Distance Learning Support
Update: May 18, 2020
May 18, 2020: All Spring 2020 Zoom recordings from the Cloud will be deleted on May 22. There are several reasons why you might want to save your classes, such as for students who are taking Incompletes. Here are instructions for downloading and storing Zoom recordings.
April 14, 2020: Some faculty have reported that students cannot view recordings without passwords. This is because Zoom turned on the setting "Require password to access shared cloud recordings" without alerting us until after they did it. It has now been switched to off; however, students will still need passwords to access recordings made while this feature was on. If you need to turn off or view the password for an individual recording:
- Log into columbiauniversity.zoom.
- Click Recordings on the left
- Click the title of the meeting
- Click Share in the top right
- Either copy paste the password or disable "Password Protect"
April 8, 2020: We've added a tutorial on Zoom security to our Resources section. Additionally, Zoom has added a new security menu to meetings; please install the latest update to make use of this new security tool (more info in the tutorial).
April 6, 2020: As faculty become more accustomed to distance learning tools, we're discontinuing our Faculty Clinic hours. Please reach out to firstname.lastname@example.org for individual support and consultations.
March 16, 2020: We have scheduled Faculty Clinic Hours and Distance Learning Conversations to help faculty with the transition to online learning. These sessions will be held via Zoom. More details are listed in our "Upcoming Faculty Trainings & Clinics" section.
You can also now find more comprehensive Zoom instructions in our Zoom Info Guide for Faculty.
March 12, 2020: We are moving to distance learning for the remainder of the Spring 2020 semester.
Classes will meet at their scheduled day and time, via Zoom. IMATS has set up all Zoom class meetings for the remainder of the semester. Please see "Faculty Zoom Access Instructions" for more information.
Please reach out to email@example.com with any questions or concerns! There may be a delay in response due to volume, but we will get back to you ASAP.
IMATS is assisting faculty with continuing instruction via distance learning. Below you'll find information on videoconferencing tools, equipment, trainings, and resources for distance learning. As circumstances change, we will continue to update this page with new information.
Please reach out to firstname.lastname@example.org with any questions or concerns!
Faculty Zoom Access Instructions
Please open our Zoom Info Guide for Faculty to see more complete instructions on starting a Zoom meeting, settings and feature options, and accessing Zoom recordings. (Please note: You need to be signed into Google with your Barnard account to open the instructions).
Zoom Quick-Start Instructions
IMATS has set up Zoom class sessions for all Barnard courses. This means faculty do not need to schedule Zoom sessions on their own. Here's how you can access the Zoom sessions:
- Log into Courseworks and navigate to the course you are teaching.
- On the left-hand side navigation, you will see a blue link called Zoom Class Sessions. Click on it; it will open up a screen that looks like this:
- The next upcoming class will be listed at the top. Click the Start button on the right-hand side to launch the class.
- An alert will pop up, asking if you want to open Zoom. Click Open Zoom.us. If you have never used Zoom on your device before, you will be prompted to download the application. Please follow the steps for download. We highly recommend you download Zoom before your class starts.
- Join through either the computer or phone audio - while computer audio is general easiest, the phone option is a great back-up in case of technical difficulties or a slow internet connection. You're now hosting the meeting and can teach your class!
Note: In previous communications, we mentioned the need for a host key to claim host privileges. The host key is no longer necessary; we have updated the system so you will automatically be the meeting host.
Upcoming Trainings & Faculty Clinics
After hosting 25+ trainings and faculty clinics, we are discontinuing them for the time being. Should the need arise, we will schedule additional sessions.
We are more than happy to provide individual support and consultations; please feel free to reach out to us at email@example.com.
In discussion with Columbia, Barnard will be using Zoom as our tool for videoconferencing. All Barnard faculty have been granted Zoom Pro accounts. Zoom can be accessed by logging in with your UNI at https://columbiauniversity.zoom.us/. Zoom features include audio and video conferencing, screenshares, breakout rooms, recording, and a virtual whiteboard, among other tools.
As a back-up, IMATS recommends that faculty use Big Blue Button to conduct courses via videoconferences. This tool is built-in to Canvas. To access it, click on the "conferences" tab within the left-hand navigation of your course.
Another videoconferencing alternative is Google Meet, which is free for all students, faculty, and staff. To access Google Meet, click "Add conferencing" when creating a new meeting on your Google calendar. For more information and a review of tools in Google Meet, please see our tutorial video.
Technology & Equipment
We are working to ensure all faculty have the right technology to teach classes over videoconferencing. To utilize our recommended distance learning tools, you'll need access to a computer, internet connection, webcam and microphone. Whiles most laptops and Mac computers have built-in webcams and microphones, many desktop PCs do not. We recommend that faculty test their videoconferencing capabilities as soon as possible, so that we can provide additional webcams, microphones, or other hardware if needed.
We are still supporting faculty and students who may need to acquire web-conferencing equipment, such as webcams, microphones, and/or laptops. However, please note that there are limitations as our team is no longer working onsite. Please reach out to our director Melanie Hibbert at firstname.lastname@example.org for more information.
Students with Disabilities
Please note that CARDS requires that eligible students are offered accommodations for any online timed testing. As you’re setting up any online exams through Canvas or Courseworks, please note that you can adjust specific students’ accommodations so that they are able to receive their extended time. We recommend that you cross-reference the students' accommodation plan information in the AIM Faculty Portal as you’re setting this up.
You can learn how to adjust student accommodation times for Exams/ Quizzes in Canvas here: https://community.canvaslms.com/docs/DOC-16842-41521110302
Please contact CARDS (email@example.com or (212) 854-4634) if you have questions about a student’s specific accommodation plan and how to implement it via remote access.
You can access Zoom these two ways:
- CourseWorks Canvas by clicking on Zoom Class Sessions from your course's navigation.
- Visiting https://columbiauniversity.zoom.us and clicking Sign In.
IMATs and BLAIS have created all Zoom Class Sessions for Spring 2020 Barnard courses running through May 4, 2020. If you do not see Zoom Class Sessions please email: firstname.lastname@example.org.
Zoom recordings will be available after approximately two times the meeting's length. For a one hour fifteen minute (1h 15m) course, this is around two and a half hours (2h 30m), and four hours after a two hour course.
Students can access recordings automatically. clicking on Zoom Class Sessions from your course's navigation. All Zoom Class Sessions created for you will record course sessions.
There is no attendance tool in Zoom. One way to take attendance is to ask all students to write their name in the Zoom chat, and then save the chat. This will give you a list of students who attended class.
You can use your Personal Meeting Room to conduct office hours. To find the link to your Personal Meeting Room, please sign into https://columbiauniversity.zoom.us/. Within the profile tab, you’ll see a section called “Personal Link.” Use that link to host office hours, and give it to students so they can access your office hours as well.
If you’d like to meet with students one at a time, it may be simplest to set up appointment times with students. Alternatively, you can use Zoom’s waiting room feature. This can be enabled by going to the “Meetings” tab, selecting “Personal Meeting Room,” and scrolling down to the bottom of the page, where you’ll click the edit button. Then check off “enable waiting room” in the settings, and click “save.”
Recordings are important for ensuring that students in different time zones, with different levels of internet access, and with a wide array of accessibility accommodations have equitable access to your course material. So, we request that faculty keep cloud recordings of all class sessions.
Your cloud recordings are your own intellectual property, and there are a few ways you can protect your cloud recordings from external viewers:
- Require a password for viewing recordings. To make passwords a requirement, sign into https://columbiauniversity.zoom.us/ and select the "settings" tab within the left-hand navigation. Then, navigate to "Recordings" (found at the top of the screen) and turn on the "Require password to access shared cloud recordings" setting.
- Prevent students from downloading recordings. Once your recording has appeared in the cloud, you can prevent students from downloading it. You can do this by signing into https://columbiauniversity.zoom.us/, and selecting the recording tab on the left-side navigation. Then, find the recording you'd like to protect and click to the corresponding "share" button. In the pop-up, turn off the setting that says "Viewers can download."
- Use the "On-demand" feature to require students register before viewing your recording. Similar to the "prevent downloads" option, this can be found in the share settings for each individual cloud recording. In the share settings pop-up, turn on the "On-demand (Registration Required" setting. See Zoom's guide to On-Demand Recordings for more information on how this works.
First, please check on your CourseWorks pages to see if you already have Zoom sessions configured for the courses in which you TA. If you do not see them, or if you see a label with a "Host" that is not you please follow these next steps:
- If you anticipate holding online sessions through Zoom, please immediately contact email@example.com and request "Zoom Pro accounts" - provide your UNI, name, and clearly state you're a TA and have been asked to make this request.
- While you wait, please log-in to CourseWorks and click on your picture or initials (top left), click on Account, and add your Columbia University email address - this takes the form of [UNI]@columbia.edu. You must confirm this (by email) and then make that email your primary address in CourseWorks (click the star icon).
- Once you receive your Zoom Pro invitation by email (NOTE: this is sent to your [UNI]@columbia.edu email), please proceed to your Canvas courses and find the Zoom Class Sessions link on the left hand navigation. You can schedule recurring meetings using this tool so that everything is in your Canvas course.
We recommend enabling these options by default: mute participants on join and recording automatically to the cloud. You can later delete recordings, but this will be helpful for accessibility.
There are steps you can take to help prevent outsiders from accessing or interrupting your meeting room.
Before your meeting occurs (or when scheduling a new meeting), you may want to consider checking off the option to "Enable Waiting Room." With a waiting room enabled, you can approve participants before having them join your meeting. For added protection, you can also check off "Require Meeting Password." We also recommend using the "Automatically Generate Meeting ID" option (as opposed to a "Personal Meeting ID" or "Personal Meeting Room") which has already been activated for all Barnard courses set up through IMATS.
There are also many options that can prevent interruptions to your meetings. These options include:
- Lock meeting
- Mute all
- Set screen sharing to host only
- Allow participants to chat with host only
- Disable annotation
- Disable whiteboard
For more information on protecting your Zoom meeting, take a look at Columbia's Zoom Privacy and Secruity information, as well as Zoom's Best Practices for Securing Your Virtual Classroom.