Using Zoom in Canvas

Instructors can use Zoom in their Canvas courses to schedule meetings with students. Each Zoom meeting at Rowan can be attended by 300 people (including the host) with no time limit.

When you create Zoom meetings in Canvas you do not need to manually send meeting invitations in order for students to join. The meeting invitation will be sent to them automatically and also placed on their Canvas Calendar. Anyone enrolled in your course can click the Zoom button and then click the meeting name to join, as well.

Zoom accounts are automatically provisioned for students and instructors with a course in Canvas. If you cannot access Zoom, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal. 

Contents:

• Prepare to use Zoom
• Authorize Zoom in Canvas
• Schedule a Meeting
• Student Notifications
• Create an Instant Zoom Meeting
• Host a Meeting
  

See Also:

• Zoom: User Guide
• Zoom: Best Practices for Secure Meetings
• Zoom: Quick Start Guide
• Canvas: Enabling Zoom and Webex
• Using Webex in Canvas - Webex offers "Office Hours" functionality in Canvas.
• Zoom: FAQ

Prepare to use Zoom

Before you can use Zoom, you must install the Zoom software for your device. Start by referring to our Install Zoom instructions.

It’s a good idea to install that software ahead of time so it doesn’t delay your first meeting; however, if you haven’t yet done that, Zoom will automatically start downloading the application to your device. You’ll need to install it before you can start your meeting.

Zoom experts host free and interactive live training webinars daily. Get up to speed in less than an hour  https://support.zoom.us/hc/en-us/articles/360029527911

Authorize Zoom in Canvas

You must activate your Rowan Zoom account in order for it to work in Canvas.  You can do so by logging into rowan.zoom.us.

1. Login to Canvas at canvas.rowan.edu
2. Click "Courses" in the left side menu and open your course.
3. Click the Zoom link in your course menu.
   
   NOTE: If you do not see Zoom in your list of options, please see Canvas: Enabling Zoom and Webex
   
   
   
   
4. You will now be asked to authorize Zoom before you can use it.
5. Click Authorize.
   
   
   
   
6. Once authorization is completed, you will be able to schedule or start meetings with your students.

If you get an error, that may mean that your Zoom account is not provisioned. You can test this by trying to login to rowan.zoom.us. If you can not log in, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal. Only instructors with a course in Canvas are given Zoom accounts.

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Schedule a Meeting

NOTE:All Zoom meetings must now have passwords, including meetings you may have already scheduled and personal meeting rooms. This is a requirement imposed by Zoom and supported by Rowan University to further enhance security and prevent uninvited users from joining meetings. 

1. Log in to Canvas and choose the course for which you want to create a Zoom meeting.
2. Click "Courses" and then select Zoom (it doesn't always appear at the top).
   
3. Click "Schedule a New Meeting"
   
   
   
   
4. Fill out the meeting settings:
   
   • Topic: The title of your meeting.
   • Description: An optional description of your meeting that does not have to be added.
   • When: Date and time of the meeting.
   • Duration: Total amount of time the meeting should run.
   • Timezone: This is preset to Eastern Time and does not need to be changed.
   • Recurring meeting: Use this checkbox for meetings that will be used more than once in the course (e.g., weekly discussion meetings).
   • Registration: Leave this checkbox empty unless you want students to sign up for the meeting.
   • Security:
     
     • Require meeting password is enabled by default. A numeric code is pre-assigned. You can change this password, if you choose to. Use an easy-to-remember password.
     • Waiting room is checked by default. This requires the instructor to admit users to the meeting to ensure all users are approved to attend.
     • Only authenticated users can join meetings is off by default. This allows instructors to allow anyone entrance to the meeting, if they so desire.
   • Video Host/Participant: Select whether you'd like your/your participants' video to be automatically turned on or off. The default choice is off.
   • Audio: Telephone and computer audio is the default option so users can access audio through either option.
   • Meeting Options:
     
     • Enable join before host is disabled by default.
     • Mute participants upon entry is enabled by default.
     • Breakout Room pre-assign can be checked if the instructor will use breakout rooms during the meeting. Checking the box requires the instructor to identify which users will be assigned to which breakout room.
     • We recommend NOT selecting Use Personal Meeting ID.
     • Record the meeting automatically is unchecked. Checking the box starts recording as soon as the meeting begins. Alternately, instructors can start a meeting recording manually within the Zoom session.
   • Alternative Hosts: You can add another faculty member or teaching assistant here, in case you are running late or in case of emergency.
5. Click Save. You will then be shown the meeting details. From here, you can add the meeting to your Outlook calendar and edit, delete, or start the meeting.
   
   
   
   
6. Click "Course Meetings" at the top of the screen to go back to the main Zoom meetings page.
   
   
   
   
7. You will now see the meeting appear under 'Upcoming Meetings.' When the time of the meeting arrives, you can Start it from this page.
   
   
   

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Student Notifications

By default, once your meeting is scheduled, students in that course will receive an email notification. In addition, the meeting will appear on students' "To Do" list on the main course page and in their Canvas Calendar. 

Instructors may also wish to create a Canvas Announcement with details of the online meeting. Canvas announcements are posted on the Canvas site and sends an email notification to each student.

NOTE: Zoom in Canvas ONLY sends out an email notification to the class IF the course has already been published at the time of scheduling. Notifications do not go out if the course has not yet been published.

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Create an Instant Zoom Meeting

1. Log in to Canvas and choose the course for which you want to create a Zoom meeting. Click "Courses" and then select Zoom (doesn't always appear at the top).
   
   
   
   
2. Click the Personal Meeting Room tab.
3. Copy Meeting Invitation and provide the link to the attendees.
4. Click Start this Meeting at the bottom of the page.
   
   
   
   

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Host a Meeting

Please see the "Host a Meeting" section in the Zoom User Guide for detailed information on adjusting audio and video options, sharing, chat, managing participants and using breakout rooms.

1. Log in to Canvas.
2. Click "Courses" in the left menu and then select the proper course.
3. Click Zoom.
4. Select the Upcoming Meetings tab.
5. Locate the meeting and click Start.
   
    

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If you have any questions or need help, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal.