Zoom Management

Technology is a wonderful tool, but can also open up new ways for disruption. There are many ways a Zoom meeting may be disrupted. It could be a co-worker who doesn’t realize their mic is on, a student who’s not conducting themselves appropriately, or an uninvited guest in your meeting space.

As the host, there are a number of ways you can prevent and/or control these distractions.

Meeting Settings Explained

Visit https://psu.zoom.us to sign in and configure your meeting settings.

Recommended Settings

There are many settings in Zoom. Some may be set however you like, but we recommend that the following settings are toggled to “on” (so that the toggle appears blue).

  • Host video (On): This will allow the students to see you; faculty presence is helpful during this time, unless you are concerned about bandwidth where you are working. In that case, make sure you add an image in your Profile in Zoom (see below– text will say “Add” or “Change”). That image will show when your video is off.
  • Audio Type: Telephone and Computer Audio selected.
  • Join before Host (Off): This prevents attendees/students from joining before you arrive to class.
  • Use Personal Meeting ID (PMI) when scheduling a meeting (Off): For classes, create a unique zoom room. Some preferences for optimal classroom usage do not work with PMI.
  • Only authenticated users can join meeting (On): This will allow you to force students to use their PSU Zoom accounts (with PSU email address) when logging in.
  • Chat (On): This is useful for students to send questions to you during class.
  • Private Chat (Off): You can have it on, but this prevents students from chatting without your seeing it.
  • Co-host (On): This allows you to add TAs, etc., as co-hosts to a meeting.
  • Polling (On): This allows you to display brief polls for interaction and formative assessment purposes.
  • Screen Sharing (On): You can decide based on your class whether you or everyone can share and who can share while someone else is sharing. If you allow everyone to share, you may want to limit “sharing when someone else is sharing” to the host only.
  • Annotation (Off): This prevents students from annotating over anything that is being shared.
  • Nonverbal Feedback (On): This allows students to indicate whether they’d like the session to move faster or slower, answer Yes or No, etc.
  • Allow removed participants to rejoin (Off If you are concerned about disruptive behaviors).
  • Breakout room (On): In addition, choose to allow the host to assign participants to breakout rooms when scheduling.
  • Remote Support (On if you are working in a software package where you may need to help students 1:1) If you select this, note that breakout rooms access will turn off. You cannot have both on at the same time. You can switch settings between sessions.

In Meeting Host Controls

Hosts are able to do the following:

  • Mute participants on entry: You can also automatically mute all participants as they enter the meeting.
  • Mute/Unmute participants during meeting (can mute all or just mute individuals)
  • Allow participants to unmute themselves: You have the option to allow or not allow participants to unmute.
  • Allow participants to rename themselves: Unselecting this option will not allow Participants to change their screen name displayed to other participants.
  • Play enter/exit Chime: Play a sound when participants join and leave the meeting.
  • Lock meeting: When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
          The various Host controls to manage participants in a Zoom meeting.

          Figure 1: The various Host controls to manage participants in a Zoom meeting. 

  • Screen Sharing: When Host Only screen sharing is selected, other participants will not be able to share screen.
  • Add Password: All users will require a password to enter the meeting.
  • Host Join First: If selected, the meeting will not launch until the host arrives and connects to the meeting. If you have Email alert turned on, you will get an email alert stating that users are waiting.
  • Waiting Room: The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.
  • Require authenticated users:: Authentication allow hosts to restrict participants who can join a meeting to those who are logged into Zoom, and even restrict it to Zoom users who’s email address uses a certain domain (i.e. psu.edu)
  • Put Attendee on Hold: This feature allows hosts to temporarily remove an attendee from a meeting.

Meeting Security Tips

See below for some tips to maintain the privacy and security of your Zoom meeting.

  • Avoid posting any active Zoom link on a publicly facing website. 
  • Create a new meeting link for each meeting. 
  • Enable a meeting password.
  • Lock meeting: When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
  • Disable Join Before Host. The meeting will not begin until the host joins.
  • Utlize the Waiting Room feature. Attendees are placed in a virtual waiting room and the host can admit them into the meeting space one by one or all at once.
  • Require authenticated users: Authentication allows hosts to restrict participants who can join a meeting to those who are logged into Zoom, and even restrict it to Zoom users who’s email address uses a certain domain (i.e. psu.edu)

The FBI has issued a warning about teleconferencing and online classroom hijacking during the COVID-19 pandemic, and any cases at Penn State should be reported to University Police. In addition, the University has provided guidance to all faculty and instructors on how to handle disruptions in remote classes at remoteteaching.psu.edu.

 

Additional Resources