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Drew University, through the Instructional Technology Services department in coordination with CNS and ETC, offers several levels of videoconferencing options.  Simply put, videoconferencing is a generic term for sharing audio and video between two or more people anywhere via the internet.  ITS is currently developing its support for videoconferencing, and is piloting the following levels of service:

  • Simple Point-to-Point
  • One-to-Many and Many-to-Many
  • Advanced Point-to-Point

provides access and training in using Drew Zoom web conferencing. All of these services are covered by the 1-ITS the classroom hotline and and MRC Event Hotline for  for academic classes and other events respectively. Charges may apply, please see the MRC fee schedule for further information.

Simple Point-to-Point Videoconferencing Service

ITS has chosen to a software package called “Skype” to support the basic level of videoconferencing.

What is Skype?

Skype is a free messaging program that can be used to communicate with people all over the world or right down the block. You can use it to talk face-to-face with others, with the help from a webcam and microphone.  Skype allows one computer to chat with a second computer; several people can gather around a single webcam but Skype does not have a conference call option.

MRC Simple Point-to-Point Videoconferencing  Support

The MRC will:

  • Upon request provide a webcam and USB extender.
  • Deliver, set-up and breakdown equipment.
  • Assist customer in testing Skype video call.

Customer Responsibilities for using Skype:

  • Call the MRC (x3342) to request this service at least two business days in advance of the event.
  • Provide date, start/end times, location and account number to be charged (if applicable) when setting up the event.
  • Provide a laptop to run the software from, or inform the MRC that they intend to use a classroom computer (extra lead time may be required for this option).

The MRC will NOT:

  • Create a Skype account for customers.
  • Log into a personal Skype account for customer use.

Using Skype on Campus

If you require assistance in setting up Skype for an event you can call the MRC at x3342 ahead of time to schedule a demonstration. We will assist in setting up the webcam /mic if needed and help run a test a prior to the call.  You should also be aware that all equipment usage, including existing classroom equipment, MRC deliveries, and webcam rentals are subject to the costs listed in the MRC Price List and Fee Schedule.

If you are part of a class/committee/ group we recommend doing this in a TEC (TILE) classroom. The TEC (TILE) classrooms have LCD projectors with large screens that make viewing of the video chat much easier.   Room use must be scheduled with the Registrar’s office or HCH as appropriate in advance, as should equipment use be scheduled with the MRC.

The following sections can be used by both the on-campus customer and the person they are connecting with to set up the software .

Getting started with Skype

To use Skype you will need:

  • A computer, both Macs and PCs will work.
  • Internet access (a wired connection is strongly recommended as opposed to a wireless one)
  • A webcam, built-in to your computer or external is fine.
  • A microphone, built-in or external

 Installing Skype

To install Skype on your computer:

1.       Use an internet browser to go to the Skype website: http://www.skype.com

2.       On the home page towards the top, choose the tab Get Skype

3.       Scroll to the very bottom of this page. There will be a blue bar that reads “All the ways to get Skype” under which there are options for the computer, mobile phones, televisions, and at work. Under the “Computer” option, you should choose your operating system. Mac users who are running Mac OSX should choose the “Mac OSX” option, while PC users who have Windows should choose the “Windows” option.  Linux users should choose the “Linux” option.

4.       You should then click the “Download Now” link found in the blue box at the top of the page. This will start your download. When the file has finished downloading, you should run it by double clicking it on your desktop

5.       Skype will start an install wizard. You should choose the language that you want to use to install Skype by choosing it from the drop-down box in the middle of the box.

6.       You should then click the “I agree – install” button in the lower right corner of the box. This will continue you to the next page.

7.       It will give you an option of installing Google Chrome as well. This is not necessary, and you may uncheck the boxes on this page if you wish. Google Chrome is a internet browser, much like Safari, FireFox, or Internet Explorer. Click “Continue Installing Skype” to continue.

8.       Skype will then start installing. You do not need to do anything until it finishes. When it is done, please click “Start Skype” to begin.

Creating a new account

You will need an account to use Skype. After you finish installing Skype, it will ask you to create a new account. NOTE: This account is completely separate from your Drew uLogin account.  Make sure you use a unique password.  No University Technology employee will ever ask you for any username/password information.

1.       You will need to enter your full name in the first box.

2.       Skype will try and help you create a Skype name in the second box.

3.       You will then need to create a password and enter it in the next two boxes.

4.       You will also need an email account. Skype will ask you to enter it twice.

5.       When you are done, please click “I agree – create account” to continue. Skype will then check to make sure that your Skype name is available and will give you options if it is not.

6.       You will then be asked to enter your country, city, and birthday which will make it easier for contacts to find you.  You can also enter your phone number for your contacts to call when you are not online. All of this is optional, not necessary information.

7.       Skype also gives you the ability to sign-in when Skype starts without having to enter your password. The default is that Skype will sign you in when it starts. If you would like to change this option, please uncheck the box under the mobile phone option.

Using Skype

So you have installed Skype and have a screen name! You are almost ready to start using the program.

1.       After setting up your web camera and your microphone, you should run the “Check your sound works” option. This way you can trouble shoot any problems now.

2.       Skype also gives you an option that is called “Learn how to make calls” 

More Information

 

To request a licensed account:

A limited number of Zoom licenses are available for high priority users. Instructional Technology will prioritize who receives these resources based on need and priority. In order to be considered, please fill out this form to request a Zoom license.

Desktop client and mobile apps

Signing in to the desktop client - step by step instructions

  1. Launch the Zoom desktop client on your device.
  2. If you're not already logged in, click Sign In
    Image Added
  3. Next, click SSO. (the image is a key; highlighted in image below)
    Image Added
  4. If the screen prompts for:
    1. Company Domain, enter "drew" and click Continue.
      Image Added
    2. Search Company Domain, enter your Drew email address and click Continue
      Image Added
  5. You will be brought to a uLogin page; enter your Drew credentials (and approve login with Duo)
  6. If the desktop client does not automatically open with you logged in, either:
    1. Click Open Zoom Meetings on the dialog shown by your browser. If you don't see a dialog, click Launch Zoom on the webpage
    2. Click Open zoom.us
  7. Click New Meeting to start a new meeting, or click Meetings at the top to start a meeting already scheduled

If you are participating in a Zoom meeting:
First, follow steps 1-6 above to make sure you are logged in to the desktop client. If clicking the URL of an existing meeting does not then launch the desktop client:

Expand
  1. If you have a Meeting ID and Passcode (if the passcode is required), open the Zoom desktop client.
  2. Click Join a Meeting and enter that information when prompted.
    Image Added

Updating the Zoom Desktop App

To update, you have two options.

  1. From the desktop client:
    1. Sign in (remember to use SSO)
    2. Click on your user icon in the top right corner
    3. Choose "Check for Updates"
      Image Added
    4. Install any updates
    5. Repeat the above steps to check for additional updates until you are told "You are up to date" (5.16.0 as of this writing)
      Image Added<< Windows version
  2. From an installation file:
    1. If https://zoom.us/download loads for you, you can download the latest installation file from Zoom. Run the file to install the updated Zoom desktop client. 
    2. If that page does not load, choose the appropriate file from the list in the table below based on the computer you are using.


    3. Operating SystemDownload Link
      WindowsZoom Installer Windows
      MacZoom Installer Mac
      Mac computers with Apple siliconZoom Installer Mac Silicon Chip


    4. Run the downloaded installation file to install the updated Zoom desktop client. 


***For Additional Information regarding Zoom for Students please see linked document (Last Updated 3/10/20)

Instructional Technology has also put together a Zoom FAQ Google Doc with some of the most commonly asked questions and answers.

Please be cognizant of storage space: If you've saved a Zoom recording to the cloud but no longer need it, delete it. Also consider saving recordings to a Drew network drive or Google Drive. Learn more about deleting or downloading Zoom recordings here.

If you are interested in using a custom Drew Zoom background, check here (the tutorial on using them is here).

Warning
titleZoom Security Updates

Zoom is always putting out updates to address various security concerns and enhance usability. Please be sure to install the most recent update when prompted!

As of August 18, 2021, all Zoom cloud recordings will be available in your Kaltura MediaSpace account and in your My Media and Media Gallery section of Moodle. 

Can I reuse previous semesters’ class recordings?

Under the federal Family Education Rights and Privacy Act (FERPA), this situation must be treated as if the recordings were being shown to a third-party audience which requires FERPA compliance through use of consents from identifiable students or by editing out those students from the video. If the faculty member recorded just themselves sharing a presentation and lecturing, that can be reused. But if there is anything that identifies a student by video, picture or name that would not be reusable according to FERPA.

How to edit class recordings from previous semesters to remove identifiable student information with Screencastify. 

Using Screencastify, you can edit Zoom Cloud Recordings to remove student images and names from the recordings. 

How to Preserve Cloud Recordings

All instructors are encouraged to use the Kaltura/Zoom integration in Moodle.  The integration will automatically transfer your Zoom recordings to Moodle so they can be made available to students and not subject to the 180 day retention limit. Watch this video on how to publish Zoom recordings in Moode. Old recordings that need to be retained for over 180 days should be downloaded from Zoom and uploaded to other systems.  Here’s what we recommend:

How to Download Zoom Cloud Recordings

  1. In a web browser, navigate to drew.zoom.us, and select the Sign in button to login using your Drew username and password.

  2. In the navigation menu, click Recordings then Cloud Recordings

  3. Find the recording you want to view (adjust the date range and use search, if necessary) and click the topic name.


Note: If your meeting has not finished converting, the recording will show in the list with a Processing Recording label; try again later.

4. Click on ⤓ Download (x files) button to download all the recordings' files OR hold your mouse over one of the files below (e.g., Shared screen with speaker view, Audio only) and click the ⤓ download button to download just the file. Please note that recordings over 1GB in size are going to quickly take up space on your hard drive. We recommend being very selective about the recordings you are deciding to keep. 

Note: If you see several groups of recordings (Recording 1, Recording 2) during the Zoom Meeting, the recording was started then stopped then started again.

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To recover recordings that have been moved into your trash bin, follow the instructions below.

How to Recover Recordings from Zoom Trash

Improved Zoom Features

Recently Zoom has upgraded some features and we wanted to reach out and let you know what those are. 
First off, to access any of these features you must upgrade to the newest version of Zoom which is (as of 10/1/20) version 5.3.1.
The quickest way to do that is to go to https://zoom.us/download and click download. 

New features- 

  • Multiple people can be spotlighted at the same time. Perfect for panel discussions or group projects.
  • Customize your gallery view. As a host, this allows you to move the videos of your participants in any order you prefer and then push that view onto your participants so they see the room the same way. (requires Zoom desktop client 5.2.2 or later for host and participants)
  • Self-selecting Breakout Rooms. The host can now create breakout rooms with the option for participants to self-select which breakout room they would like to join. If enabled, participants can move freely between breakout rooms, without needing the host’s help. Both the meeting host and participants need to be on Client 5.3.0 or later to self-select Breakout Rooms.Here is a really good videoon ways to use this feature in class.

Videos saved to the Zoom Cloud Storage

Drew has a finite amount of Zoom cloud storage space. Please consider the following:

* Consider deleting (examples): recordings of regular meetings from completed Spring classes; recordings of routine departmental meetings with completed minutes 
* Consider downloading and storing locally or on Drive: recordings or transcripts needed for ongoing work.  Examples: audio and chat transcripts from a routine meeting; Recordings of meetings or events that may have historic archival value, such as commencement events, guest lectures, or major campus announcements. (Note that many events are already available on the Drew YouTube channel: https://www.youtube.com/drewuniversity)
* Consider keeping on Zoom: recordings in active use that are linked from other websites. Examples: faculty development sessions linked from shared faculty Moodle pages


Expand
titleClick here for additional information for downloading Zoom videos.

If you've already successfully completed one of these sections, skip to the next one.

A. Download video from Zoom cloud

  1. Visit drew.zoom.us
  2. Sign in (you'll have to approve Duo login)
  3. Click on the Recordings link in the left menu to view Zoom recordings that were saved to the Zoom cloud
  4. Click on the link to the meeting (lecture) you want to download
  5. Highlight the "Shared screen with speaker view" file and click the download icon that appears - the arrow pointing down to a line. This usually saves to the downloads folder on your computer.
  6. Repeat for any other videos you need to download

Note: If you have students whose first language is not English, they may find the "Audio transcript" file helpful - but make sure they know that those files are not completely accurate and can sometimes confuse the reader instead of helping.

B. Find the Saved File(s)

  1. Open your Downloads folder by clicking the Start menu in the bottom left corner of your computer screen and typing in "Downloads" - it may not be the only option, so make sure you choose the one that says "file folder" in tiny print (if you are on a Mac, you should be able to view your recent files in Finder)
  2. If you see the video files, yay! Go to section C.
  3. If you do not see the video files, we will need to do a Zoom or Bomgar session to find out where they're saving. Let us know when you're free.


C. Upload the video file(s) to Moodle

  1. Watch this video from Instructional Technology which shows how to do this: https://youtu.be/Gobp0ku_EzA
  2. If you have any questions, let us know when you're free so we can schedule an appointment.

Zoom tutorials

Is Zoom down?

Like many services, Zoom has a status page that will tell you if the service is experiencing disruptions. You can always check https://status.zoom.us/ to see if there is a widespread interruption.


Reviewed 9/20/23

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