Teams Meetings staff guide

If you are using a Teams for teaching you can schedule a Teams Meeting via the Teams calendar. You must add the meeting links to the relevant Moodle module so that these are available in a consistent location for students across a programme. 

In Teams Meetings, by default all attendees in a meeting have permission to present, which can cause issues with the lecturer maintaining control of the audio and screen-sharing. For teaching sessions, it’s best to change this so that only specific people such as the lecturer and co-facilitators can present.

1. From Teams, select Calendar.
2. Select +New meeting.
3. Add a meaningful Title and select date and time.
4. Add required attendees - this could include staff who are helping to co-facilitate the session.
5. To set a weekly recurrence of the Virtual Classroom with an end date, open the Does not repeat drop-down menu.
6. Select Custom.

6. Set your repeat pattern from Repeat every menus.
7. Select an end date.
8. Select Save.

9. From Add channel, select the relevant Team, expand using arrow and select the relevant channel.
10. Add a description and select Send.
11. Now the meeting is populated to the Teams calendar for everyone who is a current member of the Team.

1. Select the meeting from your Teams Calendar.
2. Select Edit and then Edit series.
3. Select the Meeting options tab.
4. If you want to ensure that only students accessing with their @city.ac.uk credentials can immediately join the meeting, you can select People in my org from the Who can bypass the lobby options.
   • If you want to place all students into the lobby and admit them individually, you can select Only me and co-organisers from the Who can bypass the lobby drop-down menu.
   • You will need to scroll down to the Roles settings to set your co-organisers. Select your co-organisers to help you manage your meeting. Start typing their names into the Choose co-organiser field. Review Microsoft guidance for  information on permissions available to co-organisers.

4. By default, microphone and camera are enabled for all participants in a meeting. You can disable attendees from using mics and/or camera audio & video section of the settings.
   • If you are restricting audio and video, you will need to scroll down to the Roles section to restrict who can present. Participants who don't have Presenter rights, become attendees.

In the Engagement section there is no option to disable Chat as the Meeting is part of the channel where Chat is enabled and encouraged.

5. You can enable Q&A and once you join the meeting you can enable moderation for Q&A.
6. Reactions and Attendance report are enabled by default. Allow attendance report must remain enabled to report on student attendance.

The Roles section is important if you need to differentiate between staff and students and provide each group with different permissions to ensure a productive Virtual Classroom.

7. If you are managing the meeting with a co-organiser ensure you choose your co-organiser from this section. 
8. Dy default all participants in a meeting can present. You have the option of limiting Who can present. Those not selected as Presenter become attendees. Review roles in a Teams Meeting. You have the option of selecting:
   • Specific people (search from a list of users who have individually invited to the meeting).
   • Only organisers and co-organisers
   • People in my org and guests.

9. You have the option of recording automatically. Please note that the person who starts the meeting will become the owner of the recording in SharePoint.
10. Select Save.

Related guidance

You must add a link to the meeting to Moodle so that this is available to students in a consistent location.

1. Select the meeting from the Teams calendar.
2. Select Edit and Edit series.
3. Select the Copy link icon from the top-left of the meeting. This copies the meeting invite link to your clipboard.

   

4. Close the meeting.
5. Paste the link into a URL, Label, Page or Calendar event in Moodle. Provide a meaningful title for the meeting link.

Related guidance