CloudDeakin Guides
GETTING STARTED

Zoom is a synchronous communications tool that can facilitate communication and collaboration between staff and students. It is integrated with CloudDeakin to make it easier to schedule and join Zoom sessions, and access recordings, directly from unit sites.

Using the integration, teaching teams can:

  • schedule and manage Zoom meeting from a unit through Resources or Calendar,
  • import meetings into the CloudDeakin(D2L) unit from the zoom web/app,
  • start or join Zoom meetings from the unit site,
  • edit or delete Zoom meetings from the unit,
  • view and manage previous sessions and recordings and
  • view Attendance Reports.

Students are able to:

  • join Zoom meetings through Content in the unit site,
  • view upcoming meetings and
  • view previous meetings and recordings
Setting up the Zoom integration (LTI) in your unit site

Note that your Faculty CloudDeakin support/Learning Innovations team may set up the integration for you.

  1. Login to CloudDeakin and go to the unit site
  2. Go to Content and module where you need to setup the Zoom session.
  3. Click on Existing Activities and select External Learning Tools.
  4. Select Zoom from the list of tools.
  5. Rename the link by editing the title if required.
Schedule a Zoom Session

Important note: We recommend that sessions are scheduled by the person who will be facilitating them e.g. the lecturer or tutor running the class/seminar. Users cannot participate in more than two Zoom meetings at the same time* so if a user is listed as a host or co-host for more than two concurrent or overlapping sessions, they will be unable to start or join a third session without ending one of the already running sessions. This applies to both meeting hosts and co-hosts. To avoid prematurely ending meetings, we recommend that each meeting is scheduled by the person who will facilitate it – if alternate hosts are required, you should ensure that your alternate host will not be a host, co-host or participant of more than one other concurrent or overlapping session.

  1. Click on the new Zoom link created and click Schedule a New Meeting option from the Zoom portal.
  2. Fill in all the fields as required:
    • Topic name
    • Description
    • Date
    • Duration 
    • Enable recurring if you wish to add a recurring meeting
    • Enable a passcode and Waiting Room if required
    • Setup video option for host and participants
    • Setup Meeting option 
    • Add Alternate Hosts. Please note that users must not be added as hosts or co-hosts on more than two concurrent or overlapping meetings as this will result in being unable to start or join further meetings without ending those meetings already in progress.
  3. Click Save.

Note: At this point you will have an option to import polls prior to the session via a csv. Download the csv template and import the csv once completed.

* To enable yourself to participate in two Zoom meetings at the same time, log into deakin.zoom.us and go to Settings. Under ‘In meeting (basic)’, check the box for ‘join different meetings simultaneously’.

Import Zoom Meetings
  1. Click on the Zoom link within the module.
  2. Click on the three dots on the right hand side of the portal.

    Zoom - import meeting

  3. Enter the Meeting ID of the meeting that needs to be imported and click Import.
Start or Join Zoom Meetings from the unit
  1. Click on the Zoom link within the module.
  2. Click on the Start button next to the scheduled session.

Note: If you are not the host or an alternate host for the session, you will see a Join button instead of the Start button.

Edit or Delete Zoom Meetings from the unit
  1. Click on the Zoom link within the module.
  2. To delete a scheduled session, click on the Delete button.
  3. To edit the session, click on the Topic Name.
  4. Scroll to the bottom on the screen and click on Edit this Meeting. Don’t forget to click Save once you’re done with the changes.
  5. You can choose to Start or Delete the meeting from the same screen.
    Note: Only the host (creator of the session) can edit or delete the session.
View and manage previous meetings and recordings
  1. Click on the Zoom link within the module.
  2. Choose the tab depending on the activity that you want to complete from portal: Upcoming Meetings, Previous Meetings, Personal Meeting Room and Cloud Recording tabs are available.
  3. To view all upcoming meetings, click on the Upcoming Meetings tab. Staff can start/join or delete the session from this section of the portal.
  4. To view all previous sessions, click on the Previous Meetings tab. Staff and view all previous meetings and view attendance report for all previous meetings from this section of the portal.
  5. Click on the Personal Meeting Room tab to start an instant meeting or schedule a meeting using your Personal Meeting ID (PMI).
    Note: Your Personal Meeting Room is a virtual meeting room permanently reserved for you that you can access with your PMI or personal link, if applicable.
  6. Click on the Cloud Recording to find all zoom recordings available for the unit. By default, all the recordings are published and will contain all file types such as an MP3, MP4 and chat file (if available). You can also search via date or Meeting ID.
    Note: Show my course option is particularly useful to differentiate between your sessions/recording if there is more than one staff in a unit who has scheduling authority.
  7. To access the cloud recording simply click on the play button. Note: Teaching staff are not required to enter a passcode to play the recording even if it is passcode protected. However, if the recording is passcode protected, students will need to click on the hidden passcode symbol to view the passcode and click on the copy to clipboard symbol to automatically copy the passcode and paste it in the required field in order to access the recording.
Further help

For more information, refer to https://support.zoom.us/hc/en-us.