How to host a meeting in Zoom
We have reconfigured Zoom to improve its security and privacy beyond its defaults to make it safer for the Ryerson community. We recommend scheduling meetings in advance with the following settings.
These settings are designed for hosting online classes. Different settings may be required for hosting confidential virtual meetings.
We recommend scheduling Zoom meetings through the Zoom web portal.
- Go to ryerson.zoom.us, external link
- Click “Sign In” and login using your Ryerson credentials.
- Go to the "Meetings" page, click “Schedule a New Meeting” and fill out the form.
This option will require participants to sign-in to Zoom with their my.ryerson credentials, minimizing the risk of unwanted guests joining the room. Before joining a meeting, your participants must sign in to the Zoom desktop or mobile app using Single Sign On (SSO).
External participants outside of Ryerson
If you intend on inviting external attendees to your meeting (outside of Ryerson), do not check this option. If an external guest does not have a Ryerson email address or Ryerson Zoom account, they will not be able to join. We recommend leaving the meeting room password as a safe alternative.
The waiting room feature is good if you have a co-host or smaller meeting. Enabling this option will require you to manually admit participants attempting to join the room.
Never use your Personal Meeting ID (PMI) for large meetings. Your PMI should only be shared with co-workers or people you communicate with frequently. Once you share your PMI, anyone can try joining the call at any time.
All scheduled and instant meetings will have a randomly generated password by default. The password is embedded in the "Join" link, so participants do not have to type it in manually.
Share the meeting invitation either in your:
- D2L Brightspace course shell.
- Emailing it to your participants/students.
- In the details section of a Google Calendar invitation.
For instructions on how to join and online meeting room etiquette, please share the Continuity of Learning guide with your students.
- You must notify participants if the online meeting will be recorded. Before recording, please instruct participants to turn off their microphone and webcam if they do not wish to be seen or heard.
- To share your computer screen or document, click “Share”.
- If participants need to ask questions, tell them to type it in the Chat or use the "raise hand" feature.
- Participants can enable their microphone and camera - but remind them not to, unless you ask them.
- For closed captioning, you need to first enable closed captioning, external link and assign someone to type. Please note, there is no live captioning feature. However, you can view an audio transcription for meetings recorded to the Zoom Cloud.
- Participants can share the meeting link with anyone, and anyone with the link will be able to join the meeting.
- If the "Only authenticated users can join" option is disabled; students can type in whatever name they desire. If the participation in the online meeting is “graded” or attendance is required, you should enable this recommended option.