Faculty can schedule and manage Zoom meetings via Canvas for synchronous class sessions or virtual office hours with students.
The Zoom integration with Canvas gives instructors the ability to do the following from within Canvas:
- Schedule, start, and manage meetings.
- View and manage previous meetings and recordings
- View Zoom participant and poll reports
Students can do the following from within Canvas:
- View upcoming meetings via the Canvas Calendar or Zoom link in the class
- Join meetings in Canvas
- View previous meetings and recordings
In this support article, you will find instructions on:
- Click Zoom from your course navigation menu. The first time you click this link, authorize the Zoom app.
- In Canvas, click "Schedule a New Meeting."
- Fill out the meeting settings.
- Enter the Topic, When and Duration
- Recurring: If this is a weekly meeting, you can set up the entire semester's meetings.
- Note: You cannot schedule recurring meetings using your Personal Meeting ID (PMI) because it is reserved for starting or scheduling meetings at any time.
- Security: Enable Passcode and/or Waiting Room. We recommend using a passcode (created by you). Students can view the passcode in the Meeting Invitation (via Upcoming Meetings). If you opt for a Waiting Room, you will need to monitor it to allow students to enter the meeting. Enabling the waiting room automatically disables attendees from joining before the host arrives.
- Video: Choose whether to join the meeting with video enabled for you as the host and the students as participants.
- Audio: Select Both. If students experience audio issues on their devices, they can join the meeting by phone.
- Meeting Options:
- Enable join before host: We don't recommend enabling this option as it’s best practice to join the meeting before your students.
- Mute participants upon entry: We generally recommend enabling this option for courses.
- Use personal meeting ID: It is advisable not to use the same meeting ID for classes as for other meetings.
- Require authentication to join: By checking this option, you can require everyone who joins to authenticate through St. Edward's University, ensuring student-only use their St. Edward's credentials to log into Zoom. This provides additional security but may take extra time for students to join.. Please note that if you plan on having a guest speaker from outside of St. Edward’s University, do not select this option. If you require authentication but don’t choose St. Edward's University, students can join from any authenticated Zoom account.
- Enabling “Record the meeting automatically" starts and saves the recording in the cloud once you begin the meeting. Note: if you join the meeting early, it will also record the empty meeting time. Alternatively, you can manually start the recording by clicking on the record button after the meeting has started.
- Alternative Hosts: If there are multiple teachers or guest speakers in the meeting, you can add them as alternative hosts. This enables them to moderate the meeting and share their screen. Note: You can promote someone to co-host host during the meeting.
- Click Save. After saving, you will see the meeting appear under “Upcoming Meetings.”
With the Canvas Zoom integration, you can use a template to pre-load polls into your Zoom meeting. Tip: Keep in mind that there is only one poll template for all meetings, so it’s helpful to name the poll sections and questions for easy access during live meetings.
How to add Polls to your class meetings from within Canvas:
1. . Click “Upcoming Meetings,” > Click on your course meeting. At the bottom of the window is the Poll section.
2. Download the CSV Template.
3. Open the template in Excel.
4. The template has two separate sets of polling questions, each delineated by a separate title
- Title your poll for specific classes or meeting times
- In the next row, add a “Question Name” that will be easily identifiable in a list of questions.
- On the same row, in the “Question Type” column, enter the “Question Name.” There are two types of questions:
- Multiple: Students can choose multiple answers
- Single: Only one correct answer
- Enter possible answers on separate rows.
5. Save the poll and upload it to the Canvas Zoom integration.
There are two options: adding breakout rooms during a meeting and adding pre-assigned breakout rooms. Pre-assigning breakout rooms can be done within the Canvas Zoom integration in one of 3 ways.
- Click on Create Rooms to manually create your groups
- Create a CSV file in Excel to import your breakout room participants.
- Create them from pre-existing Canvas Groups by using Import Course Groups.
You can also add them using the Zoom application. Here are detailed instructions for adding breakout rooms for your scheduled classes.
Once your meeting is scheduled, it will appear on the course's Canvas Calendar, and students will receive notifications just like any other calendar event. Note: Students can choose to disable calendar notifications.
Instructors
- From the Canvas Zoom link, click on the Upcoming Meetings tab.
- Find the meeting, and click the Start button next to the correct one.
- If you don't already have Zoom installed, you will be guided to download and install it. This only needs to be done once.
Students
- Students can join your meeting by clicking the Zoom link from the Canvas course.
- Click the Upcoming Meetings tab.
- Then click on the Join button next to the correct meeting.
- If a student doesn't have Zoom installed, they will be guided to download and install it. This only needs to be done once.
If you chose to record your meeting, you can make it available to your students by publishing it to your Canvas course. To do so, follow these steps:
- Find the Zoom Cloud Recordings tab.
- Enable the publish option next to the desired recording.
If you chose to publish the meeting recording, students can access the recording by going to the Zoom menu option and:
- Selecting the Cloud Recording tab to view all prior class meetings
- Clicking on the recording details link provided for the respective meeting
When a student clicks on the recording link, the Recording Details screen appears. Clicking on the recording thumbnail image automatically saves the passcode to the clipboard on the student's computer. A brief green message will indicate "Passcode copied to clipboard."
The next screen will prompt for the input of that passcode:
- Use Control-V (on Windows) or Command-V (on Macs) to paste the passcode in the field
- Click “Access Recording”
The video will appear, ready to play.
Once the recording is complete, anyone with a Teacher role can view Reports to see attendance, join times, session duration for students and poll results. Both the Participant list and the Poll results can be downloaded as CSV files and viewed on-screen.
To view Reports:
- Access Zoom from the Canvas course menu
- Click on the Previous Meetings tab > Reports
To have your already scheduled meeting for classes appear in the Canvas integration, allowing students to join from Canvas and display recording and reports, follow these steps. You'll need the 9-digit Meeting ID to do this.
- To find your Meeting ID, log into Zoom from myHilltop.
- Go to the Upcoming Meetings tab.
- The Meeting ID will be in the third column.
4. In Canvas, click on the Zoom link and then the Options icon and select Import Meeting.
5. Enter the Meeting ID and click Import.
For further Zoom help and resources, visit the Zoom Help Center.