Checklist for Zoom Meeting

Meetings are designed to be a collaborative event where all parties can share, whereas webinars are designed so that the host and designated panelists can share and view-only attendees can watch the presentation. Zoom meetings can host up to 500 participants and allow participants video or profile pictures to be displayed. Webinars are for up to 3,000 participants with options to extend more using YouTube Live.

If you are hosting a large event, or don't want participant video or profile pictures displayed, contact us at mps@csusm.edu to discuss the Zoom webinar option and get a webinar license. Not sure if you need a Zoom meeting or Zoom webinar, review the comparison chart to help you decide.

Pre-meeting planning decisions

1. Will you have any co-hosts?  (Enabling and adding a co-host guide)
2. Who will need to speak?  
3. Will chat be used? The chat settings in a meeting are:  
   1. no chat  
   2. chat to host  
   3. chat to everyone publicly  
   4. chat to everyone publicly and directly. 
4. Will screen sharing be used? Who will need to share? 
5. Will you need to use breakout rooms? 
6. Will registration be required? This allows collection of information about who is attending that can be useful for post-event follow-up. Decide what extra questions you would like registrants to answer.  (Scheduling a webinar with registration guide)
7. Will the event be recorded? If so, how and with whom will it be shared after the event?  (Recording Layouts Guide)
8. How will the link to the event be shared? This is both a practical and security consideration, since we want to make sure our desired audience has easy access, but access is restricted as much as possible to the desired audience to prevent unwanted interference.  
9. Begin gathering all necessary presentation materials, including PowerPoint or other presentations, websites, videos, etc.  

Scheduling a Meeting  

1. Scheduling meetings guide  
2. Inform all necessary parties:  
   1. Send meeting link to co-hosts and participants.  
   2. Share meeting link.    

Pre-Meeting Setup and Testing  

1. One week prior to the event  
   1. Share event agenda with all co-hosts and panelists.   
   2. Convene the co-hosts and do a quick run thru of the basic event structure. Test screen shares and presentation materials.
   3. Schedule a tech run, can coincide with the above meeting, around the same time as the event to simulate internet conditions at meeting time.   
   4. Have all co-hosts update Zoom app on the computer or device they will use in the meeting.  
   5. Examine registration responses for interesting question responses. 
2. 15-30 minutes prior to the event start - have all co-hosts sign into the meeting and verify:  
   1. That the person controlling the Zoom session is listed as Host in the Participants window. This is generally the meeting organizer.  
   2. That all co-hosts are listed as such in the Participants window. If they are not, make them co-hosts.  
   3. That all necessary presentation materials are present and ready, including: PowerPoint, docs, websites, and videos.  
3. Five minutes before event start:  
   1. Start recording.  

During the Meeting

1. Follow the meeting agenda.  
2. In case of disruption by unwanted participants, refer to Appendix A: Security Things You Can Do During A Meeting.  
3. Moderator: monitor chat and Q&A a refer questions/comments to panel as necessary.  

After the Meeting

1. Meeting debrief to discuss things that did or did not go well for reference in doing future webinars.  
2. Export registration list in spreadsheet format and process as necessary for follow-up.  
3. Share meeting recording with approved list. See Appendix B: Sharing Recordings. 

Sharing Zoom Recordings

Recording Meetings

• Managing Cloud Recordings
   Managing cloud recordings guide
• Upload recordings to YouTube

  If your recordings are saved on your computer, or you downloaded to edit, you need to upload them before you can share them with students. You can upload them to YouTube (unlisted) or Microsoft Stream.

  YouTube: Upload Local Recording to the Cloud guide

• Video captioning

  Request captions for your videos: Caption Request Form

  Cloud recording transcripts can also be edited in Zoom and saved/downloaded.

Additional settings to consider

Review the Zoom security page for ways to safeguard your session experiences.

Zoom Security Notes

Security/ Feature	Meeting Creation Setting	In Meeting Setting	Security Button	Notes
Share Screen	No* It can be turned off in user settings which effects all meetings in your account	yes	yes	Click share screen advanced settings
Chat	No* It can be turned off in user settings which effects all meetings in your account	yes	yes	In chat window – set levels of chat for participants/attendees No One, Host Only (Includes co-hosts), Everyone publicly, Everyone publicly and directly.
Rename Themselves	No* It can be turned off in user settings which effects all meetings in your account	yes	yes	In participant window/video window – more settings
Unmute Themselves	no	yes	yes	In participant window/video window – more settings
Stop Video	no	yes	yes	Prevents participants from turning on video
Hide Profile Picture	No* It can be turned off in user settings which effects all meetings in your account	yes	yes	Prevents all users profile picture from being seen
Lock Meeting	no	yes	yes	In participant window – more settings. No one can enter the meeting after this has been turned on.
Enable Waiting Room	yes	yes	yes	In participant window – more settings
Participant Annotations	No* It can be turned off in user settings which effects all meetings in your account	yes	yes**	Set when screen sharing. Top of screen then select More…  **Annotation turns on in the security window in version 5.1.2 or greater, when sharing the screen.
Show/Hide Participant Name while annotating	no	yes	no	In participant window – more settings and on user in the list.
Remove Participant	no	yes	yes	In participant window – more settings and on user in the list.
Report	no	yes	yes	In participant window – on user in the list.
Recording	yes	yes	no	Recording to the Cloud can visually document issues
Authenticated Users	yes	no	no	Allows only CSUSM users that are signed into the Zoom App to join a meeting. If users are not signed in they cannot get in.
Registration	yes	no	no	Require users to register for the meeting. Approval can be automatic or manual. Automatic cannot verify users so manual is recommended for checking registrants
Mute Participants Upon Entry	yes	yes	no	In participant window – more settings
Allow removed participants to rejoin	No* It can be turned off in user settings which effects all meetings in your account	no	no	Default is to not allow removed participants to rejoin.