Zoom staff guide

As part of your lecture, you might have a guest speaker joining your face-to-face session online. This page will provide instructions of how to set up Zoom on the Pod so that your guest speaker can be viewed and heard by students in the learning space. You will need your own laptop and webcam to facilitate this.

You will need to set up the Zoom meeting prior to your lecture and send the meeting link to your guest speaker. Remind the guest speaker that they need a Zoom account in order to join the meeting and email them the Zoom external speaker guidance.

We recommend booking into the room and scheduling a dry run with the guest speaker in advance of your lecture to ensure that it all works as expected.

Zoom only works when using a laptop that has been connected to the pod via a HDMI cable.

• Turn the Crestron panel on by touching the screen and activating the system.
• Connect your laptop to the pod via a HDMI cable and then select the Laptop output on the Crestron panel

• Your laptop screen should now be showing on the pod PC and the projector screen(s). If you don’t want the students to see your laptop screen on the projectors then make sure to select Hide image on the Crestron panel

• Start your Zoom meeting either through Outlook or the Zoom portal - https://city-ac-uk.zoom.us/
• Once your Zoom meeting has started, make sure to test the speaker and mic to check they are working as desired. To do this select the arrow next to the microphone icon and select Test Speaker and Microphone. If they are not working, try a different mic/speaker from the dropdown lists.

​​​​​​​

If allowing students to join the Zoom meeting from home, we would advise to mute all participants until you are happy that you want someone joining online to be heard.

• Select Participants located in the meeting controls, then select Mute All.
• Please note, if you Mute All, your guest speaker will be muted, so you must unmute them before they are able to present.
• Repeat questions asked by students in class so that these can be heard by the guest speaker and students joining online.