WEBVTT 00:00:00.000 --> 00:00:02.000 Maybe sharing it with other people who can't make it today. 00:00:02.000 --> 00:00:19.000 Alright, hello and welcome to this, uh, live talk slash Zoom session training. My name's Brian Kloss, um, I work in the Center for Teaching and Learning, and I also have a faculty appointment here at the school, uh, through the R3 Center for Innovation and Science Education. I teach. 00:00:19.000 --> 00:00:38.000 At this point, 5 different academic classes, in addition to my work in CTL. And, uh, I want to welcome you to today's sort of live talk, but largely Zoom training, um, about how to get more out of your live talk and Zoom sessions. And while I will be talking about things that are specific. 00:00:38.000 --> 00:00:44.000 To live talks in traditionally online courses. Those are just sort of pre-scheduled, pre-arranged. 00:00:44.000 --> 00:00:58.000 Um, Zoom sessions in traditionally online courses, a lot of what I talk about, especially in the middle, will apply to, well, um, everything, not just, uh, live talks here today. And as we go along, uh, if you do have questions. 00:00:58.000 --> 00:01:07.000 Please feel free to just unmute yourself, or type those questions in the text chat, whichever one you prefer. I'm happy to do either of those things here today. 00:01:07.000 --> 00:01:29.000 And I will say that pretty much everything I'm going to cover today, um, or anything with Zoom, the school's multimedia team would be happy to do a one-on-one, in-depth training with you for anything that I cover. I'm not, for example, going to be going into a lot of depth into how to do the mechanics of breakout rooms. I am going to talk about breakout rooms and some best practices there. 00:01:29.000 --> 00:01:48.000 But if you feel like you need some basic training on breakout rooms, I'd be ha- I'm sorry, I should say, the BSPH Multimedia team would be happy to do a training session with you, and they also do Zoom troubleshooting as well for you. They can come to your office if you happen to be on campus, or set a one-on-one session with you. 00:01:48.000 --> 00:01:56.000 Even remotely, to do this. So, if you want to follow up, if you need more basic remedial, or have really specific questions, or you want to do a practice session. 00:01:56.000 --> 00:02:09.000 Like, setting up actual breakout rooms and putting people into the rooms with real people. The BSPH Multimedia team would be happy to do that for you, um, and you can… and contact them through the schools my.publichealth. 00:02:09.000 --> 00:02:15.000 Portal. Uh, that's where you would access them. So, again, I'm going to cover a lot, but Multimedia would be happy to do that. 00:02:15.000 --> 00:02:40.000 Work with you. Um, I would also recommend that if you haven't done so in a while, that you update Zoom. This is really important. Zoom releases a shocking number of new features, some of which are really, really helpful, um, on a regular basis. And also, obviously, there are bugs and security issues that get fixed on a regular basis. And, you know, we don't say people should update their Zoom, like, once a day, right? But, like, once an academic term is. 00:02:40.000 --> 00:02:53.000 Probably a good idea. In fact, probably tomorrow, you'll see a notice on the Course Plus homepage that says, hey, time to update your Zoom client, because there really is a lot of new stuff, and a lot of the new stuff definitely makes your life as someone. 00:02:53.000 --> 00:03:09.000 Running a Zoom session a whole lot easier. They keep adding new features on that front, and you want to make sure you can take advantage of that. So, please do make sure you update your Zoom app. You can see how to do that on the Mac OS on the left and on Windows on the right from within the Zoom app itself. 00:03:09.000 --> 00:03:18.000 Alright, so, this session is going to really be broken into 3 separate sections. Uh, things you need to do before your live talk, and that's a very live talk-specific section. 00:03:18.000 --> 00:03:42.000 Things that you should think about and consider during your sessions, whether they are live talks or traditional Zoom sessions that you just happen to be doing for something else, whatever it is. And then lastly, the third section will be things that you need to do after your live talk session. Again, specifically about live talk right there. And again, if you have questions, you can unmute yourself, or just type in the text chat. 00:03:42.000 --> 00:03:56.000 I'm happy to do either one. But before I get started with this, I do want to launch just a quick poll. This will help me get a better sense of understanding about your level of comfort with Zoom, the different tools that you might use, because then I might skip over some stuff, depending on. 00:03:56.000 --> 00:04:03.000 How comfortable everybody is. So, if you could… I just launched that poll, you should hopefully be able to see it on your screen, and if you could vote in the poll. 00:04:03.000 --> 00:04:14.000 I would greatly appreciate it. Alright. So… First section, things you need to do before your live talk starts, and this is specific to live talks in traditionally online courses. 00:04:14.000 --> 00:04:39.000 The first and most important thing is you gotta schedule those live talks. Get them on the course schedule. Uh, it used to be you had to coordinate with an instructional designer in the Center for Teaching and Learning to schedule live talks. That process is over and done with. You can set up your live talks on your course schedule using the schedule builder tool. If you need help doing that, CTL help will gladly assist you. There's a step-by-step guide doing this in the. 00:04:39.000 --> 00:05:03.000 Course Plus Faculty Guide that's available on the CTL Help site as well. But get those on the schedule. Students look at this information, certainly weeks and sometimes months in advance of when the class starts, so the sooner you can schedule it, the better. And as soon as you add a live talk event to your course schedule, that's going to sync automatically to the live talk page in your course website. There, again. 00:05:03.000 --> 00:05:10.000 The old process that some of you may be familiar with, where you had to contact an instructional designer and fill out a form, and then wait for it to all be done. 00:05:10.000 --> 00:05:16.000 All that's… that's gone. You can schedule your live talks immediately on… using the Schedule Builder tool. 00:05:16.000 --> 00:05:23.000 In your Course Plus website, and those sessions sync immediately to the LiveTalk page. If you make updates, changes. 00:05:23.000 --> 00:05:47.000 Deletions, those all sync immediately to the live talk page in your course website. So, get on that scheduling if you haven't done it already, because students really do look at this in advance, and they're like, I need to figure out my time, and when I need to be able to be available for these live sessions, um, particularly working students, so it works, excuse me, students who work full-time. Uh, so I would definitely recommend doing that soon. And then once you have actually. 00:05:47.000 --> 00:05:56.000 Added those live talks to your course schedule. The other thing that you're going to need to do is add the individual session links from Zoom. 00:05:56.000 --> 00:06:10.000 To the live talk page in your course website. So, you're going to need to actually say, like, here's the link students should be using, uh, and add that to each of the Zoom sessions that you have, or each of the live talk sessions, I should say, on your course website. 00:06:10.000 --> 00:06:14.000 And you do that by going to the Live Talk page in your course website, again. 00:06:14.000 --> 00:06:25.000 After you've actually put them on the course schedule. Nothing is gonna appear on the live talk page until you add those sessions to the course schedule, and you'll see this button that says, add Zoom meeting link for this session. 00:06:25.000 --> 00:06:33.000 Under each of the live docs. Students don't see this, only faculty and TAs see this. You click on Add Zoom Meeting Link for the session, and a form appears. 00:06:33.000 --> 00:06:42.000 Where you can literally copy and paste the link to that session into the form field there, right? That's all I gotta do is, like, literally copy and paste it from Zoom. 00:06:42.000 --> 00:06:55.000 Now, uh, if you want to use the same Zoom link for our live talk sessions, there's an option to do that as well, so you can just do it once on the very first live talk session, and click that checkmark, and we'll use that link for all of those sessions. 00:06:55.000 --> 00:07:19.000 Please note that we do require that you have a password set up on your Zoom session. This is really important, uh, because Zoom bombing still does happen. It is an issue, um, it still happens once in a while. I know a faculty member that it happened to back in the fourth term, so a couple months ago. Um, so you want to make sure, and actually, Course Plus will require that you include a password in the link. 00:07:19.000 --> 00:07:24.000 But again, when you create these meetings in your own account in Zoom. 00:07:24.000 --> 00:07:33.000 The link, and you say, yes, I want to include a password, it generates one for you, there's very little additional work that you need to do, it's just that you can't say. 00:07:33.000 --> 00:07:43.000 Here's my default meeting room with no password on it. Doesn't work, it's gotta include a password there as well. Okay? So again, that's really it, in terms of before your live talk session. 00:07:43.000 --> 00:07:49.000 Is just get those live talk events on the class schedule, using Schedule Builder. 00:07:49.000 --> 00:07:54.000 And then add the link for each of those sessions. And again, you can use the same link for all sessions. 00:07:54.000 --> 00:07:58.000 Or mix it up, it is 100% up to you how you want to handle that. 00:07:58.000 --> 00:08:14.000 Alright? Any questions about that so far? Because that pretty much covers it for the first… segment of what I was gonna cover today. And if you do have questions, you can unmute, or you can just type them in the text chat. I'm happy to do things either way. 00:08:14.000 --> 00:08:22.000 All right, next up, during your live talk, uh, and this is… this is the stuff that I'm gonna share with you, um. 00:08:22.000 --> 00:08:36.000 So, Aliyah, you don't upload a passcode for students. The passcode is actually embedded into the link itself, so when you generate a code, a passcode, a password, for a Zoom meeting, Zoom will automatically embed it. 00:08:36.000 --> 00:08:54.000 In the link that you would then copy and paste to share with others. So you can see here in this link, for example, it includes this, like, PWD attribute in there. And Zoom will do that automatically. You don't do a separate password, it's not listed separately. In fact, you should never… Never, ever, um… 00:08:54.000 --> 00:08:59.000 Put a Zoom link on your course schedule, on your course syllabus, um, because. 00:08:59.000 --> 00:09:13.000 There are bad actors out there who still… Even though 2020 is a few years behind us now, who still go out, and they scan websites, and they pull off Zoom links that don't have passwords, or embedded passwords in those links. 00:09:13.000 --> 00:09:24.000 And they Zoom bomb those people, or they use those meeting rooms for whatever purposes they want to use them for. So you do not ever want to copy and paste a Zoom link into your syllabus. 00:09:24.000 --> 00:09:35.000 Into, um, a schedule builder event in the description for the event, because that will then get picked up by these bad actors who have bots that crawl the web for, uh. 00:09:35.000 --> 00:09:38.000 For that information, okay? Just want to put that one out there. 00:09:38.000 --> 00:09:48.000 Alright, next up, during your live talk, uh, and really, and this section is about not just live talks, but, uh, Zoom sessions in general as well. 00:09:48.000 --> 00:10:05.000 First and foremost, it is so important that you record every session to the cloud. Not locally, not to your local desktop computer, your laptop. You gotta record every session to the cloud, and the reason for this is you want to be able to make sure that that recording is available. Because not everybody's gonna show up to all your Zoom sessions. 00:10:05.000 --> 00:10:22.000 They're not. Students are busy. We're busy people, faculty are busy, right? Tas are busy. Not everybody can make every single session, so it's important… so there's equity for all students, and they have access to the same content that you record every session to the cloud. And it needs to be recorded to the cloud. 00:10:22.000 --> 00:10:47.000 Because that's how a transcript is automatically generated. It may appear that a transcript is being sort of made live, as you can see now, because I turned that on, uh, here in my Zoom session, but in order for the transcript to be created along with your recording, you have to record to the cloud. It is required, we are required by law, this is not an optional thing in any way, shape, or form, that we provide transcripts. 00:10:47.000 --> 00:10:56.000 For all of our Zoom sessions, just as we provide transcripts for all the pre-recorded lectures in traditionally online courses in Course Plus. This is important, uh. 00:10:56.000 --> 00:11:18.000 Even if you don't have a student with an accommodation in your class, this is very important because students have come to rely on transcripts, right? Most of us, when we watch shows on Netflix, or watch videos on our phones, we have those captions on, right? We want to see those captions. It makes life easier for everybody. But there is a legal component to this, and you do need to record the sessions to the cloud. 00:11:18.000 --> 00:11:39.000 In order to get the transcripts, and I'll talk more about that later. The other thing that we request, but is not a requirement, is to turn on captions. Again, captions make it easier for everybody to hear, and everybody to understand what's being said. You know, it's not just, again, about students who might have an accommodation. This is about making it easier for students who are, say, not native English speakers. 00:11:39.000 --> 00:11:49.000 Uh, to be able to better understand what you're saying. Students who maybe have to, uh, listen to your live talk, uh, or the recording while they are making dinner, or doing laundry. 00:11:49.000 --> 00:12:01.000 Or at the gym, or whatever it is, turning on captions makes it easier for everyone to understand what's being said and participating. And we really ask that you do this. We wish that Zoom would actually make this a default, like, just like. 00:12:01.000 --> 00:12:15.000 Always have captions turned on, but no, because it costs them money. So you have to turn it on in each of your Zoom sessions. And you can do that really easily on the main Zoom toolbar. That's the black bar that has your audio and video controls. 00:12:15.000 --> 00:12:30.000 When you are hosting a meeting, one of the options you will see is this Show Captions button that's there, and basically nowadays you can just click on Show Captions, it turns it on, and starts that live transcription for everybody in your class. If for some reason you don't see it. 00:12:30.000 --> 00:12:44.000 Uh, there in the main Zoom toolbar, you can also go to the more dot dot dot menu and select captions from there, and that will turn it on as well. So again, this is just about creating a more inclusive place for everybody, but recording to the cloud. 00:12:44.000 --> 00:12:50.000 Is super important so you have a recording, and the transcript is generated, which helps me… helps us meet our legal obligations. 00:12:50.000 --> 00:12:57.000 Okay, so that's really all you really have to do, right, during your session, is record to the cloud, turn on transcripts. 00:12:57.000 --> 00:13:09.000 But I'd like to share with you some tips, some things we've learned over the years about running effective Zoom sessions. And thank you for those who have voted in the poll earlier about what you're comfortable with in terms of sharing and doing inside of Zoom. 00:13:09.000 --> 00:13:20.000 Because, you know, remember, you can share anything on your computer. It does not just have to be a PowerPoint file, right? So many of us are trapped into thinking that we have to share PowerPoint files. You don't. 00:13:20.000 --> 00:13:30.000 If you don't have anything useful to share, don't share a PowerPoint file. Seriously, don't do it. Just sit and use the virtual table that Zoom allows us to have and talk to people. 00:13:30.000 --> 00:13:36.000 But if you want to show people how to fill out a death certificate in PDF format, let's say. 00:13:36.000 --> 00:13:42.000 Then launch that PDF and share that PDF on your computer, and walk them through that process. 00:13:42.000 --> 00:13:52.000 If you want to show students, uh, sort of a… maybe a pre-publication, right, of a journal submission you're about to put in, there's some research that you and your colleagues have done, and that's in Word format. 00:13:52.000 --> 00:13:58.000 Launch Word. Show them the file in Word. If you have a detailed assignment that's in Word or PDF format. 00:13:58.000 --> 00:14:13.000 Don't just sort of say, okay, everybody pull it up and read it. Walk them through it. You, again, you don't just have to share PowerPoint. Uh, if you want to show students how to do things in Excel, how to do calculations, just fire up Excel and show them how to do it. You want to show how to search on PubMed, or the NIH websites. 00:14:13.000 --> 00:14:24.000 Fire up your web browser, share your web browser, show students how to do that. Same thing with R, RStudio, if you're doing, like, here's some, like, code you would write in R to do some data analysis. 00:14:24.000 --> 00:14:31.000 Fire up R, and you can share videos on YouTube as well. You can do all of these things, so please don't think you're limited to just. 00:14:31.000 --> 00:14:48.000 One kind of sharing, sharing with PowerPoint. That's not the way it works. It works really with any kind of application or file that you have on your computer. And this actually creates a more dynamic session, because students aren't just sort of staring at a PowerPoint screen in tiny little talking heads. 00:14:48.000 --> 00:14:54.000 They're actually seeing these things work through in real time, which gives them a lot more practical experience when possible. 00:14:54.000 --> 00:15:18.000 Um, and you can go beyond, sort of, passive, uh, unidirectional broadcasting, right? Because a lot of Zoom sessions are, like, sort of talk shows, where people call in briefly, but it's mostly one or two or maybe three people talking. But we can move beyond that, and beyond even sharing, like, I want to share a PowerPoint file, or I want to share a Word document with you, and you watch me as I share that. 00:15:18.000 --> 00:15:48.000 We can actually share content in, oops, in real time using the tools that are available to us inside of, uh, well, the tools that we use every day. For example, Microsoft Office, right? Microsoft 365. This is… Uh, you know, this is something that we all use on a regular basis, um, and, um, you know, we can share files in there. So, I'm going to actually share with you a document that I have. 00:15:52.000 --> 00:16:06.000 On my computer, and, um, I'm gonna. Go ahead and… oops, it's not gonna work. Uh, I'm gonna go ahead and… 00:16:06.000 --> 00:16:12.000 Share with you… let me see… 00:16:12.000 --> 00:16:18.000 There we go. Um… I'm gonna go ahead and share with you an Excel file. 00:16:18.000 --> 00:16:23.000 That I have on my computer. That I'm just gonna share with you in the chat. 00:16:23.000 --> 00:16:28.000 Okay? Let's go ahead and share with you this in the chat. And you can click on that link in the chat. 00:16:28.000 --> 00:16:33.000 And it will then launch a web browser, if you don't already have a web browser opened. 00:16:33.000 --> 00:16:40.000 And it will open up inside of Microsoft 365, Office 365, an Excel file. 00:16:40.000 --> 00:16:51.000 And we can all work on this Excel file at the same time. Now, I've set this up so that if you click on that link, you're gonna have to sign in with your JED ID, because I only want people. 00:16:51.000 --> 00:16:56.000 Excuse me, at Johns Hopkins, uh, using this file and having access to this file. 00:16:56.000 --> 00:17:03.000 But you'll notice, I'm not sharing my screen, right? You can pull up that file on your own, on your own computer. 00:17:03.000 --> 00:17:10.000 I'm not sharing my screen to show you this, I'm sharing the actual file in real time with you. 00:17:10.000 --> 00:17:16.000 So, if you open that file, you'll see this is sort of a simple kind of, like, exercise, right? A quadrant-based exercise. 00:17:16.000 --> 00:17:31.000 Uh, if you go ahead and open… click on the link, sign in with Jed, it'll go ahead and open the file for you, and you'll see that there are sort of four quadrants. And the idea here is this is sort of a get-to-know-you kind of exercise, right? And you can do this for any number of different purposes. 00:17:31.000 --> 00:17:47.000 But if you're more optimistic about the future, you're gonna enter your initials in a cell that's closer towards the top. If you're more pessimistic about the future, you're going to enter your initials into a cell that's towards the bottom. If you believe that individuals change society, you're gonna enter your initials on a cell that's towards the left. 00:17:47.000 --> 00:18:05.000 And if you believe that groups change society, you're gonna enter your initials on a cell over to the right. Um, and, um, I am going to just sort of do this myself, and if you want to launch this, you can see this as well. And you can see people putting their initials into this file in real time. So we're sharing an Excel file. 00:18:05.000 --> 00:18:17.000 In real time, that we can all work on together, and you can use this with Excel, PowerPoint, Word, OneNote, if you happen to use OneNote as well. Now, sometimes, uh, I think that this particular kind of exercise works best. 00:18:17.000 --> 00:18:22.000 In Excel, especially if you are doing groups. So you can share this file with. 00:18:22.000 --> 00:18:39.000 Everybody in the class, and then have students go into breakout rooms and work on that file together. And Excel makes it nice because you can organize things into individual sheets, you copy and paste things into different sheets for different groups, or you can do that in PowerPoint. You just duplicate a slide multiple times for as many groups as you might have. 00:18:39.000 --> 00:18:57.000 But we're working together in real time on a document in Microsoft 365, right? In one… some people call it in OneDrive, uh, here. And I am not sharing my screen to do this, I'm simply giving you this link to do it. But in order to do this, it's actually very simple. It's very, very simple to just share, uh. 00:18:57.000 --> 00:19:09.000 Microsoft Office files this way, so that everybody can work on them. So what I just did is I started sharing my actual Excel on my computer now. So I already gave you the link, but let me show you how easy it is to share this. 00:19:09.000 --> 00:19:15.000 In Excel. So the top of Excel in Microsoft 365, there's this share button up here, and I can click on this. 00:19:15.000 --> 00:19:23.000 And say, manage access. And it'll come up, and it'll say, like, you know, who am I gonna share this with? 00:19:23.000 --> 00:19:34.000 Um, and I can say grant access, uh, to individuals, um, there, but the easiest way to do this, honestly, is click on share, and then say, there's this, like. 00:19:34.000 --> 00:19:40.000 Gear icon right here. And here I can say, anybody in the world can access this file. 00:19:40.000 --> 00:19:54.000 Or only people in Johns Hopkins. And if you're doing this in a class, I would recommend saying, like, people in Johns Hopkins, because that way everybody has to sign in with their Jet ID, or you can say anyone in the world, right? Anybody in the world can access it with that link. I say apply. 00:19:54.000 --> 00:20:11.000 I copy the link, and there it goes. Now I have a link I can share with everybody in my class to be able to work on this file in real time with me. And again, that's from the Share Manage Access menu at the top of Excel. Same thing as in Word, same thing as in PowerPoint, same thing as in. 00:20:11.000 --> 00:20:27.000 In OneNote, uh, inside of Microsoft Office. And again, what's nice about this is we're working in a document in real time. I've seen this work in classes of over 100 people. It's quite robust, it's quite reliable. And then you have this artifact, you have this document that then you can then share. 00:20:27.000 --> 00:20:32.000 With the class, after the fact, if that's something that you want or need to do. 00:20:32.000 --> 00:20:44.000 Okay? So I just wanted to give you an idea that there's more to sharing than just, you know, sharing your PowerPoint, just sharing your PowerPoint there. Alright, next up, another option that's available to you. 00:20:44.000 --> 00:20:50.000 When you are in Zoom, um, whether it's a live talk or not, is to be able to annotate, to be able to annotate things. 00:20:50.000 --> 00:21:08.000 Now, confusingly, Zoom offers multiple ways of annotating content. Um, they have what they call new whiteboards, and then a traditional whiteboard, so that when you click on the share button in Zoom, one of the options that comes up is a whiteboard. 00:21:08.000 --> 00:21:14.000 New whiteboards, we don't recommend that you use those, simply because they exist outside of Zoom. 00:21:14.000 --> 00:21:24.000 Like, outside of your meeting. They're totally independent, they exist outside of your meeting. Um, if you use Zoom for a lot of, like, in-depth collaboration with people, you might want to consider it, but for a class. 00:21:24.000 --> 00:21:29.000 Not a good idea. Not a good idea. So, if you're gonna need a whiteboard to work on. 00:21:29.000 --> 00:21:36.000 In your Zoom sessions, use the built-in whiteboard that's available when you click the green share button inside of Zoom. 00:21:36.000 --> 00:21:43.000 Honestly, I think one of the better ways of doing this is just leave, if you're using PowerPoint files. 00:21:43.000 --> 00:22:07.000 Leave blank slides, and that way you can whiteboard on those blank slides. Very, very easily. Uh, that's much easier and much faster for many people than trying to use Zoom's whiteboard tool, although Zoom's whiteboard is very powerful and very useful, you could definitely do that as well. But I think a lot of people, I talk to, a lot of folks who work in epi and biostats, and they're like, yeah, we just like having blank slides, and we just draw on the slides. 00:22:07.000 --> 00:22:16.000 When we need to whiteboard. It's faster, it's easier, and then again, that gets saved as part of that PowerPoint file that you can share with students after your Zoom session. 00:22:16.000 --> 00:22:24.000 Another thing that's very popular, um, that in particular we get a lot of very positive feedback from students about. 00:22:24.000 --> 00:22:31.000 Are poles. Poles. So why do students like polls so much? Well, polls allow students to participate. 00:22:31.000 --> 00:22:41.000 In a live talk session or a Zoom session, without having to put themselves on the spot, without having to ask a question, without having to raise their hand or feel embarrassed, or be like, I don't know if this is a good question or not. 00:22:41.000 --> 00:23:00.000 This allows very low-friction participation on the part of students, and they like that. They like to be able to say, yeah, I'll go ahead and vote in that poll. Say, I'm here, I'm listening, I just don't have a question, or I don't feel comfortable asking my question in front of everybody in case it's a dumb question, which there almost never are dumb questions, right? 00:23:00.000 --> 00:23:12.000 So, polls are popular among students, and polls can be used for lots of different purposes. Uh, not just sort of like, you know, what was your favorite reading from this week, or what did you think of this presenter. 00:23:12.000 --> 00:23:27.000 But polls can lead to really interesting discussions in your classes. Um, you know, a lot of people use polls not just for sort of introductory stuff or quick formative assessments, meaning, like, you know, here's an example question that might appear on the midterm, right? 00:23:27.000 --> 00:23:36.000 And you show that multiple-choice question, and then students vote, and then you say, okay, here's the right and here's the wrong answer, and here's why. That's great. I mean, you can definitely do that. 00:23:36.000 --> 00:23:41.000 Um, another way of thinking about using polls is to help facilitate discussion, as I was just mentioning. 00:23:41.000 --> 00:23:45.000 So what you do here is you create poll questions that aren't. 00:23:45.000 --> 00:23:51.000 Don't have a simple binary answer, right? A simple, clear-cut yes or no, A, B, C, D, E. 00:23:51.000 --> 00:24:02.000 Multiple-choice answer. When, a lot of times, scenario-based learning can be really effectively implemented with polls in your Zoom sessions. What do I mean by scenario-based learning? 00:24:02.000 --> 00:24:10.000 So, let's say you are teaching a class on, um, healthcare and humanitarian crises, right? This is a big deal, we do a lot of this here at Hopkins. 00:24:10.000 --> 00:24:23.000 At Bloomberg. So healthcare in a humanitarian crises, and you say, okay, let's say you are, um, teaching a course on this topic, and you talk, and you've been talking about, like, protocol behavior for border crossings. 00:24:23.000 --> 00:24:38.000 And so you build up a scenario. You say, okay, you're working at a refugee camp in northern Sudan, and you're gonna cross over the border into southern Sudan because you have to meet with some government official. You arrive at the border, and here's what happens. And then what do you do next? A, B, C. And students have to make a choice. 00:24:38.000 --> 00:24:56.000 And from that choice, there's no clear-cut right or wrong answer, but this can facilitate discussion. Another example of that would be, uh, you work on your data scientists, you've gotten your first job, being a data scientist, working for a pharmaceutical company, and your job is to sort of clean up data and report data on a weekly basis. 00:24:56.000 --> 00:25:11.000 Uh, to help contribute to these ongoing studies. And after you've been there for a couple weeks, you're noticing that some old data isn't quite accurate. It left out a lot of outliers. What do you do, right? No clear-cut answer, and it facilitates discussion there, and polls. 00:25:11.000 --> 00:25:17.000 Can be useful to help facilitate that process, that discussion. And if you want help on coming up with scenario-based. 00:25:17.000 --> 00:25:24.000 Polls to facilitate discussion, talk to your course instructional designer. That's what they're there for. They love doing this stuff. 00:25:24.000 --> 00:25:31.000 Uh, so reach out to the Center for Teaching and Learning, talk to your course instructional designer, they will gladly help you develop those scenario-based polls. 00:25:31.000 --> 00:25:38.000 But in terms of actually creating polls, uh, how do you do it? What are the mechanics? Since people like them and they can be useful for teaching and learning? 00:25:38.000 --> 00:25:46.000 Well, uh, polls can be created inside of Zoom, which is super handy. This didn't used to be the case. You can also make them in the Zoom website. 00:25:46.000 --> 00:25:58.000 But they can only be created in the Zoom website by the account that created the meeting, or by anybody listed as an alternative host when you set up your meeting. This is not a limitation of Course Plus, this is a limitation of Zoom itself. 00:25:58.000 --> 00:26:10.000 So, we recommend… Create your polls inside of Zoom. Show up to your Zoom session 5-10 minutes early, create your polls there. Yes, you can create them ahead of time in the Zoom website, but again. 00:26:10.000 --> 00:26:16.000 Only the person who created the meeting. Or someone who's listed in the meeting set up as an alternative host. 00:26:16.000 --> 00:26:24.000 Can actually create those polls in the Zoom website. Inside of Zoom, anybody who's a host, faculty, TAs, guests. 00:26:24.000 --> 00:26:40.000 They can all create polls. So that's why we recommend doing it inside of Zoom. So to do… create a poll inside of Zoom, you click on the polls button in the main Zoom toolbar. Again, the main Zoom toolbar is that black bar with your audio and video controls, and you would only see this option if you were hosting the meeting. 00:26:40.000 --> 00:26:51.000 A little screen pops up, a little window pops up, that shows you your existing polls, and you click on the plus button at the top of that screen, and then it's gonna say, well, do you want to create a poll or create a quiz? 00:26:51.000 --> 00:27:00.000 So let me just say really quickly, don't create quizzes, because what people often do is they create quizzes thinking that that information will somehow make it back to Course Plus. 00:27:00.000 --> 00:27:08.000 And it does not. It absolutely does not. So, do not create a quiz and actually try to deploy that as a testing mechanism for your students. 00:27:08.000 --> 00:27:16.000 Because again, not everybody's gonna show up to every single session. The tools are very lacking compared to the quiz generator and Course Plus. 00:27:16.000 --> 00:27:27.000 And that information does not make it back from Zoom into Course Plus in any way, shape, or form. So please do not click on quizzing, it'll cause you all sorts of problems. If you think you're actually going to be able to deploy a quiz. 00:27:27.000 --> 00:27:42.000 Inside of your Zoom session. Alright, so you would say, instead, click on polls, and then you would actually enter in your question. And you can do single choice, multiple choice, open answer, I think, are your options there, but most people kind of generally stick to single or multiple choice there. 00:27:42.000 --> 00:27:50.000 Um, you add your question, so you add your question, you can add multiple questions in the same poll, so if there are, like, 3 questions you want students to answer at once. 00:27:50.000 --> 00:27:55.000 You can click on the Add Question button so that they may get another question they need to add as part of that same poll. 00:27:55.000 --> 00:28:01.000 But when you're done working on it, you just click on that Save button down at the bottom of the little poll pop-up window, and you're good to go. 00:28:01.000 --> 00:28:15.000 Now, in the Zoom website, on your meeting page, there's a tab for polls and quizzes if you want to create it in the website ahead of time, which you can do, but again, we don't recommend. It's better and easier just to create your polls inside of Zoom. 00:28:15.000 --> 00:28:18.000 By showing up a few minutes early to your Zoom session. 00:28:18.000 --> 00:28:30.000 Now, to launch a poll and actually use it like I did at the very beginning of today's session, you click on the polls button in the main Zoom toolbar, oops, again, and it'll bring up a list of all of your polls. 00:28:30.000 --> 00:28:42.000 You mouse over the poll you want to launch, and this blue launch button will appear, magically, in that window. And at that point, the poll launches to the students, just like I launched a poll. 00:28:42.000 --> 00:28:55.000 To you earlier in this session. And the poll stays available to everybody until such time as you click on the End Poll button down here. So, when you don't want students to vote anymore, you click End Poll. 00:28:55.000 --> 00:29:08.000 And that's that. Now, you can share the results with students if you want. After you end the poll, you'll see this option to share results, and you can share those results with students if you want, if it's not going to bias things, or however you. 00:29:08.000 --> 00:29:12.000 If it meets your needs in terms of running the session at that time. 00:29:12.000 --> 00:29:19.000 But again, students love polls. They really do, they're low-friction ways of participating in live Zoom sessions. 00:29:19.000 --> 00:29:25.000 Any questions on polls, or anything else I've covered so far? 00:29:25.000 --> 00:29:31.000 You can type in the text chat, or raise your hand, or just unmute yourself, whatever's most comfortable for you. 00:29:31.000 --> 00:29:43.000 Okay, uh, and if a question comes up, I'll be sure to answer it. Uh, next up, breakout rooms. Breakout rooms. So, breakout rooms are popular, breakout rooms are very powerful, they're great for group work, they're great for small group discussions. 00:29:43.000 --> 00:29:53.000 Any number of things. I'm not going to show you all the mechanics of breakout rooms, because there are many of them. And again, if you are not comfortable with the breakout room tools. 00:29:53.000 --> 00:30:01.000 But you want to practice, the school's multimedia department will more than happily work with you to set up a session where they have some. 00:30:01.000 --> 00:30:09.000 You know, fake students, some of their teammates in there. You can practice building breakout rooms, sending students to breakout rooms, closing breakout rooms, all that stuff. 00:30:09.000 --> 00:30:16.000 I just don't have the time to cover that today. And many of you already sort of are familiar with breakout rooms, so I don't want to. 00:30:16.000 --> 00:30:24.000 Sort of sit you through something that's super redundant. But I want to focus on two things about the breakout room experience that will help make it easier for you. 00:30:24.000 --> 00:30:29.000 And make it easier for your students. Give everyone a better experience overall. 00:30:29.000 --> 00:30:43.000 So the first one is that Zoom has not one, not two, not three, but four different ways of creating breakout rooms. Or I should say, of assigning people to breakout rooms, assigning people to breakout rooms. 00:30:43.000 --> 00:30:50.000 So, in addition to when you launch the breakout room tool, it's gonna say, okay, how do you want to create your breakout rooms, and show you a screen. 00:30:50.000 --> 00:30:56.000 Pretty much exactly like this. There's a fourth hidden way of creating breakout rooms, and that's from a poll. 00:30:56.000 --> 00:31:08.000 That's from a poll. So if you create a poll, and people vote in it, um, there's this, like, little dot dot dot menu down here, uh, inside of the results window, uh, in your poll. 00:31:08.000 --> 00:31:15.000 An option in there is create breakout room from poll responses. So, if you had people say, like, you know. 00:31:15.000 --> 00:31:23.000 Pick the topic you want to focus on. You could create breakout rooms directly from the result of the poll there. 00:31:23.000 --> 00:31:27.000 The other three ways that are much more obvious are to randomly assign. 00:31:27.000 --> 00:31:35.000 Students to rooms. Assign students manually to rooms, and to let students choose what room they're going to be in. 00:31:35.000 --> 00:31:50.000 Let me just disabuse you of ever assigning people manually to rooms. It is a terrible, painful, long process that's highly error-prone and requires every person to currently be in that Zoom session. You do not want to do this. Really, you don't. 00:31:50.000 --> 00:32:02.000 It's bad news, don't do it. Um, you know, some people are like, but I want to set up rooms ahead of time. Don't. That doesn't work. Zoom says it works, it doesn't. We've had so many faculty try that, and it just doesn't work. 00:32:02.000 --> 00:32:11.000 So, really, the options in terms of breakout rooms are either letting students choose their own room, or assigning students automatically and randomly to rooms. 00:32:11.000 --> 00:32:21.000 So when would you use the let participants choose their own room option? You would use that option when you have already established, clearly established groups. 00:32:21.000 --> 00:32:27.000 In your class, and you say, I want you to use your clearly established. 00:32:27.000 --> 00:32:46.000 Previously established group for this breakout room exercise. And then it's up to you, or the TAs working on your class, or working on the Zoom session with you, to actually, in the breakout room, set up to name things appropriately, right? Because Zoom's just going to name things Room 1, Room 2, Room 3, Room 4. That's not going to help you. 00:32:46.000 --> 00:32:54.000 Assign it the exact same group name that you use in Course Plus, and in all your course communications. Use that exact same name, that way students are like, oh yes. 00:32:54.000 --> 00:33:07.000 I'm part of the water safety group, or I'm part of the cancer research group, and they will then choose their group, because they'll know what it is, because it's consistently named with what you've already been using in the class. 00:33:07.000 --> 00:33:17.000 So, if you want students to use pre-existing groups that you've already established before the live talk, before the Zoom session, then letting students, participants choose their own room. 00:33:17.000 --> 00:33:23.000 Is the way to go. But if not, just randomly assign people to rooms. 00:33:23.000 --> 00:33:31.000 Seriously. We surveyed students regularly, um, there was a lot of surveys that were done, particularly about the online experience during. 00:33:31.000 --> 00:33:41.000 2020… 2020, 2021, 2022, when so much was happening online. Time and again, and more recently during those surveys, um, students say they like. 00:33:41.000 --> 00:33:51.000 Working with different students, being randomly assigned to rooms. And the reason for that is because they get to work with people they've never met before. This is an opportunity, particularly for traditionally online students. 00:33:51.000 --> 00:33:56.000 In the part-time MPH program, a part-time master's program, a part-time doctorate program. 00:33:56.000 --> 00:34:05.000 To be able to meet people they've never worked with before. And that novelty is a good thing. People like that. Students have told us time and again that they like working with different groups of people. 00:34:05.000 --> 00:34:11.000 Because it helps them to meet people that they would otherwise maybe meet on campus, that they can't meet because they're doing this inside of Zoom. 00:34:11.000 --> 00:34:18.000 So, assigning automatically allows students to meet new people, it's a quick and fast way of setting up your breakout rooms. But again. 00:34:18.000 --> 00:34:30.000 That's only effective if you don't already have. Preset, predetermined, pre-assigned groups in your course, and you want them to use those pre-assigned groups, then you gotta say, let participants choose the room. 00:34:30.000 --> 00:34:42.000 Okay? So I know there's a lot of complexity there, some subtlety, but I thought I'd go over that in detail because it does make a difference. Now, the other thing I would want to focus on in breakout rooms is some hidden features. 00:34:42.000 --> 00:34:47.000 That make the end of the breakout experience, actually the whole breakout experience, so much smoother. 00:34:47.000 --> 00:34:52.000 So, in the breakout room control panel, so when you select breakout rooms from your main Zoom toolbar. 00:34:52.000 --> 00:35:02.000 Uh, there's this little gear icon in the lower left corner, and again, this is something I wish Zoom would make easy and obvious to find, because it really does impact the student experience. 00:35:02.000 --> 00:35:09.000 And in this little gear icon. Pop-up panel that appears inside of the main breakout room panel. 00:35:09.000 --> 00:35:12.000 There are a couple of options that I want to point out to you. 00:35:12.000 --> 00:35:21.000 The first one is auto-close breakout rooms after n minutes, right? Whatever, however many minutes you want things to go on for. 00:35:21.000 --> 00:35:28.000 If you're doing a breakout room activity. That only lasts 5 minutes, or 10 minutes, or 15 minutes, however long it lasts. 00:35:28.000 --> 00:35:33.000 Put that number in there, and make sure that checkbox is selected. 00:35:33.000 --> 00:35:48.000 Because what this will do is it will put a countdown timer in all the breakout rooms. So students see how much time do I have left, and that is very important. If you're like, you only have 10 minutes to finish this assignment in your breakout rooms, right? They need to know how much time they have left. 00:35:48.000 --> 00:35:55.000 And this will display a countdown timer there. Now, if you're telling students, go to your breakout rooms, do some work, and I'll see you next week. 00:35:55.000 --> 00:36:05.000 You don't want to turn this on, right? Because there's no time limit left there. But if you say you have 15 minutes, you have 20 minutes, you have 5 minutes to do this assignment in your breakout rooms. 00:36:05.000 --> 00:36:13.000 Put that into that option, because then students get the timer, they can see it running down, and they're given alerts and warnings when their time runs out. 00:36:13.000 --> 00:36:32.000 So that's the first option. The second thing you want to set is this countdown after closing breakout room. It's a little weirdly worded, but what this does is that it gives participants in breakout rooms another few seconds, 10, 20, 30, whatever you set in this little drop-down menu. 00:36:32.000 --> 00:36:39.000 To finish up when their time runs out. Because if you don't set this, what happens at the exact second. 00:36:39.000 --> 00:36:46.000 That time runs out. You say, I give my students 15 minutes, I give my students 5 minutes. At the exact second. 00:36:46.000 --> 00:36:49.000 That the time runs out. Everybody gets kicked out of their room. 00:36:49.000 --> 00:36:58.000 So somebody can still be in the middle of a sentence. Somebody can be saying, like, hey, don't forget, Ben, you're gonna be our reporter. They'll just get cut off. They'll get kicked out of the room while they're talking. 00:36:58.000 --> 00:37:05.000 It's a bad, harsh experience for the students. So by adding this countdown after closing breakout room. 00:37:05.000 --> 00:37:10.000 That gives the students an extra 10, 20, up to 30 seconds to just wrap things up. 00:37:10.000 --> 00:37:16.000 And then they'll get put back in the main room. These two options really do make a better experience. 00:37:16.000 --> 00:37:26.000 For breakout rooms, and it's available by clicking that little gear icon in the breakout rooms floating panel that hap… appears when you click on breakout rooms in your meeting control. 00:37:26.000 --> 00:37:33.000 Okay? Any questions about that? Anything I've covered so far? 00:37:33.000 --> 00:37:39.000 Those two options, really, those two things really do make, um… breakout rooms much, much nicer for everybody. 00:37:39.000 --> 00:37:49.000 Okay, so that ends the section on stuff during your Zoom session. Live talk or not, stuff that makes Zoom session a little bit easier. Finally, the last section is on. 00:37:49.000 --> 00:37:59.000 After your live talk. So now I'm referring specifically to things, uh, that are… sorry, referring to things that are specific to live talks in traditionally online courses again. 00:37:59.000 --> 00:38:09.000 So after your live talk, what do you need to do? Well, you need to get those recordings to students. That's what you need to do. You need to get those recordings to students, right? Because students are going to be asking for those recordings. 00:38:09.000 --> 00:38:21.000 Minutes after the live talk, or even during the live talk, I'd be like, where's the recording? Well… the recordings you need to grab from Zoom's website, and then upload or enter information into Course Plus. 00:38:21.000 --> 00:38:30.000 Now, there's two options that you have on this front for the recordings. The first one is to actually, um, download the files from Zoom. 00:38:30.000 --> 00:38:36.000 So, like, you go into Zoom, and you download the video, the audio, the chat, the transcript. 00:38:36.000 --> 00:38:40.000 Um, all those things, and then upload each of those files to Course Plus. 00:38:40.000 --> 00:38:46.000 The benefit about doing things this way, even though it is a little more time consuming, is that those recordings are then saved. 00:38:46.000 --> 00:38:51.000 For 5 years, right? 5 years. And the reason why I mention this is because. 00:38:51.000 --> 00:39:02.000 We've all been there as faculty. You have students who come back 3 months, 6 months, a year later, and they're like, hey, I need to finish up my incomplete, I need access to these recordings. Well. 00:39:02.000 --> 00:39:07.000 Uh, if you don't download them from Zoom and upload them to Course Plus, they're gonna disappear over time. 00:39:07.000 --> 00:39:26.000 Also, students reviewing for oral exams, or cumulative exams in their departments, right? I think about, like, you know, the epioreal exams or bios… all the departments have oral exams, not just for PhD students, right? Depending on your degree program or certificate program, you might need to have an oral exam, and students go back and they look at. 00:39:26.000 --> 00:39:35.000 All of these recordings as part of their review before, as they're getting ready for the oral exams. And students expect those files, those recordings, to still be there. 00:39:35.000 --> 00:39:43.000 So by downloading the files from Zoom, and then uploading them to Course Plus, you ensure those files are there for at least 5 years, if not longer. 00:39:43.000 --> 00:39:50.000 Your other option is to not download the files, and just copy and paste the recording link from Zoom. 00:39:50.000 --> 00:40:02.000 You can do that too! Copy and paste the recording link from Zoom, if you want to do that. If you're going to provide just the recording link, we do recommend that you use a passcode as well. Just, again, for security purposes there. 00:40:02.000 --> 00:40:17.000 But the problem and the issue… with the cloud recording link by itself, is that all recordings on Zoom expire after 180 days. This is not a Course Plus limitation, this is not a JHU limitation, this is a limitation of Zoom itself. 00:40:17.000 --> 00:40:31.000 After 180 days, those recordings are gone. They are gone, gone, gone, and you can't get them back. I can't get them back, your course instructional designer can't get them back, the people in IT at JH who run Zoom for the university cannot get them back. 00:40:31.000 --> 00:40:37.000 This is built into our contract with Zoom. So, after 180 days. 00:40:37.000 --> 00:40:42.000 All that content expires, disappears, deleted forever. And again, you're like, 180 days, that's 6 months, that's plenty of time. 00:40:42.000 --> 00:40:50.000 Is it really? I mean, I've had students who have come back to my classes after, you know, 9 months, 16 months sometimes. 00:40:50.000 --> 00:40:57.000 Who need to finish things up, and they need access to those live talks, because they're like, there's important stuff in there I need to be able to complete my assignments with. 00:40:57.000 --> 00:41:04.000 So, the cloud recording link by itself can be okay, but remember, that content disappears after 180 days, and there is. 00:41:04.000 --> 00:41:13.000 No way to get it back. Alright, so in terms of posting those recordings, if you're gonna download and upload, or provide the cloud recording link, or even do both. 00:41:13.000 --> 00:41:18.000 You can do that on the Live Talk page in your class website. So after your session. 00:41:18.000 --> 00:41:23.000 Because you're a faculty member or TA, you're going to see this Manage Recordings button. 00:41:23.000 --> 00:41:32.000 On the Live Talk page for that live talk. And then you click on that, and this form appears. And this form allows you to upload the individual files you've already downloaded from Zoom. 00:41:32.000 --> 00:41:35.000 Or provide a link to the cloud recording, or do both. 00:41:35.000 --> 00:41:46.000 Now, at a minimum, at a minimum, in terms of the recording, you need to provide the video of the recording, so that's all… that's the screen recording of everything that happened in the session. 00:41:46.000 --> 00:42:05.000 As well as the transcript I mentioned earlier, transcripts are super important. Providing a transcript helps us, or actually meets our accessibility obligations under the law. If you don't provide that transcript, we are not meeting our accessibility obligations under the law, regardless of if you have a student with a registered accommodation in your class or not. 00:42:05.000 --> 00:42:23.000 So at the very minimum, you need to provide those two versions of the recording. You can also provide an audio only and the chat text if you want. Students appreciate that, but at a minimum, you have to provide the video and the transcript there. Now, if you want to provide the cloud recording link, you can do that as well down here. It's on Zoom's website. 00:42:23.000 --> 00:42:31.000 Uh, when you go in to take a look at your recording, you can see the link to the recording, and if you include a passcode on your recording, which is optional, you would enter that there as well. 00:42:31.000 --> 00:42:39.000 So again, this is something you need to do for each of your live talks, um, just as you might do this for, you know, on-campus classes as well. 00:42:39.000 --> 00:42:49.000 You need to do this for each of your live talks, and again, the sooner you do it, the better. Students get very antsy when they don't have access to the live talk recordings within at least a day. Then they get a little bit upset. 00:42:49.000 --> 00:42:55.000 Uh, at that point in time. But that's what you need to do in order to post recordings, and once you've posted those recordings. 00:42:55.000 --> 00:43:08.000 On the Live Talk page, you'll see these links to, like, this is what students see, right? They see the link to the video or the transcript from the recording, and if you've done the cloud recording, they would see view recording along with a passcode. 00:43:08.000 --> 00:43:15.000 If you provided a passcode there. Alright? So that's it. Really, after the live talk, it's all about posting that recording. 00:43:15.000 --> 00:43:26.000 That's what it is. So, we just need to make sure everybody posts the recordings, um, you know, in a relatively timely manner so that students don't get a little stressed out about not having access to those recordings. 00:43:26.000 --> 00:43:34.000 And you can also see, in traditionally online courses, uh, you know, who attended my session, who didn't, via the live talk attendance report. 00:43:34.000 --> 00:43:42.000 Now, the live talk attendance report is available to you from the main Faculty Tools page in your course website. So if you go to the main Faculty Tools page. 00:43:42.000 --> 00:43:48.000 On the right-hand side, all the way down, there's a whole bunch of reports about student activity and progress in your course. 00:43:48.000 --> 00:44:02.000 The live talk attendance report is one of those. And on that report, you can see, with these check marks, who attended the actual live session, and who downloaded the recording, what version of the recording they downloaded it, and when they first downloaded it. 00:44:02.000 --> 00:44:18.000 In case that's important to you, because for some faculty it is. A lot of faculty do participation based on attendance at live talk, or watching the recording, and that's how you can get this information here. And again, this live talk attendance report is available only in traditionally online classes. 00:44:18.000 --> 00:44:35.000 Uh, and it's available on the main Faculty Tools page. You can also get similar information for your non-live talk Zoom sessions, for your regular Zoom sessions as well. Inside the Zoom website, there's this, oops, there is the button for reports, there's an option for reports. 00:44:35.000 --> 00:44:48.000 And the report you want to select is Usage. You'd think it would be meeting, because that seems to make more sense, but nope. If you want to see who was there in your meeting, and how long they were there for, you can click on Usage, and then actually get that report. 00:44:48.000 --> 00:44:54.000 Inside of Zoom, which can be very useful for your face-to-face classes, your hybrid classes where you're not. 00:44:54.000 --> 00:44:59.000 Doing live talks, per se, and don't have the whole live talk infrastructure set up for you. 00:44:59.000 --> 00:45:08.000 Okay? So, that is pretty much it for me. So remember, before your live talk, add that Zoom link to each live talk session. 00:45:08.000 --> 00:45:19.000 During the live talk, record to the cloud, and turn on captions, and then after your live talk session, you want to make sure you post those recordings to the Live Talk page in your class website. 00:45:19.000 --> 00:45:29.000 Alright? So that's it for me. Um, does anyone have any questions? If you have questions, you can type in the chat, unmute yourself, raise your hand, whichever way you want to do things, but otherwise. 00:45:29.000 --> 00:45:40.000 That's all the content that I wanted to cover for today's session.