Reston Staff's Tips on Managing Zoom Programs in LibCal and Zoom

Zoom Guidelines and Tips

What is Zoom?

Zoom is a cloud-based video conferencing application that allows staff to host programs or events online with patrons and other participants. Event participants can connect through a laptop, desktop, tablet or mobile device. Zoom allows for simultaneous screen sharing, private and group chat, and the option to join by telephone call-in for those who do not wish to or are unable to use computer audio.

Getting Started

First, you will need to install Zoom software on your computer from https://zoom.us/support/download. It will detect if you are using a Mac or Windows PC, or you can install a Zoom app on a mobile device or tablet (see options at either the App Store or Google Play).

If you are hosting or co-hosting an event, you will need a device with a microphone and camera. If you plan to share your screen to include documents, web browsing, a slide show, etc., you should present from a laptop or desktop for best results. Additional help and information on getting started is available from the Zoom Help Center, https://support.zoom.us/hc/en-us/categories/200101697.

Planning your Zoom Program or Event in LibCal

When entering your event in LibCal, there are a few categories that you will need to select and descriptive information to add.

1. After you enter the event title, add language to the Event Description that indicates participants will be emailed later with a meeting invitation after registration.

2. Make sure you tag the event Digital Program under the event category section.

3. Have registration. Select Registration is required in the Event Registration section. This selection will prompt participants to include their email and phone number. You may need a phone number because some participants may call in to the Zoom event and you will need to verify they are registered.

4. Consider capping attendance at 25 if this is an interactive event. This is optional guidance from Library Administration because it allows for optimal performance and coordination of participation. Higher attendance levels will be accepted if additional hosts are added to help moderate the event.

5. Close registration 24 hours before the program begins and send the Zoom invitation to participants the day before the event via LibCal. Click on the Manage Event button for your program, select the Email Attendees tab and then draft your message. See the following screen shots and sample participant email message.

Sample Email Language –

Hi Everyone,

We look forward to seeing you tomorrow for the Preserve Your Heirlooms presentation at 2 p.m. Below is the Zoom invitation to the presentation. (You will need to enter the password before being admitted.) We will start inviting people into the event at 1:45 p.m.

If you are new to Zoom and using Windows 10, please watch this video: https://youtu.be/hvbzgin6WUE.
If you are using Zoom on an iPad for the first time:

1. Download the Zoom Cloud Meetings app
2. Go to Settings > Privacy > Microphone and allow Zoom to access your microphone
3. Go to Settings > Privacy > Camera and allow Zoom to access your camera
4. When you join a meeting, call using Internet audio.
5. Once you join a meeting, the control features are at the top of the Zoom screen. You will need to tap the screen for the commands to appear.

See you tomorrow!
Staff
Fairfax County Public Library

Topic: Preserve Your Heirlooms! Virtual Presentation
Time: May 2, 2020 02:00 PM Eastern Time (US and Canada)

Join Zoom Meeting
https://zoom.us/j/97768149410?pwd=ckJDODIrbmIwNkh4bVpWZFE0UjM2Zz09

Meeting ID: 977 6814 9410
Password: 052020

One tap mobile
+13126266799,,97768149410# US (Chicago)
+19292056099,,97768149410# US (New York)

Dial by your location
        +1 312 626 6799 US (Chicago)
        +1 929 205 6099 US (New York)
        +1 301 715 8592 US (Germantown)
        +1 346 248 7799 US (Houston)
        +1 669 900 6833 US (San Jose)
        +1 253 215 8782 US (Tacoma)
Meeting ID: 977 6814 9410
Find your local number: https://zoom.us/u/acTTNERvZ6

Thank you for using LibCal!

Starting the Program or Event

1. Log into the Libxx Zoom account to start the meeting. Prior to the program meeting, staff will be emailed the login information separately by a Libxx Zoom Administrator. Once inside the account, click on Meetings on the left menu bar. Select your scheduled program from the list of Upcoming Meetings and hit Start.

2. Allow access to the Zoom event 30 minutes before the program for staff who are presenting. This will help you trouble shoot any issues prior to the start of the event.

Helpful Tips

• Test your equipment for audio and video, and practice using the application and speaker/host features
• Check for updates on your PC before the program
• Plug in a power supply
• Check your background
• Have the content you intend to share prepared ahead of time
• If you plan to share your desktop, close applications that have pop ups
• Have a plan for audience participation and use of the chat feature

• Turn off notifications and set to Do Not Disturb in Teams and Outlook

Camera Tips

• Put your webcam at eye level or higher and experiment for best angles and backgrounds
• Make Eye Contact - Try to look at your webcam versus the screen

3. Open events to participants 10-15 minutes early to help people with connectivity issues. This will allow the program to start on time. 

4. The waiting room feature will be turned on for each event and program. After a participant joins a program, they will see a screen similar to this until they are allowed into the event.

As the program host or co-host, it will be your responsibility to allow participants to join. Remember, if people aren’t registered and you don’t recognize their names or phone numbers, don’t invite/allow them into the program.

To admit participants during a meeting, click on Manage Participants. Next, select Admit.

If there are multiple participants that have registered and you want to admit them all at once, click on Manage Participants and then Admit all.

It is a good idea to keep the participants tab active because it will make it easier to remove participants if their behavior becomes disruptive. If needed, you can send participants back to the Waiting Room during a meeting or Remove them from a meeting. Click on Manage Participant, select a participant and then click More. A drop-down box will appear with options for Put in waiting room or Remove.

Managing the Program or Event

1. To help keep virtual programs and events secure, the Library XX account includes the following participant restrictions:

• participants can message the host privately but not each other. They can message all participants in the chat feature.

• Screensharing is only enabled for the host

2. At the beginning of an event, hosts should explain how audience participation will be managed. Things to consider: will you seek participation throughout the event (if the group is small enough, perhaps ask attendees to use the “raise hand” button if they want to ask a question or comment); or will you ask participants to post their questions and/or comments to chat and then answer them at the end of the program.

3. Remember to continuously monitor participants and keep an eye on the waiting room/participants tab because people may log in late.

4. Lock the program to new participants after 15 minutes if you do not have a co-host or staff member to help you monitor the waiting room or chat messages.

5. Other items to think about during a meeting:

• Consider using the Mute all option during a meeting or program. This will be helpful to control background noise especially if you have multiple participants. Let the participants know that you are setting this restriction. You can release this control later in the program if needed
• Toggle between Gallery View or Speaker View to see what you are more comfortable using, depending on the size of your meeting (the gallery view can look busy with a larger crowd)
• If you are sharing your desktop, remember that everything you see is viewable by the participants. Consider sharing an individual application to control displayed content if all you need to share is a slide show, excel sheet, or word processing document
• Use New Share to seamlessly transition between shared applications
• Use Chat to interact with participants, answer questions and provide links and other helpful information
• Use Breakout Rooms to divide participants into small groups to work out specific plans or to collaborate on individual projects. If this is an option you are considering, talk with your Libxx Zoom Administrator in advance since there are setting that will need to be configured when setting up the event in Zoom.

6. When closing out an event or program, REMEMBER to add program statistics into LibCal.

Summary of Controls and Features 

Controls for hosts and co-hosts

• During an event or program, hosts and co-hosts can control the following features:
• Mute participants
• Request that a participant unmutes
• Stop a participant's video
• Request that a participant start/share their video
• Prevent participants from screen sharing
• Rename a participant
• Choose to play an enter or exit chime
• Lock the meeting to prevent anyone new from joining
• Place participants in a waiting room or admit/remove participants from the waiting room (waiting room can only be enabled by the host)

Only hosts have access to these features

• Make a participant host or co-host 
• Enable waiting room
• Start breakout rooms or move participants from one breakout room to another
  End the meeting for all participants

Additional Resources

Best Practices for Securing Zoom Meetings, American Libraries Magazine, updated April 2020

From A to Z(oombombings): Risks and Rewards of Online Lectures, Programming Librarian, April 20, 2020

Host and co-host controls in a meeting, Zoom Video

Learn Zoom, Sign in to Lynda.com

Secure Your Meetings with Zoom Waiting Rooms, February 14, 2020, Zoom Blog

Zoom Help Center provides a wealth of information, guides and troubleshooting tips

Zoom Tips for Librarians, April 17, 20202, Galecia.com Blog