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Using Zoom for Office Hours

If you're like me, you spent a lot of time in the past week thinking about how you will hold your classes online, but not a lot of time thinking about how you will hold your office hours online. Office hours don't usually require much forethought. You show up and deal with whatever comes up.

But now we need to think about our office hours, in particular, how we will make ourselves available to our students during those times. There are a number of options for doing this, including Virtual Classroom and Google Hangouts. I've decided to use Zoom, since that's what I'm using for my synchronous class meetings. But instead of creating a new Zoom meeting for every office hour (which would make for a real mess every time I log into Zoom, even if I just did recurring meetings), I'm going to use my Personal Meeting Room in Zoom.

Personal Meeting Room

Zoom's Personal Meeting Room is a meeting you set up once (although you can change the settings whenever you want), but that you can start and stop whenever you want. This way, there's only one URL you need to provide your students. It's sort of like telling your student where your office is on the first day of class. Once they now where it is (theoretically) you never have to tell them again.

For the most part, setting up your Personal Meeting Room is the same as setting up any other meeting in Zoom, but you don't give it a special name or description, and you don't have to worry about any scheduling details. To change the settings, click on the Personal Meeting Room tab.

The toolbar for Meetings on the Xula.Zoom.Us web site.
The tabs available when on the meetings page on the Xula.Zoom.Us site.
The toolbar for Meetings when in Brightspace.
The tabs available when on the meetings page on the Zoom page in Brightspace.

Branding

One of the nice options with the Personal Meeting Room is that you can change the Join URL to make it more personal. Whereas with regular meetings, you just use whatever 9-digit code the system generates for you, with your Personal Meeting Room, you can customize the link. This makes it easier to for students to remember (just like how they remember your office location). It also gives you the opportunity to do a little personal branding.

A screenshot of the Zoom page listing the settings for my Personal Meeting Room.
With Personal Meeting Rooms, you can customize the Join URL to make them easier to remember (and to do a little personal branding).
Screenshot of the main menu on the Xula.Zoom.Us web site.
The profile settings, and many others, are only accessible by logging into Xula.Zoom.Us.

However, you don't change it on the Edit This Meeting page. Instead, you need go into Profile, but you can only do this through the Xula.Zoom.Us web site. You can't access your profile settings by going in through Brightspace. When you log into Xula.Zoom.Us, you'll see the following menu on the left of the screen. Click on PROFILE, and you'll be able to change a number of details about your account, including the profile picture that will appear in a meeting when you have your video camera turned off. You can also connect your Zoom account to your Google calendar, and many other things from this page. What we're interested in here, though, is your ability to change your Personal Link. Click on Customize, and you can change what follows the the main part of the URL (https://xula.zoom.us/my/). Instead of a randomly generated string, I plugged in my name: jason.s.todd. Your customization can be between 5 and 40 characters, but it can only contain letters (a-z), numbers (0-9) and periods (".").

A screenshot of the profile settings page on Xula.Zoom.Us.
From the profile page of the Xula.Zoom.Us site, you can change a variety of settings that you can't access through Brightspace.

So now I can add this link — just one link — on my Brightspace course. I can start and stop this "meeting" whenever I want, so when it's time for an office hour, I just go into Zoom, click on Personal Meeting Room, and click Start Meeting. I should note that this new URL I've created is just an alias of my real PMR link, that string of random characters. Still, it's a handy way to make it easier for your students to get in touch with you.

Calendar Events

I've also created recurring events in Calendars for each of my courses in Brightspace noting my office hours and providing the link. I've done the same thing with our regular class meetings. This way, when the students look at the Upcoming Events or the Course Schedule on Brightspace, they'll see, in addition to their upcoming deadlines, reminders with links for my office hours. In addition, if the student has installed Brightspace's Pulse app on their smartphone, they will receive notifications about these events.

This is a screenshot of the upcoming events section in Brightspace.
Using Calendar events and Due Dates in Brightspace provides students with clear reminders about what's coming up in your class. For new remote learners, this may have a significant impact on their ability to keep on schedule with your class.

 

Published on Categories Brightspace Small PlatesTags , , , ,

About Jason S. Todd

Jay Todd studied writing with Frederick and Steven Barthelme and Mary Robison at the Center for Writers at the University of Southern Mississippi. His fiction has appeared in journals such as Southern California Review, Chicago Quarterly Review, Fiction Weekly, and 971 Magazine. Since 2007, he has been a member of Department of English at Xavier, where he teaches American Literature, Freshman Composition, Modern English Grammars, and The Graphic Novel and Social Justice. From 2007 to 2010, Dr. Todd served as Xavier's Writing Center Director. From 2010 until 2015, he served as QEP Director, managing Xavier's Read Today, Lead Tomorrow initiative. In 2015, he became the Center for the Advancement of Teaching and Faculty Development's first Associate Director for Programming. As Associate Director for Programming, Dr. Todd assists in providing high-quality, relevant, evidence-based programming in support of CAT+FD's mission to serve faculty across all career stages and areas of professional responsibility.

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