Using Online Meeting Tools

If you haven’t joined the UIC Zoom portal yet (to get access to all of the Zoom features), visit https://uic.zoom.us and sign in with your UIC NETID and password. From there, you will be able to set up your profile, schedule meetings, join and host meetings. Note: If you already have a free Basic Zoom account, the portal will ask you to switch to a new account. Please confirm that, yes, you do want to switch to the UIC licensed account. Follow the instructions to complete the process.

• Sign into, host, or join Zoom meetings: uic.zoom.us
  • An app will be downloaded to your desktop or mobile device
  • Note: do not use illinois.zoom.us. If you are a UIC employee or student, use the link above.
  • There is a new HIPAA-compliant version of Zoom (https://uic-phi.zoom.us/) which should allow you to remote into rounds to discuss patients when needed. Recording is not allowed in the PHI version of Zoom.
• Get Answers: Zoom provides direct support 24/7
  • Visit answers.uillinois.edu/uic/zoom-support for information on these resources.
  • For answers to general questions about Zoom, visit go.uic.edu/zoom-support. Check back often as more resources are added.

• Joining & Configuring Audio & Video (1:42)
• Schedule a Meeting (1:07)
• Meeting Controls (10:16)
• Manage Participants (6:04)
• Sharing Screen (1:11)
• Recording Zoom Meeting (1:35)

• Audio, Video, & Sharing: https://support.zoom.us/hc/en-us/categories/201137166
• Managing Participants: https://support.zoom.us/hc/en-us/articles/115004834466-Managing-Participants-in-Webinar
• Share Screen: https://support.zoom.us/hc/en-us/articles/201362153-Sharing-your-screen
  • Screen sharing a PowerPoint Presentation: https://support.zoom.us/hc/en-us/articles/203395347-Screen-sharing-a-PowerPoint-presentation – this link includes how to use:
    • Dual monitors with slide show and presenter’s views
    • Single monitor with slide show in a window
    • Single monitor with slide show in full screen
  • Prevent attendees from sharing content: https://support.zoom.us/hc/en-us/articles/115005759423
• What the Various Roles Mean: https://support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar
• Polling: https://support.zoom.us/hc/en-us/articles/213756303-Polling-for-Meetings
• Difference between Meetings and Webinars: https://support.zoom.us/hc/en-us/articles/115005474943-Meeting-and-Webinar-Comparison
  • Note that UIC does not have the Webinars functionality, only meetings can be used.
• Best Practices for Leading / Delivering a Meeting or Webinar: https://support.zoom.us/hc/en-us/articles/209743263-Meeting-and-Webinar-Best-Practices-and-Resources
• How to avoid having “zoombombers”: https://blog.zoom.us/wordpress/2020/03/20/keep-the-party-crashers-from-crashing-your-zoom-event/

Links you can send to attendees so they know how to engage with you and the other participants:

• Joining and Participating in a Zoom Session: https://support.zoom.us/hc/en-us/articles/115004954946-Joining-and-participating-in-a-webinar-attendee-
  • This is specific to how controls work in Windows, Mac, Linux, Mobile Apps, etc.
  • This one is also about controls and may be more helpful.

Some best practices for using Zoom:

• Do not use a Personal Meeting ID: This is like giving out your phone number.
• Require a password when scheduling new meetings: Meetings scheduled using the room’s scheduling display will use a randomly-generated password. Users will need to enter this password to join the meeting.
• Do not enable join before host: There will be a message “Please wait for the host to start this meeting” Once the Host joins the meeting participants will then have access.
• The host can prevent participants from accessing screen share. Once the Host knows all the relevant participants have joined they can then allow participants to share their screen.
• Set video to be off for Participants upon entry. They can turn their video on after they enter, if the choose to do so.
• Mute All Participants upon entry. Same as above.
• Have the faculty and staff practice Managing participants in a meeting
• 12 Interactive Teaching Methods with Zoom (PDF)

There are a lot of great FAQ resources on the UI Answers pages, so we will not duplicate their efforts.

https://answers.uillinois.edu/uic/search.php?q=&cat=7443

Essentially – the basics:

• Requesting your own WebEx account (only faculty and staff can have accounts, but students and others can join meetings): https://answers.uillinois.edu/uic/81121
• WebEx is approved for TeleHealth, with some specific considerations: https://answers.uillinois.edu/uic/75101
  • WebEx is HIPAA compliant.
• General troubleshooting: https://answers.uillinois.edu/uic/75177
• Maximum number of participants: https://answers.uillinois.edu/uic/85212

Tips for Blackboard Collaborate Ultra from ACCC / LTS

• Collaborate Quick Guide (Moderators): https://uofi.box.com/s/s9hmixojjziawavw7osu2iv84oyrefb2
• Collaborate Quick Guide (Participants): https://uofi.box.com/s/iue7nk2ov0pdp3nepngd5h4pfhhrphih
• Collaborate overview: https://help.blackboard.com/Collaborate/Ultra/Moderator/Get_Started/About_Collaborate
• Collaborate course room: https://help.blackboard.com/Collaborate/Ultra/Moderator/Schedule_Sessions/Course_Room
• How to join a Collaborate session: https://help.blackboard.com/Collaborate/Ultra/Moderator/Join_Sessions
• Sharing content in Collaborate: https://help.blackboard.com/Collaborate/Ultra/Moderator/Moderate_Sessions/Share_Content
• Breakout groups in Collaborate: https://help.blackboard.com/Collaborate/Ultra/Moderator/Moderate_Sessions/Breakout_groups
  • You can either randomly assign breakout groups, or custom assign participants. The latter option is not really practical with more than 30-40 participants as it can take up valuable class time to do this.
  • Participants in breakout rooms do not have the functionality to share screen with each other in their room, but the host / moderator can share their screen with all rooms.
  • Note that if you allow for participants to go into their groups manually, the next time you open up the breakout rooms, it does not remember what rooms they were in previously.
• Session attendance reports: https://help.blackboard.com/Collaborate/Ultra/Moderator/Reports
• Blackboard Groups: https://uic.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=02b87698-7aed-448a-bf23-ab0301665eba
• Blackboard Learn Quick Guides (log into your Box account to view these): https://uofi.box.com/s/r0xayzezjkmy4p8pgr3so7yfcn35t6ht
• Blackboard help for students: https://help.blackboard.com/Filter/Student/College_or_University

• Google Meet makes it easy for teams to be able to get their work done in one place. From direct messages to group conversations, Chat helps teams collaborate easily and efficiently.
• Access Google Chat from ACCC: https://accc.uic.edu/services/communication-collaboration/virtual-collaboration-spaces/google-hangouts/
• Google Hangouts Meet is part of Google’s G Suite for Education core tools. Before using Hangouts, users need to create a G Suite UIC account. Users can start a chat conversation, video call, or phone call using Wi-Fi with up to 25 people at a time. Hangouts sync automatically across devices. Hangouts started on a computer, can be continued on another device, such as a phone, for example.
• Access Google Meet from ACCC: https://accc.uic.edu/services/communication-collaboration/conferencing/google-hangouts-meet/
• Quick Guide from ACCC (requires NETID): https://uofi.app.box.com/s/mgscyp08evjsnty2uu1nbgnnijysk8rs

• Instructions from Microsoft on how to use MS Teams: https://edudownloads.azureedge.net/msdownloads/MicrosoftTeamsforEducation_QuickGuide_EN-US.pdf
• Schedule a new meeting for live discussion with up to 250 people or schedule a live event for a broadcasted event with a wider audience.