Zoom FAQs

General Zoom FAQs

How do I manage hosts and co-hosts of a session?

Hosts of the meeting will have more options to control the meeting than participants. To check your role in a meeting, open the Participants Panel from the main meeting screen. The host and co-host will be identified in the Participants Panel. The host can assign a co-host to the meeting by opening the Participants Panel from the main meeting screen and hovering over the name of the person to assign the co-host role, click more and then "Make Co-host".

What is a Host Key?

The Primary Host of a meeting can provide a Host Key to co-instructors who may be leading class sessions. The Host Key will allow the other individual to Host the session launched from the NYU Classes course site. The Primary Host can find their Host Key on the Zoom Profile Page. The Primary Host can then share the Host Key with co-instructors.

What if I already have a Zoom account?

Zoom accounts can only be associated with one account at a time. Your NYU NetID email address will be associated with NYU's Zoom account. If you have previously used your NYU NetID email address to log into another Zoom account—for example a paid business account or another institution's paid account—you will need to use another email address for the non-NYU Zoom account. You can do this by changing the associated email address for the non-NYU account or by contacting the Zoom administrator for the non-NYU account. If you are currently signed into a non-NYU Zoom account with your NYU NetID email address while trying to access your NYU Zoom account, you will be prompted to sign into your current account or switch to the new account. Switching to the new account will associate your existing account and content with the NYU Zoom account.

Course Setup and Instruction FAQs

Should I require students to register for my Zoom meeting?

Though it is not required, the University recommends setting up registration for your Zoom courses. Scheduling a meeting that requires registration will allow participants to register with their email, name, other questions, and custom questions ahead of the start of the course. You can also generate meeting registration reports if you want to download a list of people that registered. This will allow you to ensure all your students have received the Zoom link for your course before the start of the semester. More information can be found in this article.

How do I schedule recurring sessions within my NYU Classes course site?

Once Zoom has been added to your NYU Classes course site, you can schedule meetings for the course. Set up each class session as its own Zoom meeting, rather than using the “recurring meeting” option. This will ensure that you and your students can easily find recordings for past class sessions. For instructions on scheduling a Zoom meeting in NYU Classes, see this article.

Do I need to invite students to the Zoom meeting?

If you scheduled your class meetings through the Zoom tool in your NYU Classes course site, students will be able to see an “upcoming meetings” tab in the same place, with a “join” button for each meeting. More information for instructors can be found in this article.

How can I assign a TA or designated student to assist in my Zoom Room?

When scheduling a meeting, the host can assign another user to be the alternative host. The alternative host can start the meeting on the host's behalf. This user will receive an email notifying them that they've been added as an alternative host, with a link to start the meeting. If this email notification is disabled in the Zoom web portal, the alternative host will not receive an email to start the meeting. More information about designating an alternative host and its limitations can be found in this article.

What about attendance?

The attendance policy articulated in your syllabus applies even on Zoom. There is currently no way to formally take attendance with Zoom. We recommend that you take a screenshot of your participant list to reference for attendance.

Can I require my students to keep their cameras on during class?

In the absence of an NYU policy about this, individual instructors should feel free to set their own expectations. In most cases it will make sense to require students to keep their cameras on. In some cases, however—such as with students with a weak or unstable Internet connection, who may want to turn off their cameras to improve connection—you may want to be more flexible.

Zoom Room Features FAQs

How do I keep participant names visible?

Some operating systems (Windows, iOS, Android, etc.) have slightly different options available in the Zoom desktop application. However, under the video settings is an option to always display participant names on their videos. This will keep the name displayed at all times.

How do I manage and/or disable the chat?

As the host, you can control which meeting or webinar participants are allowed to chat with. You can also disable the chat feature for all participants, or disable private chat so participants cannot send private messages. More information can be found in this article.

Can I see my students while I screen share?

Some operating systems (Windows, iOS, Android, etc.) have slightly different options available in the Zoom desktop application. However, under the video settings is an option to always Show Zoom windows during screen share. This will keep the participants displayed during a screen share. Alternatively, using a second monitor will also allow you to see participants while screen sharing.

What is a Waiting Room and how do I use it?

NYU Zoom meetings now have the Waiting Room feature activated by default. The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one, or hold all attendees in the Waiting Room and admit them all at once. You can send all participants to the Waiting Room when joining your meeting, or you can allow participants from your Zoom account and participants at specified domains to bypass the Waiting Room. More information can be found in this article.

What are Breakout Rooms and how do I use them?

Breakout Rooms allow you to split your Zoom meeting in up to 50 separate sessions. This may be a helpful tool for allowing students to meet in smaller groups during your class. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, or they can allow participants to select and enter breakout sessions as they please. Note: The co-host cannot assign participants to Breakout Rooms. Co-hosts can leave and join any Breakout Room only if they join a Breakout Room assigned to them by the host. The host can switch between sessions at any time. More information can be found in this article.

Can I assign students into Breakout Rooms before the start of class?

Yes! As a meeting host, you can split your meeting participants into Breakout Rooms when scheduling the meeting. This can be useful if you already know how you want to split up your participants.

Note: Students must be registered for the Zoom meeting before you can pre-assign them to Breakout Rooms. More information can be found in this article.

What is the whiteboard and how do I use it?

The whiteboard feature will allow you to share a whiteboard that you and other participants (if allowed) can annotate on. More information on setting up and using annotation tools on the whiteboard can be found in this article.

You can create a whiteboard before the start of class by logging in to the Zoom session before the class begins. The whiteboard will be erased at the end of every session.

You can save a whiteboard by selecting the “Save” option on the annotation panel. You will have the option to save the file to your computer as a PNG or PDF.

What are polls and how do I use them?

The polling feature for meetings allows you to create single choice or multiple choice polling questions for your meetings. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also have the ability to download a report of polling after the meeting. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results. More information can be found in this article.

What is the difference between “Pin Video” and “Spotlight Video”?

You can pin or spotlight a video during a meeting. 

  • Pin video allows you to disable active speaker view and only view a specific speaker. Pinning another user's video will only affect your local view in the Zoom Room, not the view of other participants and will not affect cloud recordings.
  • Spotlight video puts a user as the primary active speaker for all participants in the meeting and cloud recordings. To spotlight, you need at least 3 participants in the meeting with their video on and can only be done by the host. 

More information can be found in the articles linked above.

How do I track my session attendance?

Attendance tracking is available in realtime during the Zoom meeting. An indicator displays in the Participant panel next to the name of any participant who does not have Zoom in focus for more than 30 seconds when someone is sharing a screen. Reports are also available from the Zoom Tool in NYU Classes and via the Zoom website, see this article for more information.

Does my meeting automatically end when the scheduled date and time passes?

When you schedule a meeting, the scheduled date and time just provides information to students on when they should join and when they can expect the meeting to end. You will see an “end meeting” link at the bottom right of your Zoom application when you are in a meeting. From there, select the “end meeting for all” option when you are ready to close your online meeting.

Zoom Recording FAQs

Can I record my class sessions?

Please complete the NYU Zoom Request Form and select “Request Recording” to enable recording permissions on your account. Upon submission of the form, recording will be enabled. If you don't see the recording option, first ensure that you are correctly logged in as the host.

  • Automatic recording is disabled: All recording must be started manually by the meeting host. Automatic recording is disabled at the domain level, even if auto recording is selected when scheduling the meeting, the host will manually need to start recording once the meeting begins.
  • Do not use personal meeting ID: Do not select to use the personal meeting ID when scheduling a meeting through the Zoom tool in NYU Classes. Selecting to use the personal meeting ID will prevent students from accessing the recording of the session.
  • Instructors must start the recording manually: This allows instructors time to set up for class, for example starting screen share or muting participants. After the class session, instructors will need to stop the recording. Ending the meeting will stop the recording as well. Please note that breakout sessions cannot be recorded.

How do I access my class recordings?

Instructors who have recorded Zoom sessions in an NYU Classes course site can access the recordings through the Zoom tool in NYU Classes. Click the Zoom tool and select the Cloud Recordings tab. Recordings will remain in Zoom for 120 days. Instructors can find class recordings under the Cloud Recordings tab in the Zoom tool in NYU Classes. Recordings are shared with all students in the NYU Classes course site, and can be found by students under the Previous Meetings tab in the Zoom tool in NYU Classes. If instructors would like the recordings to be available to students for longer than 120 days the recordings can be saved to the NYU Stream Media Gallery in NYU Classes. Instructions for exporting from NYU Zoom and importing to NYU Stream Media Gallery can be found in NYU Servicelink.

How do students, teaching assistants, and course site administrators access my class recordings?

Co-hosts must have active NYU Zoom accounts before adding the email address to the co-host field. If you have recorded Zoom sessions in your NYU Classes course site, students will see the recordings in the Previous Meetings tab of the Zoom tool in NYU Classes. Teaching assistants and course site administrators will need to go to the top of the course site to select the “view site as student” option in order to see the Previous Meetings tab. Read more information about recording in this knowledge article.

Recordings will remain in Zoom for 120 days. Instructors can find class recordings under the Cloud Recordings tab in the Zoom tool in NYU Classes. Recordings are shared with all students in the NYU Classes course site, and can be found by students under the Previous Meetings tab in the Zoom tool in NYU Classes. If instructors would like the recordings to be available to students for longer than 120 days the recordings can be saved to the NYU Stream Media Gallery in NYU Classes. Instructions for exporting from NYU Zoom and importing to NYU Stream Media Gallery can be found in NYU Servicelink.

Zoom Classroom FAQs

How do I request technical support in an NYU Zoom Classroom?

If your classroom appears on the NYU Zoom Classroom Locations and Support page, see the support link next to the specific location for technical assistance or call the NYU Zoom Classroom Hotline at 212-998-3400 if you need AV support with equipment while in the classroom. (For general NYU Zoom meeting questions, contact the NYU IT Service Desk instead.)

If your classroom is not listed on the NYU Zoom Classroom Locations and Support page, that means it is School-managed and you should contact your School’s educational technology support staff instead.

What equipment is in an NYU Zoom Classroom?

"NYU Zoom Classroom" is a designation for classrooms upgraded with a specific set of audio-visual (AV) equipment, including a Zoom control panel, a microphone and video camera, and a large monitor. Many classrooms have AV equipment where NYU Zoom can be used to connect with remote students, but the specific in-room controls may be different from the "Zoom Classroom." Detailed information is available at the NYU Zoom service page and the support information linked on that page.

How do I know whether or not I'm teaching in an NYU Zoom Classroom?

Search NYU Zoom Classroom Locations and Support for the room, building, and/or school listed as your Albert-designated teaching location. If your classroom appears on the list, self-service support for using its equipment and a demo video are available on the NYU Zoom service page, and individual tech support is available via the link included next to it. If your classroom is not included on the list, that means it is managed by an NYU School and you should contact your educational technology support staff for information about the audio-visual setup in your classroom.

How do I use the NYU Zoom Classroom?

See the NYU Zoom service page for quick-start and detailed instructions and a demo video for faculty, as well as more general information for all NYU community members about using NYU Zoom. As a reminder, instructors are provided a stylus as part of their PPE for touch-free use of AV equipment in classrooms.

Do I have to log into a Zoom meeting to present materials on the large Zoom Classroom monitor?

 

No, the Zoom Classroom equipment can be used for presentations without being connected to a Zoom meeting. You can display content from your laptop or mobile device (tablet, phone, or Chromebook) to in-room attendees on the large Zoom Classroom monitor. In this scenario, there would be no remote attendees.To share your laptop or mobile device's screen on the monitor, you can connect wirelessly using the Zoom app on your device or by connecting your device to the in-room HDMI cable, which is equipped with commonly-used adapters (based on Campus Media standards).

 

  • Via the Zoom app: Log into nyu.zoom.us on your laptop or mobile device then open the Zoom app and click Share. The Zoom app will detect the in-room monitor and connect automatically. (If you haven't already installed the Zoom app on your device, you can do so at zoom.us/download.)

  • Via HDMI: If your laptop or device has an HDMI or commonly-used AV port you can connect it directly to the HDMI cable attached to the in-room Zoom Classroom equipment, then share your screen. (Refer to your device's online instructions on how to share your screen.)

Do I need to have a laptop or mobile device to use a Zoom Classroom?

While using a laptop to connect to the Zoom Classroom equipment may be a familiar approach, it is not strictly required. There are several ways to connect to the Zoom Classroom. You may want to note this information in a notebook or other safe place that you keep with you in the event of equipment loss or failure.

  • With a laptop, connect the laptop to the Zoom Classroom equipment and share your screen by following these quick start (PDF) or detailed instructions. A demo video is also available on the NYU Zoom service page.

  • Without a laptop, the instructor can run the meeting from a mobile device (tablet, Chromebook, or smartphone). To do so, log into nyu.zoom.us on your mobile device, open the Zoom app, then start the meeting and share your device's screen, if desired. Use the in-room Zoom Classroom control panel features, as needed. (If you haven't already installed the Zoom app, you can do so at zoom.us/download.)

  • Without a laptop OR mobile device, the instructor can still start a meeting in the Zoom Classroom, but will not be able to share a screen, and will need certain information, described below.

    • Start an ad hoc meeting using the Zoom Classroom control panel. In order to do so, you must know the meeting ID dedicated to that particular Zoom Classrooms’s equipment, this information should be displayed on the Zoom Classroom control panel and monitor. You will need to use the in-room control panel to invite attendees.
    • Use the scheduled meeting ID for your class, passcode, and your host key to start and run the meeting via the Zoom Classroom control panel. Note: To use this option, you will need the following information prior to entering the Zoom Classroom:

Are Zoom Classrooms compatible with Chromebooks?

Yes, you can connect a Chromebook to NYU Wi-Fi, download the Zoom Chrome Application, and dial into the Zoom meeting on Zoom Classroom with the Meeting ID, or share content with the in-room HDMI cable. You may need to use one of the adapters to do this. To learn what type of cable you need, check the instructions included with your Chromebook. Find the display output and input ports on your Chromebook.

Can I move the Zoom Classroom equipment?

No. The best practice for synchronous audio visual data (like a Zoom meeting) is to transmit that information over hardwired network connections. Given NYU's network architecture, moving equipment from room to room could potentially cause confusion, service interruption, and/or equipment damage. Moving Zoom Classroom equipment is prohibited except in special circumstances and by approval several weeks in advance so that local and NYU IT support teams can coordinate the change several weeks in advance. To submit a request to move equipment, the school or unit’s IT and AV teams will need to do the following:

  • Identify the jack that the equipment is connected to. Note the room number and physical address as well.
  • Identify the jack of the room(s) that the equipment needs to move to. Note the room number and physical address as well.
  • Send an email to the IT Service Desk (AskIT@nyu.edu) and ask to have the same subnet that the equipment is currently on assigned to the room(s) and jack(s) that the equipment needs to be moved to.

How are the Zoom Classroom microphone and camera directed? Do they cover the whole room, or only the instructor? Can I alter their direction in any way?

The Zoom Classroom camera is directed towards the students by default with a wide-angle view. It should not be manually adjusted.

The microphone is built into the control panel and can not be adjusted. It is designed to adequately cover the instructor and most of the in-room students. If you have concerns about your classroom’s audio/visual setup, contact your school’s instructional technology support staff or talk to your school's CIO.