The Zoom-Canvas Integration allows you to schedule and start your class meetings and office hours within your Canvas course site. All Zoom meetings for a course are listed on the Zoom page within Canvas, and you and your students can start or join them on the Upcoming Meetings tab. If you opt to record your class meetings in the cloud, recordings for your class will also automatically be made available on the Zoom tab within Canvas. All Zoom meetings created using the Zoom-Canvas Integration will appear in your web portal but not vice versa.

UChicago IT Security recommends enabling the setting "Only authenticated users can join" for all Zoom class meetings and office hours for maximum security. This option ensures that only users with UChicago Zoom accounts can attend your class or office hours. If you have external speakers or participants in your class, you should select a strong password for the meeting in lieu of requiring authentication. See Managing Zoom Meeting Security for the latest security recommendations.

Enable the Zoom-Canvas Integration

Most instructors have been provisioned with accounts in the main UChicago Zoom sub-account. Faculty in the Graham School should look for their school-specific Zoom sub-account integrations. Some faculty in the BSD will need to use the UChicago Medicine Zoom integration.

For Canvas courses created on or after March 23, 2020, a link named "Zoom – University of Chicago Main Account" will appear in your course navigation. If you created your course prior to March 23, 2020, you will need to adjust your course navigation to add the Zoom integration so it is usable in the course.

1. To adjust your course navigation menu, click on Settings in the course navigation menu, then choose the Navigation tab at the top.
   
2. Locate the appropriate Zoom-Canvas integration.
   
   1. Choose Zoom - University of Chicago Main Account.
   2. Drag the account information to the top of your navigation list as indicated by the red arrow, or click on the options button (the three vertically stacked dots) to the right, then select Enable.
      
3. Select Save to save the changes to the course navigation menu.
4. Double-check that the Zoom link now appears on your course navigation menu.
   

Schedule a Class Meeting Using the Zoom-Canvas Integration

To schedule class meetings or office hours for a class:

1. Select the Zoom navigation item within your Canvas course site.
   
2. Select the Schedule a New Meeting button at the top right.
3. Use these Zoom meeting settings for class meetings:
   
   
   1. Topic: Append the words "Class Meeting" to the name of your course. If you teach in a course with multiple sections, include your name for easy identification by the students.
   2. When: Select the date and time for your first online class meeting.
   3. Duration: Set the duration of your class. (Note: Zoom will not cut you off if you start early or run overtime.)
   4. Time Zone: Keep the time zone as Central Time (default).
   5. Recurring Meeting: Select the recurring meetings checkbox, then set the appropriate recurring frequency and end date. The end date can be the last day of the quarter.
   6. Registration: Leave this option unchecked.
   7. Video: Set the video option to Off for both Host and Participant.
   8. Audio: Select Both.
   9. Meeting Options:
      
      1. Require meeting password: Checked by default to secure your new class meetings with an automatically generated six-digit numeric password. You can retain the automatically-generated password. Note: If you previously have set up your meetings and communicated the meeting password, your original settings are kept.
         
         Alert! Ask students not to share meeting information outside of the class to ensure the security of the class.
      2. Enable join before host: Leave this option unchecked.
      3. Mute participants upon entry: Leave this option checked.
      4. Enable waiting room: Leave this option unchecked.
      5. Only authenticated users can join: Check Only authenticated users can join to secure your Zoom meeting further if your class does not have external speakers or participants. This option ensures that only users with UChicago Zoom accounts can attend your class (Note: It does not prevent UChicago students who are not registered for a class from joining unless you have a meeting password enabled.) Students who have not claimed a student Zoom account will have one automatically created when they are required to authenticate into Zoom meetings for the first time.
      6. Record the Meeting Automatically: Checked. Choose In the cloud. (Users with a UChicago Main Teacher Assistant account are only able to record the meeting locally on their computer and will see only the option to record the meeting on the local computer.)
   10. Alternative Hosts: Add the UChicago email addresses for any co-teaching faculty, teacher assistants (TAs), or staff whom you wish to be able to host your class meetings in your stead. They must have a Zoom account in the same Zoom sub-account as you (e.g., main UChicago, UChicago Graham/Professional, etc.).
4. Click Save to create the meetings.

Schedule Office Hours Using the Zoom-Canvas Integration

To schedule class meetings or office hours for a class:

1. Click on the Zoom tab within your Canvas course site.
   
2. Click the Schedule a New Meeting.
3. Use these Zoom meeting settings for office hours:
   
   
   1. Topic: Append the words "Office Hours" to the name of your course. If you teach in a course with multiple sections, include your name for easy identification by the students.
   2. When: Select the date and time for your first office hours.
   3. Duration: Set the duration of your office hours.
   4. Time Zone: Leave as Central Time (Default).
   5. Recurring Meeting: Select the Recurring meeting checkbox and set the recurring frequency to No Fixed Time. This will create one reusable link for the entire quarter.
   6. Registration: Leave unchecked.
   7. Video: Select Off for both Host and Participant.
   8. Audio: Select Both.
   9. Meeting Options:
      
      1. Require meeting password: Checked by default to secure your new class meetings with an automatically generated six-digit numeric password. You can retain the automatically-generated password. Note: If you previously have set up your meetings and communicated the meeting password, your original settings are kept. 
      2. Enable join before host: Unchecked.
      3. Mute participants upon entry: Checked.
      4. Enable waiting room: Checked. This will allow you to admit students as you are ready for them, akin to the function of the door in your physical office. We recommend you use Canvas Scheduler or other methods to allow students to set up a time with you so that they won’t be waiting in the Zoom waiting room for a long time.
      5. Only authenticated users can join: Check Only authenticated users can join to secure your Zoom meeting further if your class does not have external speakers or participants. This option ensures that only users with UChicago Zoom accounts can attend your class (Note: It does not prevent UChicago students who are not registered for a class from joining unless you have a meeting password enabled.) Students who have not claimed a student Zoom account will have one automatically created when they are required to authenticate into Zoom meetings for the first time.
      6. Record the Meeting Automatically: Unchecked.
   10. Alternative Hosts: Leave empty.
   11. Click Save to create the meetings.

If you want to use the same office hours link for more than one Canvas course, you should go to your web portal to set up the office hours using the same settings above, then provide the link, meeting password, and the time you plan to be there to your students—for example, on the Syllabus page of each of your Canvas courses.

Let Students Know About Zoom Class Meetings or Office Hours

On your Canvas Syllabus page:

1. Tell your students to look for Zoom class meetings and office hour links on the Zoom page within their Canvas courses.
2. Provide students with the meeting password and tell them not to share this information beyond class members; otherwise, bad actors may try to join and disrupt your Zoom class meetings.
3. Remind students that the time zones listed in Canvas are in Central Time, and will not update automatically to their own time zones. Students must calculate time zone differences on their own.

Before your Zoom class meetings (or, minimally, before your first class meeting), send a Canvas Announcement to your class to:

1. Remind your students that they can join their Zoom class meeting by clicking the Join button for the appropriate class meeting on the Zoom tab within the Canvas course site.
2. Remind students of the meeting password and that they should not share this information beyond class members.
3. Remind students that the time zones listed in Canvas are in Central Time, and they must calculate time zone differences on their own. If you know what time zones your students will be in, list them out to reduce careless mistakes.

Start or Join Class Meetings or Office Hours

1. To start or join a class meeting or office hour, click on the Zoom navigation item within your Canvas course site.
2. Under the Upcoming Meetings tab, find the appropriate meeting and click Start (students will see Join).
   

Who Can Access and Download Zoom Cloud Recordings in Canvas?

• UChicago students who are given the Canvas course role of Student, Manually Added Student, Auditor, or Observer must be logged in to your UChicago Student Zoom web portal prior to logging in to Canvas in order to view Zoom cloud recordings via the Zoom-Canvas Integration. You do not have the option of downloading the recording.
• Anyone who has access to a Canvas course site AND has a Main UChicago Zoom account can view the Zoom cloud recordings in Canvas. While you may see the download link for the recording, clicking on the link will return an error message.
• Instructors who are the host of a meeting can view, download, and share Zoom cloud recordings.

Note: Students must use the Zoom tab within their Canvas course site to view cloud recordings. Students are sent a Zoom recording link via Canvas notification when the cloud recording is ready. Clicking on that link will lead them to an error message.

Zoom Permissions and Features

Play, Download, and Share Zoom Cloud Recordings

 To access the Zoom cloud recordings for your course:

1. Click on the Zoom navigation item within your Canvas course site.
   
2. Select the Cloud Recordings tab.
3. Find the appropriate recording and click on its name (blue text link) to access the recording details.
4. Students will be able to play the recording by clicking on the play button. Instructors and TAs will see additional Download and Share links; however, these two links, are only accessible by the host of the meeting.
   
   
   

On the Recording Details page,

1. Play: Click the respective thumbnail for the video or audio file to play the respective recording. It will open a new tab in your browser with the media player and an audio transcript may accompany the video player if available.
   
2. Download: Click Download underneath the media thumbnail to download the recording. (Only instructors of record for spring 2020 or other subscribed users with a UChicago Main Pro account are able to create cloud recordings and downloading of cloud recordings is restricted to the meeting host unless enabled by the host.)
3. Share: Click Share and then Copy to copy the text from the pop-up. Share the link with your class on Canvas as appropriate (e.g. via Announcements or Modules) or via email. You do not need to manually share the link to the cloud recording as students will be able to access and play the recordings on the Canvas course site.
   
   Note: Advise students in your course to sign into their UChicago Zoom accounts prior to logging into Canvas to ensure that they will be able to access and play the cloud recordings.