- In the black toolbar along the bottom of your Zoom session, click Chat.
- The chat panel will appear along the right. Click File in the lower right:
- A window will open. Select the file to upload from your computer.
- Click Open.
- The file will be uploaded to the chat area. Users can click Download.
- If a user uploaded a file in the main room, it will not usually appear in the breakout rooms automatically. It would need to be uploaded into each breakout room by the Host or Participants.
Author: Tyler Daneman
Schedule a Conference in Canvas
- Log in to your Canvas course by visiting https://ciis.instructure.com and entering your CIIS ID# and associated Canvas password. If you need help logging in or resetting your password, please see this article.
- Select the course you wish to schedule the conference in.
- Select the Conferences tab in the course’s navigation.
- Select the + Conference button in the upper left portion of the course window.
- Add in the Conference details. Note that you can select to “Invite All Course Members” if you’d like to schedule a meeting with the entire class. Deselect this option if you’d like to specify which student(s) to invite. Only invited students will be able to see this meeting in their Conferences tab. Select the Update button to save your changes and schedule the Conference.
Any students who are signed up to receive “Invitation” notifications will receive an email notification that the Conference has been created. Note that not all students have notifications turned on. It may be a good idea to send a follow-up email to the student(s) regarding the Conference.
- The Conference will then appear under the “New Conferences” section. Select the Start button to begin the conference.
Create an anonymous and ungraded survey in Canvas
- Go to the Quizzes tab of Canvas.
- Click the +Quiz button at the top right:
- In the Quiz Details tab, update the settings from their defaults as follows.
- Select Ungraded Survey, checkmark Keep Submissions Anonymous, and deselect Let Students See The Correct Answers:
- All other settings in this tab can remain at their defaults if you wish.
- Add the questions to the Questions tab:
- Click the +New Question button:
- Select the question type from the dropdown menu. The most common types are Multiple Choice, True/False, Fill In the Blank, and Essay Question.
- Enter the question prompt into the Rich Content Editor box.
- For most question types (except Essay Question, File Upload Question, and Text), you will also need to enter answer choices.
If you need help entering a complex question type, please contact onlinelearningsupport@ciis.edu.
- After adding each question, click Update Question:
- When you are finished adding all of the questions, click Save & Publish so students can view it immediately, or Save and publish it later:
- You can view the survey by clicking the Preview button:
or the Student View button:
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The Preview button allows you to preview the survey and to click the Submit Quiz button. This can be used even if the survey hasn’t been published yet. The results are not recorded as belonging to the Test Student.
- The Student view button can be used if the survey has been published. If you take the survey and submit it, it will be recorded as being submitted by the Test Student.
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View survey results
- You can view the results after students have submitted their surveys. Select the survey (go to the Quizzes tab > select the title of the survey).
- At the top right, select the 3 dots > select Show Student Survey Results:
- You can select each student to see their responses. To promote anonymity, they will be listed as Student 1, Student 2, etc.
Breakout rooms in Zoom (Host only)
Table of contents:
Create Breakout Rooms while you are in a meeting
Only the meeting Host or Co-Host can create Breakout Rooms.
Instructors should either:
- ask the Liaison to make them Host then create the rooms themselves using the instructions below
OR - have the Liaison create the Breakout Rooms for you:
- If your Liaison will create them for you, please tell them what time you will need the Breakout Rooms, and whether the room assignment can be random (recommended).
- If room assignments must be manual (e.g. students must be in a group with specific classmates) then please email a list of the room assignments to your Liaison in advance if possible.
Watch this overview video on breakout rooms from Zoom.
The Host or Co-Host can:
- have Zoom automatically assign participants into breakout rooms (recommended)
- manually assign participants into specific rooms
- or let Participants choose rooms.
Create Breakout Rooms automatically (recommended)
- In the black toolbar along the bottom of your Zoom session, the Host can click Breakout Rooms:
(If you do not see it immediately, click More then select Breakout Rooms.)
- A dialog box will appear.
- Select the number of rooms
- Select Assign automatically to have Zoom automatically distribute the participants evenly across rooms
- Then click Create. Your rooms will be created, but will not start immediately.
- (optional) Set the duration. Click Options (Windows) or the gear icon (Mac) then enter the number of minutes:
- It is best to over-estimate since you can always end the breakout rooms early.
- Your selections will auto-save–no need to press a “save” button.
- By default, rooms will auto-close after 15 minutes.
- When you’re ready, click Open All Rooms:
- Participants will receive an invitation to join their Breakout Room. Each Participant will need to click Join:
- The Host can close the breakout rooms early.
- Open the Breakout Room Manager again (in the black toolbar along the bottom of Zoom, click Breakout Rooms):
- In the Breakout Room Manager that opens, click Close All Rooms:
- Participants will receive a notification saying they have 60 seconds to finish their discussion before they’re returned to the main meeting.
Create Breakout Rooms manually
- In the black toolbar along the bottom of your Zoom session, the Host can click Breakout Rooms:
(If you do not see it immediately, click More then select Breakout Rooms.)
- A dialog box will appear.
- Select the number of rooms.
- Select Assign manually to assign Participants into rooms.
- Then click Create. Your rooms will be created, but will not start immediately.
- Your Breakout Room Manager box will open.
- To manually assign a Participant, select Assign next to a Breakout Room, then checkmark the Participant you wish to assign. Repeat this step for any other Participants.
- (optional) Set the duration. Click Options (Windows) or the gear icon (Mac) then enter the number of minutes:
- It is best to over-estimate since you can always end the breakout rooms early.
- Your selections will auto-save–no need to press a “save” button.
- By default, rooms will auto-close after 15 minutes.
- When you are ready, click Open All Rooms.
- Participants will receive the following prompt to join the room:Participant View
- When Participants click Join, they will enter their respective rooms. The Host will see the number of Participants dwindle from the Main Room.
- The Host can close the breakout rooms early.
- Open the Breakout Room Manager again (in the black toolbar along the bottom of Zoom, click Breakout Rooms):
- In the Breakout Room Manager that opens, click Close All Rooms:
- Participants will receive a notification saying they have 60 seconds to finish their discussion before they’re returned to the main meeting.
Let participants choose Breakout Rooms
In the black toolbar along the bottom of your Zoom session, click Breakout Rooms:
- In the dialog box that opens, select the number of rooms, then select Let participants choose room. Then click Create:
- Your Breakout Room Manager box will open.
- (optional) Here, you can manually assign one or some Participants to rooms if you wish. These selections can later be overridden by each Participant.
- To manually assign a Participant, select Assign next to a Breakout Room, then checkmark the Participant you wish to assign. Repeat for any other Participants.
- (optional) Here, you can manually assign one or some Participants to rooms if you wish. These selections can later be overridden by each Participant.
- (optional) Set the duration. Click Options (Windows) or the gear icon (Mac) then enter the number of minutes:
- It is best to over-estimate since you can always end the breakout rooms early.
- Your selections will auto-save–no need to press a “save” button.
- By default, rooms will auto-close after 15 minutes.
- When you are ready, click Open All Rooms. Participants will now be able to see a Breakout Rooms button in the black toolbar of Zoom.
Also, they will briefly see a notification that says Join a breakout room above it:Participant view- Please note that if you had optionally assigned some Participants to rooms in the previous step, they will instead receive the following prompt to join the room:Participant view
They can either click Join or select Not Now to override your assignment.
If they select Not Now, they can select a different room by following the steps below.
- Please note that if you had optionally assigned some Participants to rooms in the previous step, they will instead receive the following prompt to join the room:Participant view
- Participants will now be able to see the Breakout Rooms button in their black Zoom toolbar. Each Participant will need to click it:
- In the Breakout Rooms menu that will appear, each Participant can choose their room by selecting the Join link next to the room they wish to enter. (Please note they may need to hover over the blue number first, which will change to a Join link). They must click Yes to confirm their choice.
If you had previously assigned some Participants to rooms, in this step they can override your assignment.
Participant view. A Participant can hover over the blue number next to a room until it turns into a Join link. They can select Join to enter that room, then click Yes.
- When Participants click Join, they will enter their respective rooms. The Host will see the number of Participants dwindle from the Main Room.
- The Host can close the breakout rooms early.
- Open the Breakout Room Manager again (in the black toolbar along the bottom of Zoom, click Breakout Rooms):
- In the Breakout Room Manager that opens, click Close All Rooms:
- Participants will receive a notification saying they have 60 seconds to finish their discussion before they’re returned to the main meeting.
Managing Breakout Rooms
Move a participant into a different breakout room
- The Host can click Breakout Rooms in the black toolbar:
- The Breakout Rooms Manager will open. Hover over the person’s name to see options to move them to another room or remove them from the current room:
Join a Breakout Room after the rooms have been opened
- The Host can click Breakout Rooms in the black toolbar:
- In the Breakout Rooms Manager that opens, click Join next to the room you wish to join. Confirm by clicking Yes:
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To leave the Breakout room, click Leave Room:You can choose to return to the main room, leave the meeting, or end the meeting for all.
Broadcast a message to all rooms
It will appear in written form as a blue banner at the top of all breakout rooms. Messages cannot be broadcast to specific rooms only.
- The Host can open the Breakout Room Manager (in the black toolbar along the bottom of Zoom, click Breakout Rooms).
- Click Broadcast a message to all:
- Type your message and click Broadcast.
- Your message will post immediately as a banner at the top of each breakout room:
Delete a Breakout Room
The Host can hover over the room name in the Breakout Room Manager and click the Delete:
Close the Breakout Rooms early
- The Host can open the Breakout Room Manager (in the black toolbar along the bottom of Zoom, click Breakout Rooms).
- Click Close All Rooms.
- Participants will receive a notification saying they have 60 seconds to finish their discussion before they’re returned to the main meeting.
Breakout Rooms in Zoom (Participant)
- Once the Host has opened the Breakout Rooms, you will see an invitation to join:
Click Join and you will enter the Breakout Room.
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If you do not see the invitation above, click Breakout Rooms in the black Zoom toolbar:(If you do not see this at first, click More then select Breakout Rooms.)
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The window that opens will depend on how the Host set up the Breakout Rooms.
- If you see the Join Breakout Room button, select it:
- If you see a list of Breakout Rooms,
- Choose a room by selecting the Join link next to the room you wish to enter. (Please note you may need to hover over the blue number first, which will change to a Join link):
- After clicking Join, click Yes to confirm your choice.
- You will enter the Breakout Room.
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- To leave the Breakout room, click Leave Room:
You can choose to leave the meeting or return to the main room.
Use annotations on whiteboard in Zoom
- First, someone must be screensharing.
For security reasons, screenshare by participants (as opposed to the Host) must first be manually enabled.
To enable participant screenshare, the Host must first click the arrow next to Share Screen > click Advanced Sharing Options > click All Participants under “Who can share?” > close the window:
- To screenshare, the Participant/Host should click the green Share Screen button:
- Select an item to screenshare, then click Share.
(If you’d like to use a whiteboard, then select Whiteboard as below. However, please note that your annotations are not limited to whiteboards–you can annotate anything you screenshare, e.g. a website or PDF).
- To annotate, the Host can click Whiteboard in the black floating toolbar at the top of their screen:
Participants (non-hosts) would click Annotate.
- Click on an annotation tool from the toolbar: Text, Draw, Stamp, Spotlight, Eraser, Format (color, line width, and font).
- You can undo/redo an annotation, or clear the entire annotation by clicking those respective buttons.
Also, you can save the annotation to your computer (click Save > show in folder to see where on your computer the file is being saved).
- When you are finished, click Stop Share.
Post grades manually
Control grade visibility by posting grades manually when you are ready
Set the policy at the course level
- Click Grades from the course navigation menu:
- Select the settings icon near the top right:
- In the window that opens, select the Grade Posting Policy tab, then select Manually Post Grades. Then click Update at the bottom right:
- When a manual posting policy has been applied and a grade has been entered, the Assignment header displays a Visibility icon [1]. This indicates that a manual posting policy is in place. You must manually post the grades before they can be viewed by students.
Also, if a manual posting policy has been applied to a course, all Assignment headers will display the Manual label [2].
The Total column will also display a Visibility icon [3]. This indicates that the grade in the Grades tab is different from the total grade viewed by the student.
- When you are ready, post the grades.
Set the policy at the Assignment level
- Click Grades from the course navigation menu:
- Hover over the Assignment column header and click the Options icon, then click Grade Posting Policy:
- Select Manually in the tray that opens to the right. Then click Save:
- When a manual posting policy has been applied and a grade has been entered, the Assignment header displays a Visibility icon [1]. This indicates that a manual posting policy is in place. You must manually post the grades before they can be viewed by students.
Also, if a manual posting policy has been applied, the Assignment header will display the Manual label [2].
The Total column will also display a Visibility icon [3]. This indicates that the grade in the Grades tab is different from the total grade viewed by the student.
- When you are ready, post the grades.
Post the grades
- Any Assignment with grades that are not visible will be indicated by the Visibility icon [1].
When you have finished grading everyone, hover over the Assignment column header and click the Options icon [2]. Then select Post Grades [3].
- A tray will open to the right. Select to post everyone’s grades, or only those who have received a grade or submission comment. Then select Post:
- You will see a success message once grades have been posted:
Record video for assignment in Teams
- Once you have logged in to office.com, select Teams from the application menu at the top of your window:
- Next, select the Use the web app instead link:
- Inside the Teams web app, click Calendar in the navigation menu on the right:
- To begin your meeting, select the Meet now button near the top right corner of the Calendar screen:
- Click Join now to enter the meeting
- (Optional) Select whether you would like your webcam and mic turned on upon entering the meeting using the toggle buttons at the bottom of your video preview, or choose alternative audio and video devices by selecting Devices:
- (Optional) Select whether you would like your webcam and mic turned on upon entering the meeting using the toggle buttons at the bottom of your video preview, or choose alternative audio and video devices by selecting Devices:
- To begin recording, select, the three dots > Start recording
- To end recording, select, the three dots > Stop recording.
- After the meeting has ended, to access and download the recording, select Chat in the Teams navigation menu, and then select the appropriate meeting in the chat list on the left. You will see the meeting recording in the main Chat window. Select Download and the meeting recording will begin downloading.
FERPA Student Privacy Guidelines
What is FERPA?
What cannot be shared under FERPA?
Education records:
• FERPA defines this term broadly to mean records containing information directly related to a student that are maintained by an educational agency or institution (or by a party acting for the agency or institution). Education records may be in any form — handwritten, printed or saved on computer media, video or audio tape or film, microfilm or microfiche.
• Education records include student work, recorded audio or video lectures with student picture and/or student voice.
Personally Identifiable Information (PII) and Directory Information:
• Information that can be used to identify a student.
• Includes student name and address, family members, personal identifier like a student ID number, date of birth, phots, etc.
• Other information that would allow re-identification of a student with reasonable certainty.
Suggested Dos and Don’ts to maintain FERPA Privacy Guidelines
Do: keep the “People” tab hidden in Canvas to protect private information. If you’re unsure how to do this, reach out to your instructional designer or email onlinelearningsupport@ciis.edu. The default for all classes is the “People” tab already hidden.
Do: collect and grade assignments via Canvas. This ensures the student’s work and information is kept securely in one location that only you, the student, and the school can access.
Do: Be mindful of what you’re screensharing, especially when it contains student names and grades. Remove any student information/ grades from any screenshots shared.
Do: Be aware of what you’re asking students to share in a shared drive or document.
Don’t: Share any student work or recorded class meetings with students in them outside of the course in which they originated. This includes posting recordings to sites such as YouTube. If you need to share a recording widely (outside of Canvas), be sure to remove any student names/likenesses.
Don’t: Email multiple students in an email with their email addresses exposed. Instead, send an email with all students BCC’d or send a message through Canvas.
SpeedGrader
Access SpeedGrader from the Grades tab
- To enter SpeedGrader, start by going to the Grades tab within your course.
Click into the cell for the Discussion/Assignment and student you are grading. An arrow icon will appear.
- Click the arrow icon. A tray will appear to the far right of the Gradebook.
- Click the SpeedGrader link within the tray. Speedgrader will open.
In the main area of SpeedGrader, you will generally see:
- The submitted Assignment (e.g., a paper)
- All of the students’ posts in this particular Discussion forum (screenshot below). To view a given Discussion post in context, you can click view the full discussion. This will open the Discussion forum.
Please note that your display will be different depending on the type of submission that is being collected (i.e., Text Entry, Website URL, Media Recordings, and File Uploads will display differently).
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Enter a grade in the Assessment field.
(Alternatively, if you had created a rubric when building your Canvas space and you wish to use it instead, please see the Grade using a Rubric article). - (Optional) If you wish to provide an overall comment for the Discussion/Assignment, you have several options:
- (Recommended) Type it into the Assignment Comments area [1].
- Attach it as a file by clicking the File Attachment button [2].
- Record or upload media using the Media Comment button [3].
- Record an audio comment using the Speech Recognition button [4].
- Once you click the Submit button [5], the grade will post to your Gradebook and the student’s Gradebook. There is no need to look for a save button.
- Click the Submit button.
- To continue grading the next student while staying within SpeedGrader, click the right arrow at the top right of SpeedGrader, or click the downward arrow and select from a roster of student names:
- When you are finished grading, you can simply close the tab or return to the Gradebook by clicking the Gradebook icon at the top left of SpeedGrader:
- To view the course navigation menu again, you might have to first select the hamburger menu at the top left of the Gradebook: