Engineering IT Support

Use Zoom with VC Hardware

This short How To explains linking people using a mix of devices. See additional How To guides for details on using the different VC hardware and Zoom application.

While the School has VC hardware to support our TNE activities we also have a lot of remote participants who connect via laptop and consumer products such as Skype.

Zoom allows meetings with such participants to allow staff to use VC hardware while the participant uses their laptop.

The process allows us to create meetings that fleixibly connect multiple people using a wide range of devices.

Procedure

• Create a scheduled meeting
• Share the meeting invitation information with all participants
• From School VCs dial 213.19.144.110
• Follow the on-srceen instructions to
  • Provide the Zoom meeting ID
  • Provide the meeting password
• Remote participants use the connection information they were sent to join the meeting with the facilities they have available.
  • They do not need a Zoom account. They can join as guests for free. 

NOTE: If using Waiting Rooms it is important that the host joins the meeting before the first remote participant.

Scenarios

Interviews

When a candidate requests an interview via video conferencing we have no control over where remote candicates are or the facilities they have available.

Use a Zoom session as described above. Use waiting rooms, and ensure you are joined to the meeting before any participants.

Unlike meetings with the same people present throughout, interview sessions will have a series of people coming and going, and often not at the planned time as the schedule slips. Therefore, during the interview some management of the Zoom meeting will be required.

The tasks are to

• check the participant has joined and is in the waiting room.
• Bring them into the meeting at the appropriate time.
• Conduct the interview/presentation/QA
• Remove the participant from the meeting

Because Waiting Rooms will be used, it is implortant that the host joins the meeting in advance of any participants.

Examinations

Similar to interviews, allow the participant to connect with the facilities they have available. 

Depending on the mix of who is remote and who is present you should consider allowing Join before Host, or to use a Waiting Room.

Multiple participants

TNE meetings that are often simple point to point meetings occasionally need to include third parties who may be travelling, or otherwise unable to attend the normal venue.

Using a Zoom meeting allows for this. Since all participants are known to each other, allowing Join before Host allows flexibility.