit this Meeting"

You can press "All" to edit for all recurring meetings:

4. Select "Only authenticated users can join". The authenticated users are only limited to HKUST users only.

Please note that, if "Only authenticated users can join" is disabled, the Zoom meeting reports will not include any participants' official emails and names but just their display name in the meeting session.
Q12: How does Zoom record students' attendance?
A12: For students who join in the Zoom meeting with their ITSC credentials, their full names and their ITSC email addresses are captured in the attendance report. Instructors/TAs can download the report under "Zoom Meeting" in their course sites. Even some students may have renamed themselves during the Zoom meeting, the attendee report can still track their ITSC accounts.

However, if the Zoom classes are not configured as "only authenticated users can join meetings", some students may join the classes without their ITSC credentials, and there is no way for the instructors to identify these students from the attendance record.
Q13: If students join the meeting directly through Zoom's mobile app, instead of joining through Canvas, can Zoom record their attendance?
A13: As long as students log in to the Zoom app with their ITSC accounts signed in, their attendance will be logged in the attendance report. This report can be downloaded after the Zoom class ends.
Q14: Some of my students cannot join the Zoom class, they said Zoom requires a passcode to join the Zoom class, what should I do?
A14: Zoom requires passcode for scheduled Zoom classes starting from Aug 27, 2020 onwards, students are required to either (1) enter the passcode or (2) use the passcode embedded link to join the Zoom class.

Students who join the Zoom class via Canvas are not affected, as they join using the passcode embedded links via the "Zoom Meetings" module in Canvas.

However, for students who join the Zoom class by Meeting ID without getting through "Zoom Meeting" module in Canvas, instructors should check the passcode in "Zoom Meeting" module in Canvas, and pass it to them.

Q15: Why can't I see some functions, such as Annotations, assigning Co-hosts, Breakouts, Polls in my Zoom Meeting controls?
A15: You can go to Zoom Global Settings at https://hkust.zoom.us Log-in with your HKUST ITSC account and click 'Settings' Tab to toggle the list of features on and off.

Q16. How to ensure students’ webcams are on when they join the Zoom class?

A16: Students' webcams will be turned on if you set Participant's video as "On" when you schedule a Zoom meeting. You can also enable this setting for the Zoom meetings scheduled.

Students' camera will be turned on once they get into the Zoom meeting. However, you may still not see all students' videos, as students can turn the webcam off anytime during the meeting. It is also possible that some students do not have a webcam installed in their computers.
Q17: My TAs are Research Postgraduate (RPG) students, do their Zoom accounts have the same privilege as full-time staff?
A17: The Zoom account privilege of RPG students is the same as full-time staff. Your TAs can verify their user type in https://hkust.zoom.us. The user type should be shown as "Licensed".

If the user type is shown as "Basic" with an upgrade option, they should use the account to start a new meeting. After hosting the first meeting, the ITSC authentication will recognize if students are RPG and link their sign-in to the Zoom Pro automatically.

Contact cchelp@ust.hk if you encounter any difficulties.
Q18: Can TA schedule Zoom meetings in Canvas for me?
A18: Instructors and TAs can schedule Zoom meetings in the course site, so it is technically feasible for TA to schedule meetings for the instructor. If the Instructor would like the TA to schedule or edit parameters on the instructor's behalf, "Schedule Privilege" should be set-up in hkust.zoom.us "Settings". Please note, although this will allow the TA to schedule for the instructor, it will also mean the TA will own the reports for that meeting they scheduled. In addition, the TA will also be able to access and edit ALL HKUST Zoom Meetings (and Polls) for that instructor until their "privilege" is removed.

Q19: Some students from Mainland are experiencing difficulties with Canvas access. Can they join the Zoom class without going through Canvas?
A19: Students who cannot access Zoom through Canvas can join the Zoom class directly by entering the meeting ID and passcode. You can find the meeting ID and passcode when you are scheduling a new meeting.

For the students who cannot access Zoom through Canvas, they should first download the Zoom client via https://zoom.us/download/ or http://zoom.com.cn/download/ (in China)

Students can join the Zoom class by entering the meeting ID and passcode.

Q20: Can I assign co-host BEFORE the Zoom meeting starts? How does cohost differ from "Alternative host"?
A20: No. You can only assign co-hosts during the meeting. "Alternative host starts the meeting in your absence. Alternative host no longer exist in the Zoom meeting as soon as he starts the Zoom meeting.
Q21: I want students to wait before I admit them into the Zoom meeting, how can I select some students to get in?
A21: As a host, you have full control on whom to get in, you have to admit students into the Zoom meeting one by one manually.
Q22: Can instructor see the private chat among students in the Group chat?
A22: No, you can only see the messages that are sent publicly or sent to you privately. To prevent students from chatting privately, you may consider turning off the private chat.

Q23: When a student shares his screen in Zoom, can he also share the audio from his computer?
A23: You should remind the student to check "Share computer sound" when he selects an application with audio to share.

Q24: Is it possible to share video clips in real time through the Zoom meeting?
A24: Yes, you can play and share a video on your PC using screen share. You may also consider embedding video clips into the PowerPoint slide. When you share the screen, be sure you checked "Share computer sound".

Q25: If I allow multiple participants sharing screens simultaneously, how does the Zoom meeting look like? Will the participants' screens overwrite one another?
A25: No! Participants (including instructor) can only select one shared screen at a time, and switch to another shared screen by selecting under "View Options".

Q26: I have dual monitors set up in my PC. Can I choose which screens to share?
A26: Yes, if you have dual monitors set up, you can select the screen to share (Screen 1 or Screen 2) under "Share".

Q27: Other than "Raise Hand", can I allow students make more responses, such as "yes" and "no" in the participants' window?
A27: They are "Non-verbal feedback", the feature is turned on by default. If you have turned off, you can enable it under "Settings" in http://hkust.zoom.us.
Q28: I noticed that students rename themselves in the Zoom meeting. Can I still trace their identities? Can I stop them from renaming themselves?
A28: As long as they sign in with their ITSC for the Zoom meeting, their identities (I.e.e-mail) will be shown in the attendee report, regardless how many times students change their names.

Alternatively, you can uncheck "Allow Participants to Rename Themselves" during the Zoom Meeting.

Q29: Can the host remove messages in the Group chat?
A29: No. The host (and co-host) cannot remove messages from the Group chat.
Q30: Can I save the private messages between me and individual students, or between me and my TAs in Chat?
A30: No, the private messages between you and others in Chat will not be saved.
Q31: Should I record my meeting to local computer or to the Cloud?
A31: As the file size of the recording is large, we suggest recording to the Cloud. Refer to Q3 of "Policy/Administration Related" in FAQ for the retention policy of cloud recording. You can always download a copy from the Cloud to your local drive later if needed.
Q32: If I take a break in a three-hour lecture and stop the Zoom meeting during the break, will the video be broken up into two clips?
A32: Yes, this will be the case. To keep the recording in one video, instead of "Stop Recording", you are recommended to "Pause recording" during the break and resume the recording afterwards.

Q33: Where can I find the recording of my Zoom class and how should I publish it to students?
A33: If you scheduled the Zoom meetings via Canvas or imported the Zoom meetings into Canvas, you can find the recording under "Zoom Meeting"  >  "Cloud Recordings" tab in Canvas.

To publish the recordings to students, simply toggle "Publish" to on. Students can review your published recording under the same tab in Canvas.

Q34: Do my TAs have Zoom accounts with full access to the recordings of my lectures?
A34: Yes. Given your TAs hold the TA role of the Canvas course site, they can access to the recordings of your lectures through Canvas under "Zoom Meetings", TAs can also publish the recordings to students for you.
Q35: After the Zoom class, I received an email notification from Zoom - "The recording of the Zoom meeting is now available". However, I cannot find the recording under "Zoom Meeting" in Canvas. What can I do?
A35: You might have deleted one or a few recordings of the recurring meetings under "Zoom Meeting" in Canvas which breaks the linkage between Canvas and the corresponding recurring meetings.

To restore the linkage, you should recover the "deleted" recordings of the recurring Zoom meetings by logging in to http://hkust.zoom.us. Go to "My Recording"  >  "Trash", you should be able to see all the recordings that you previously "deleted" via Canvas. Simply click on "Recover" next to the recordings and it will show up again in Canvas.

For recordings that you do not want to release to students via Canvas, you are recommended to "unpublish" them, instead of deleting them.

Q36: If I encounter technical problems when using Zoom meeting, whom should I contact?
A36: You can submit your issues to https://itsc.ust.hk/online_teaching_feedback or call CEI hotline at 2358-8036 if immediate help is required.
Policy/Administration Related
Q1: How can I let the students join my Zoom class if they are on the waiting list during the add/drop period?
A1: You can inform the meeting ID and passcode to the students on the waitlist and let them join in your Zoom class. Refer to Q19 of Technical Issues FAQ and see how to obtain the meeting ID and passcode.

In addition, students not registered in a course can use this link https://itscapps.ust.hk/zoom/upcoming.php to join the course they want to explore during the add/drop period.
Q2: I scheduled a set of Zoom classes via "Zoom Meeting" in a Canvas course site, and I would like to share the same set of Zoom classes to other Canvas course sites as I need students from multiple courses to join my Zoom classes at the same time. Can this be done?

A2: You cannot import the Zoom classes into other Canvas course sites after you have scheduled it in a Canvas course site. However, you can obtain the links of the Zoom classes and post the links to other Canvas course sites.

1. In "Zoom Meeting" of the Canvas course site, select a meeting

2. Copy the "Join URL". Note that the Join URL is the same for all recurring meetings

3. Add into Canvas under "Modules" as an "External URL" item

4. Publish the item to students

Q3: How long can I keep the Zoom class recordings on the cloud? Is it possible to back up my recordings?
A3: Starting from Fall 2020, all cloud recordings of the Zoom classes will be retained on the cloud until 1 month after a semester ends. They will be removed automatically from the cloud afterwards.

To back up the recordings for future courses, you should download them to your local drive - refer to the instructions here.

If you want to retain the recordings of continuing courses which span across two or more semesters, please make arrangements with ITSC by providing them with the corresponding course codes. Email: cchelp@ust.hk
Polling Related
Q1: What are the question types available for polling? How many polling questions can I create in a Zoom class?
There are two polling types in Zoom:
- Poll
- Advanced Polls and Quizzing

"Poll" supports (1) MCQ with a single answer and (2) MCQ with multiple answers. Instructors cannot set answers for polling questions.

"Advanced Polls and Quizzing" supports additional question types including
(1) MCQ with a single answer
(2) MCQ with multiple answers
(3) Matching
(4) Rank Order
(5) Short and Long Answer
(6) Fill in the blank
(7) Rating Scale

Except for Short and Long Answer and Rating Scale, instructors can set correct answers for other question types by configuring the poll as a quiz.

Instructors can show the correct answer to participants when the poll ends.

The Advanced Polls and Quizzing requires Zoom version 5.8.3 or above for both instructors and students.

To enable the "Advanced Poll and Quizzing" option, instructors should enable "Allow host to create advanced polls and quizzes" in https://hkust.zoom.us -> Settings -> In Meeting (Basic)

Please visit https://support.zoom.us/hc/en-us/articles/4412325214477-Advanced-polling-and-quizzing-for-meetings to learn more about the Advanced Polling and Quizzing.

You can create up to 50 polls in a Zoom class while you can create up to 50 questions in each poll.
Q2: Do I need to do the polling every time I start the class, so as to capture students' attendance?
A2: Zoom provides the participant list for each Zoom meeting, and therefore, it is not necessary to capture the attendance using polling.
Q3: I teach multiple lecture sections. Can I re-use the polling questions by transferring from one Zoom meeting to another?
A3: No. The polling questions basically tie to the meeting host and the specify meeting only. You still need to copy and paste the questions manually to another meeting.
Q4: Can my TA preset the polling questions beforehand and manage the polling for me during the Zoom class?
A4: As polling questions can only be preset by the host beforehand, the instructor should preset the polling questions given the instructor is the host of the Zoom class. For the procedure of presetting polling questions, refer to Q5.

However, you can have your TA manage the polling during the Zoom class. By assigning your TA with the cohost role, your TA can launch/relaunch the polling and share the polling result to participants.

In addition, you can also grant your TA more functions to manage the polling by designating your TA as the alternative host and allow alternative hosts to add or edit polls.

As long as your TA’s role is either a host or co-host in the Zoom class, your TA can also add/edit the polls on the fly and download the polling report right after each poll.
Q5: How to create planned polls before the session?
A5: Go to https://hkust.zoom.us and schedule a new meeting first. When scheduling a new meeting, press "Add" at the bottom and start creating polls.

Q6: Instead of creating polling questions beforehand. Is it possible to create Poll question during the Zoom class?
A6: Yes! This can be done during the Zoom class by clicking the "Polls" icon.
Q7: Can I see how many students submitted the answers during the polling?
A7: Yes, you can see the number of students who submitted the answer and the response rate during the polling. But not after the polling has ended.

Q8: Can the host share the polling results again after he closes the polling result window?
A8: Yes, the host can share the polling results again anytime during the Zoom class by selecting the launched polls in the Polls window.

Q9: Why can't my students submit the answers in the poll?
A9: Students need to answer all the questions of the poll, or else they cannot submit.
Q10: Can students save the poll results?
A10: No. they can't.
Q11: Can we share the polling results to students?
A11: After the polling session, select "Share Results" and share the results to students' screen.
Q12: I am the host of the meeting. why does the "Polls" button disappear on my iPad?
A12: Assuming you have enabled Polling under "Settings" in https://hkust.zoom.us, this may due to the display setting of your mobile devices (including iPad), we recommend you to launch polling using a desktop/laptop.
Q13: Can students re-submit the answers to the poll questions?
A13: No. Once the answers are submitted, students cannot make another submission, unless the instructor end the polling session and re-launch it.
Q14: How to download the polling results after the Zoom meeting?
If the instructor schedules the Zoom meetings via Canvas, the instructor can obtain the Poll Report of the meeting under "Zoom Meeting" -> "Previous Meetings" -> "Report"

Select the "Poll Report" tab

Note: The Poll Report may be released 5 minutes after the Zoom meeting ends.

If you did not schedule your Zoom Meeting via Canvas, or you did not import the meeting under "Zoom Meeting" in Canvas, the host should generate the Poll Report via http://hkust.zoom.us  >  Reports  >  Meeting

Q15: If I launch the preset polling questions for multiple times, will the previous results be overridden by the latest launch in the report?
A15: You can extract multiple results. They will not override each other.
Q16: Can I use other polling tools e.g. iPRS?
A16: Yes! You can use any other tools that best fit your teaching strategies, as long as you use the share screen function to project the environment to students.
Q17: Can the poll results be transferred into Canvas for course assessment?
A17: It is not possible to have the result directly transferred into Canvas. Even though instructors can set the advanced polling as a quiz, the poll report does not indicate participants' scores. Hence it may not be a good idea to use polling for formal course assessments.
Q18: Could we add a count-down timer to the polling, similar to what we do in iPRS?
A18: No, this function is not available on Zoom.
Q19: I launched many polls during the Zoom meeting, does it mean that I have to download reports multiple times?
A19: Zoom allows you to download all the polling reports of a Zoom Meeting in one go.
Q20: It seems that I cannot record polling in the recording. Is there another way I can record the whole polling process, including (1) displaying the poll, (2) receiving students’ responses, and (3) displaying the result of the poll?
A20: Before starting the Zoom class, open the Zoom application in your computer, select "Sign In with SSO".

After logged in, click on "Settings"

Check "Show Zoom windows during screen share" under "Share Screen"

In the meeting, select "New Share" while sharing screen, or select "Share Screen", if you have not shared any screen yet, and choose "Screen" before launching a poll.

The process of launching the poll, receiving students’ response, and displaying the result of the poll is recorded in the recording:

Breakout Rooms Related
Q1: I cannot find the Breakout Room feature in the Zoom meeting, what is wrong with my setting?
A1: Breakout room feature is turned off by default. To use the Breakout room feature, you should sign in to http://hkust.zoom.us, and toggle "Breakout room" to on under "Settings".

Q2: Can I ask my TA to create and pre-assign breakout rooms for me before the Zoom class?
A2: If the instructor is going to be the host of the Zoom meeting, he should create and pre-assign breakout rooms when scheduling a Zoom meeting.

The instructors can download the template from Zoom and ask the TA to pre-assign students into breakout rooms using that template. He can then import the completed template when scheduling a meeting with pre-assigned breakout rooms.

Refer to https://support.zoom.us/hc/en-us/articles/360032752671-Pre-assigning-Participants-to-Breakout-Rooms

The template can be imported into different meetings (I.e., different meeting IDs). To help pre-assign the breakout rooms, your TA may export the class list from Canvas and work from it.
Q3: Can I assign students into breakout rooms during the Zoom meeting? Can my TA do this for me?
A3: You can assign students into breakout rooms during the Zoom meeting as long as you are the host. If you want your TA to assign students into breakout rooms for you, you need to make your TA as the host, and you can revoke the host afterwards.

Q4: How can my TA help during the breakout activity?
A4: Before the breakout activity, you should have the TA assigned as the co-host. The TA should be assigned to one of the breakout rooms. Once the TA gets into the breakout room, he/she can move to other breakout rooms using "Breakout Room" function in the menu bar.

If you have enabled the "Self-select Breakout Room" feature, your TA can switch across breakout rooms freely, but this also means students can also switch across breakout rooms. Refer to "Self-selecting a breakout room" under https://support.zoom.us/hc/en-us/articles/115005769646 for details.

Q5: Can my TA also broadcast messages during the breakout activity?
A5: Yes. Both host and co-host can broadcast messages to all breakout rooms.
Q6: Can I set a maximum number of students per breakout room?
A6: No, you can't set the maximum no. of students per room. You can only set the number of breakout rooms to create and randomly assign students into the specific number of rooms.
Q7: I want to assign students into the breakout rooms randomly. What would happen if I assign 19 students into 4 rooms?
A7: You will end up having 4 groups of 4, and a group of 3.
Q8: As a host, I can visit breakout rooms. Can I pop into the breakout room secretly without students knowing?
A8: No, students in the breakout room are notified when the host joins the breakout room.
Q9: Can students move across different breakout rooms by themselves?
A9: Students can move from room to room if the "Self-select a breakout room" feature is enabled.

During the meeting, the host selects "Breakout Rooms", and selects "Let participants choose room". Students can see a list of breakout rooms created and join a breakout room accordingly.

Refer to "Self-selecting a breakout room" under https://support.zoom.us/hc/en-us/articles/115005769646 for details.

Otherwise, students cannot move from room to room on their own, the host needs to re-assign a student to another breakout rooms manually.
Q10: Can we keep the pre-assigned breakout rooms for several Zoom meetings?
A10: For recurring meetings (with the same meeting ID), the pre-assigned group list is saved and reusable. For meetings with different meeting IDs, you are recommended to have the breakout room assignment prepared in a template so that you can reuse the template for different Zoom meetings.

Refer to https://support.zoom.us/hc/en-us/articles/360032752671-Pre-assigning-Participants-to-Breakout-Rooms on how to pre-assign breakout rooms using a CSV.
Q11: It takes me some effort to manually assign students into breakout rooms during Zoom class. Can I just open breakout rooms and ask students to join in?
A11: If your students do not have fixed group assigned, you can assign students into breakout rooms randomly during the meeting.

For students assigned with fixed groups, the new function in Zoom version 5.3 allows students to self-select a breakout room during the meeting.

During the meeting, the host selects "Breakout Rooms" and selects "Let participants choose room". Students can see a list of breakout rooms created, and each student can join a breakout room accordingly. All the participants in the Zoom class must update the Zoom application to 5.3 or above to enable this feature.

Refer to "Self-selecting a breakout room" under https://support.zoom.us/hc/en-us/articles/115005769646 for details.

As students can enter, leave and re-join any breakout rooms with this feature enabled, your students should form groups beforehand, such that they join their own breakout rooms in the meeting.
Q12: If students add to or drop out from the course, will he or she automatically appear/disappear from the pre-assigned breakout room list of the Zoom class?
A12: Since Zoom meeting is not integrated with SIS, you should remove the students who dropped the course from the breakout rooms; and add new students into the breakout rooms manually. It would be better to verify the list on the day before the session starts.
Q13: What will happen to the recording when I open the breakout rooms?
A13: The recording will pause automatically when you open the breakout rooms. When you close the breakout rooms, check to make sure the recording is still in progress. Otherwise, select "Recording to the cloud" and resume the recording.
Q14: Can students end the breakout rooms anytime?
A14: Yes, students can leave the breakout room anytime. When they leave the breakout room, they will return to the main room. They can also return to the assigned breakout room by clicking "Breakout Rooms" button.

Q15: Can I allow students to record their own breakout rooms, without an authority to record the lecture in the main session?
A15: Under the current Zoom system design, if you allow students to record the breakout room activities, you will also allow them to record the lecture in the main session. And therefore, we do not recommend you release the recording feature to students.
Q16: Can I talk to the students verbally in the breakout room?
A16: Yes. Host/co-host can join the breakout room and talk/present to students like what you do in the main room.

Q17: During the breakout activity, how can students raise questions to the host?
Option 1:
Students can request for the host's assistance by clicking "Ask for help", the host will be alerted and join in the breakout room to provide support. Since students cannot notify co-host for help, the co-host is recommended to check students' progress room by room. The host may also ask the co-host to go into a particular room to assist when he receives the alert.

Option 2:
As students cannot send messages to Zoom's Group Chat during break out, students can send private messages to the instructor by Zoom's instant messaging - "Zoom Chat".

In the Zoom window, select "Chat", students enter the instructor's email address in "To" and send the questions to the instructor.

A notification will then be sent to the instructor's Zoom window. Click on the Chat icon to retrieve the questions and reply the students.

Q18: Since students may refuse to join the breakout rooms, how do I know which students refuse to join?
A18: Students who refuse to join the breakout room will end up staying in the main room which you will notice.
Q19: Can I share files to all students in the breakout rooms?
A19: You should share files before breaking out. Also, consider ask students to download necessary files from the Canvas course site.
Q20: I set to allow students to send messages to everyone, but not to send private messages in the main room, how would this setting affect the chat settings when they are in the breakout rooms?
A20: The same setting carries over, students can only send messages to every students within their breakout room, and they cannot send private messages.
Q21. How can students collaborate on one file during the breakout activity?
A21. Any online collaboration tools, such as Office 365 or Google docs, should serve the purpose, while we recommend Office 365 as this is accessible in China. Although Zoom allows participants to collaborate using Whiteboard, given the host enabled "Annotation" feature, Zoom does not provide any functions for collaboration on formal documents like Word/PowerPoint.
Q22: Can I customize the group names for students? For example, for a group project, students might want to show their unique group name.
A22: Yes. You can rename the groups when you pre-assign the breakout rooms.
Q23: How to deal with the late comers who join the Zoom meeting after breaking out?
A23: Even you have pre-assigned the student to a breakout room beforehand, if the student join in the meeting during the breakout activity, you need to manually assign him to the breakout room. You should remind the students to join in the Zoom meeting on time.
Q24: Can host/co-host make recordings to cloud in the breakout rooms?
A24: No, host/co-host cannot make recordings to cloud in the breakout rooms. But students can record their activities in the breakout rooms to their computers, given they are granted with the privilege.
Whiteboard Related
Q1: What is the "Whiteboard" feature in Zoom? How to enable the Whiteboard?
A1: The Whiteboard feature allows students to view your handwritten annotations during the Zoom class. The feature is enabled by default, click "Share Screen" and select "Whiteboard" during the Zoom meeting to enable the Whiteboard.

Q2: Is it possible for students to collaborate with me on the Whiteboard?
A2: As the host, if you have "Annotation" enabled under Settings in http://hkust.zoom.us, you can even create a collaborative space where all students can annotate during the Zoom class.
Q3: How do my students start annotating on my Whiteboard?
A3: Students should move to the top of the screen, select "View Options" and select "Annotate" to start annotating on your Whiteboard.

Q4: Do I know who have annotated on my Whiteboard?
A4: Yes, you can select "Show Names of Annotators" to see whom the annotations belong to.

Q5: Can you select a particular students to annotate on my Whiteboard?
A5: No. The annotation feature is either open to all participants or not at all.
Q6: Can students use the Whiteboard in Breakout Rooms?
A6: Turn on "Whiteboard" under "Settings", students can share their whiteboards with each other in the Breakout Rooms.
Q7: Can instructor save the "Whiteboard"?
A7: Yes. Instructor can save his own Whiteboard. The format is in PNG format.

Q8: Can students save the "Whiteboard" that the instructor shares?
A8: Yes. Students can save the instructor's Whiteboard when the instructor is sharing his/her Whiteboard.
Q9: Can students save each other's "Whiteboard" in the Breakout Rooms?
A9: Yes. Students can save each other's Whiteboard in the Breakout Rooms.
Q10: Can I create mutiple pages in the Whiteboard during the Zoom class?
A10: Yes, you can create up to 6 pages of Whiteboard. Select ">" or "<" at the bottom-right corner of the Whiteboard to switch among pages during the Zoom class.

When you save the Whiteboard, the pages are saved in separate PNG files or a single PDF.

Q11: Can I delete students' annotation on my Whiteboard?
A11: Yes. The owner of the Whiteboard can remove annotations from all participants.
Q12: As a host, is it possible to share the Whiteboard and my PowerPoint at the same time?
A12: No, it is not possible. You can choose to share either "Whiteboard" or "Screen", but not both.
Q13: I would prefer using the Whiteboard for the Zoom class. What device(s) would you recommend?
A13: In this case, we highly recommend the instructors to conduct the Zoom classes using a tablet PC, such as a Microsoft Surface. This way you can easily write on the Whiteboard using a stylus. The stylus is particularly useful for writing equations, drawing diagrams, etc.
Q14. Are there any other similar alternatives for the Whiteboard feature in Zoom, such as using external devices like iPad, or showing an actual whiteboard in my office through the web camera?
A14. We have suggested some other similar alternatives during the training workshop of Zoom Whiteboard, please refer to the workshop archieve to get more information.
Zoom Webinar Related
Q1: What are the key differences between Zoom Webinar and Zoom Meeting?
New features in Webinar
- Two new roles: Panelist and Attendee. They are similar to the role of "Participant" in Zoom Meeting. Panelist can share screen but Attendee cannot
- Question and Answer (Q&A) - a new interactive feature

Removed features in Webinar
- No Breakout Rooms
- No Private Chat
- The role of Attendee cannot share screens, unmute himself/herself and view the participant list

Similar Features in both Webinar and Meetings
- Class scheduling for Webinar via http://hkust.zoom.us, but not via Canvas
- Polling - create polls, launch polls and download poll results, but host cannot create polls on the fly in Webinar
Q2: Could we use Zoom Meeting for a class that has more than 300 students?
A2: No. Zoom Meeting supports up to 300 users, including hosts, co-hosts and participants. You should use the Webinar if you expect more than 300 participants.
Q3: What the key difference of the roles in the Webinar?
A3: There are four roles in the Webinar - host, co-host, panelist and attendee. Click here to see the role comparison.

Q4: In Zoom Meetings, I can create templates with the configuration of my typical Zoom Meetings, can I create templates for the Webinar as well?
A4: Like Zoom Meetings, you can create up to 40 templates for the Webinar.

Refer to the instruction video: https://gohkust-my.sharepoint.com/:v:/g/personal/ctnick_ust_hk/EYah6GsUyiBLsOq8TnPERnUBfIr-JXDUgBJbmh84AZSPAg?e=vNnqmb.
Q5: Since we cannot schedule Webinars through Canvas, how can we notify students in Canvas about the scheduled Webinars?
A5: We suggest you to notify students by posting the Webinar links in Canvas and make announcement to students.
Q6: Some features look different when I host the Webinar using a mobile. What should I do?
A6: You are recommended to host the Webinar using a desktop or a laptop to avoid possible display issues.
Q7: Is there a limit on the number of co-hosts or panelists?
A7: You can assign up to 100 panelists (including the host, co-host and panelist) in Zoom Webinar.

Refer to https://support.zoom.us/hc/en-us/articles/115005657826-Inviting-Panelists-to-a-Webinar.
Q8: I would like to unmute a student, who has the role of an attendee, and ask him to share his screen in the Webinar. Is it possible?
A8: You can unmute an attendee. However, if you would like the attendee to share his screen, you should first promote the attendee to a panelist.
Q9: Can participants save the Q&A history?
A9: No, participants (including panelists) cannot save the Q&A history.
Q10: Can the host remove questions from the Q&A?
A10: You cannot remove questions from the Q&A, but you can dismiss questions.

Q11: If participants join after the Webinar has started, can they see the Q&A records?
A11: Participants cannot see the questions and answers posted before joining the Webinar. They can only see those posted after joining.
Q12: After switching a student speaker from a panelist back to an attendee, the student can no longer see the Q&A record. Why is it the case?
A12: The switching was to kick out the student speaker (as a panelist) from the Webinar and have him re-joined as an attendee. This process treated the student as a new attendee, so only Q&As that are posted after the re-join are available to the student.
Q13: Can panelists vote in a poll?
A13: Yes. Host/co-host can allow panelist to vote in a poll by checking the option "Allow panelist to vote" before launching the poll.

Q14: Compare with Chat, what is good about Q&A?
A14: Q&A is organized by thread. Attendees can respond to particular questions and upvote them (if enabled).

updated on 15-12-2021 14:03