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Scheduling Zoom Meetings in Canvas

To schedule recurring Zoom meetings for your class's synchronous online meetings, perform the following recommended steps in Canvas.

1. Open your Canvas course and select the "Zoom" link in the course navigation menu.

2. Select "Schedule a New Meeting."

3. If desired, edit the meeting Topic (i.e. title). The default is the name of the Canvas course.

4. Enter the date and time of the start of the first class meeting in the When field.

***NOTE:  We recommend using the actual start time of your class meeting. You are free to start the meeting before its scheduled time and keep meeting going past its scheduled duration regardless of when you scheduled the meeting.***

5. Set the duration to the length of the class meeting.

***NOTE: Zoom only allows you to select 15-minute intervals. We suggest rounding up to the closest available option.***

6. If you would like to make the meeting recurring:

        1. Select "Recurring Meeting."

        2. Set the Recurrence to "Weekly."

        3. If your class meets every week, Repeat every can stay set to "1 week."

        ***NOTE: If it meets every other week, set it to 2 weeks; every three weeks, set it to 3… and so on.*** 

        4. Next to Occurs on, select each day of the week your class meets.

        5. Next to End Date, select the "By" option and enter the date of the last class meeting. 

7. For security of the meeting:

        1. Leave the Registration Required option unchecked.

        ***NOTE: Registration unnecessarily complicates the process for students to join class meetings, so we advise that you do not require it for class meetings.***

        2. Leave Passcode enabled. 

        ***NOTE: UWGB's Zoom embeds the passcode within the meeting link that students will use, so they’ll still be able to join without the code. The passcode option helps keep out uninvited guests.***

        3. Choose whether to create a Waiting room.

        ***NOTE: This is an extra layer of security that requires participants to be manually admitted into the meeting by the host.***

        4. Keep the Only authenticated users can join meetings option disabled.

8. Toggle the Video settings on or off depending on whether you want yourself and students to join the meetings with their camera video on or off by default.

***NOTE: Everyone will be able to toggle their video on/off during the meeting regardless of what you select.***

9. Leave the Audio option set to "Telephone and Computer Audio."

10. Configure the Meeting Options to fit your preference:

11. Selecting "Enable join before host" will allow students to enter the meeting and interact with each other before you join the meeting. If you leave this unchecked, students who join the meeting before you will see a message “Waiting for the host to start the meeting” on their screen until you join. Once you join, the meeting starts and all students who were waiting will enter the meeting automatically. 

12.Select "Mute participants upon entry" if you want students' mics to be muted when they join. 

***NOTE: They will be able to unmute themselves.***

13. For security reasons, we recommend leaving “Use Personal Meeting ID" unchecked. 

14. Selecting "Record the meeting automatically" will automatically start a Zoom recording of the meeting as soon as you join it. If you leave this option unchecked, you will have the option to start a cloud recording manually. 

***NOTE: If you choose to check this box, make sure to then select the "In the cloud" option so that you can make your recordings available to students in the Cloud Recordings tab of the Canvas Zoom integration.***

15. If you are co-teaching the course, you can add the email addresses of other teachers to the Alternative Hosts field in order to allow your co-teachers to start the meeting without you. 

16. Select "Save" to schedule your meeting.

Recommendations for Sharing the Meeting Link with Students

When your meeting is scheduled, the Canvas Zoom integration creates a Canvas course calendar event for each recurring class session. Each calendar event will contain the join link for the Zoom meeting. Students can join Zoom meetings by clicking the calendar event links or by finding the meeting in the list of Upcoming Meetings after selecting the Zoom link in the course navigation menu. The same join link is used for each occurrence of a scheduled recurring meeting series. To give your students an additional way to access the meeting link, we recommend copying the meeting invitation and pasting it in a page in the introductory module of your course. You can also paste the meeting invitation in an email message to students.

1. Open your Canvas course and select the "Zoom" link in the course navigation menu.