Tech It Out Day 2020 Highlights

Tech It Out Day Group

Mahalo to everyone who helped to make this year’s Tech It Out Day a success in this new format, too, synchronously online! It was so good to see everyone’s smiling faces and connect with you even at a distance. Tech It Out Day is always a fun way to kick off the new semester!

We had over 50 participants this year join us via Zoom and eight sessions of cool tools to support teaching and learning, and promoting interaction and engagement.

  1. iSee – How to Setup Your iOS Device as an Extra Camera in Zoom
  2. 5 Finishing Touches for Laulima Lessons to Enhance the Course Experience
  3. Create Interactive Tutorials with Iorad
  4. Interactive Online Learning Activities with H5P
  5. Screencasting with Loom
  6. Communicate with Impact: Create Engaging Animated Videos with Adobe Spark
  7. Using the New Google Sites
  8. Jammin’ with Jamboard

Mahalo also to our faculty who presented and shared their mana’o with us this year: Anika Gearheart, Junie Hayashi, Kelly Kennedy, Michael Cawdery, and Erin Thompson.

Participants Said…

“All of the sessions were incredibly helpful for my new online classes! I particularly liked Iorad to help “technology challenged” students access all of the tools in the course.”

“I will be using Loom to record my course and syllabus intro and hope to use it for more difficult assignments. Love Jamboard and will use it in my synchronous meetings with students.”

“I’m excited to use H5P in my Laulima Lessons.”

“Tech-it-out days are always engaging and useful to hear about new technologies and platforms. Great job on the first Zoom version of the workshops! It was well organized and easy to follow!”

Recordings

Did you miss Tech It Out Day or want to re-visit a session? You can access the session info, presenter info, resources, and recordings on our website. Also, don’t forget to request your Participant Badge and claim it by the end of this month if you haven’t already done so.

See you at next year’s Tech It Out Day! You might even have something awesome to share as a presenter!

Looking for More?

Loom

By popular demand, we’ll be doing a full workshop on Loom, a free video screencasting tool. So many uses for teaching, learning, or work tasks, for screencasting how-to video tutorials, video presentations, mini lecture presentations, video feedback on students’ work, and more! Save the date: Friday, September 18, 2020 at 1:00-2:30pm. Watch for email from the Educational Media Center to register and for more workshops coming this semester.

CanDO PD

CanDO bannerOur CanDO PD (Classroom and Distance Online Professional Development) series is starting next week! Don’t miss out on this valuable opportunity to help you examine your course and explore approaches for online delivery. These will also help you in meeting the Baseline Recommended Actions for Distance-Delivered Instruction and even some of the Distance Education Guidelines. There are five, two-week online “mini courses” to choose from or sign up for all five!

  • Teaching Approaches (8/31 – 9/11)
  • Learning Outcomes (9/21 – 10/2)
  • Assessment (10/12 – 10/23)
  • Laulima Lessons (11/2 – 11/13)
  • Communicating (11/23 – 12/4)

Register today!

Spring Grades and Summer Plans for Fall 2020

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One last push as we head into finals weeks and grading. We are almost through the semester! In case you missed our workshops last week, we’ve got you covered. Also, we are working hard to provide a professional development series this summer to help you prepare for Fall semester. Don’t miss out on this opportunity; you CanDO it!

[Read newsletter]

New Updates for Google Apps: Gmail, Meet, and Sites

Gmail

Tasks

Gmail now has a button in the toolbar to add an email message to Tasks. Not only will it add to your Tasks list (conveniently in the right side panel of your Gmail) but it automatically puts a link to your email message so you can pull it up quickly from Tasks instead of rummaging through your emails.

Gmail add to tasks button

Gmail Tasks list panel

Once you have the item in your Tasks, you can edit its title and put a due date (which puts an entry in your Google Calendar, too). When you’ve completed the task, click the radio button next to it to cross it off your list! ✔️

Google Meet

Google Meet, a video conferencing platform, is now conveniently in your Gmail making it quick to create or join a Meet. [How-to use Google Meet in Gmail]

Meet in Gmail

Multiple Signatures

Create signatures for different situations or audiences such as: personal, professional, condensed, etc. The “Insert signatures” button is in the Gmail message window when you compose a new message, reply, or forward a message. [How-to create a Gmail signature]

Gmail signatures button

Google Meet

Present high-quality video and audio

Google Meet is a video conferencing platform that many of us are using for remote meetings, office hours, and class sessions. Before you wouldn’t be able to share a streaming video in your session to your audience, but now you can! You can now share audio and video (with audio) by selecting the option to present an individual Chrome browser tab.

Present now button in Meet

See up to 16 webcams in tiled view

Google Meet can now show up to 16 webcams on the screen in tiled view. By default, Meet automatically displays the most active content and participants. Usually if you have three or more participants with webcams in a session and are not presenting (i.e. screen sharing), you will have the tiled layout shown.

16 webcams in tiled viewPhoto credit: Google

Google Sites

The new Google Sites is here! Classic Google Sites will be phasing out in 2021 so if you have any Google Sites you want to continue using, convert them to the new Google Sites before next year. The new Google Sites is modern and simplified with an adaptive interface allowing you to easily create professional-looking websites without having to code. [How to use the new Google Sites]

New Google Sites interface

For those of you who have been using Google Sites as weekly or topic modules for your courses to present content, but use Laulima for assignments, quizzes, forums, etc., you may want to consider using Laulima Lessons, a tool to create/present content modules. Not only is Lessons easy to use and allows you to present your content in an organized and visual way (like being able to embed content), but the advantage over Google Sites is that it can integrate items you have in other Laulima tools. This allows you to pull everything together in Lessons. You can link-in specific assignments from Laulima Assignments, specific discussion topics from Laulima Forums, and more. Contact the Educational Technology unit for assistance.

Preparing for the End-of-the-Semester

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We’ve made it through the transition of moving classes online and teaching remotely! Mahalo for your continued commitment to your teaching and your students. Are you ready for finals week and submitting grades? We have a few resources to help you wrap up the semester including alternative and online assessments, using Laulima Gradebook, professional development to prepare your classes for Fall semester, and more.

[Read newsletter]

Why Choose One When You Can Have Both? Synchronous and Asynchronous Teaching and Learning

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Instructors and students teaching and learning remotely can benefit from both synchronous and asynchronous methods.

  • Synchronous teaching and learning is when it happens at the same time. Communication is in real-time and can therefore be more engaging and effective when you’re together because it allows for instant feedback. Examples include: web conferencing, live chat, phone calls.
  • Asynchronous teaching and learning is when it happens at different times. Communication is not live and can therefore be more convenient and flexible because you can create materials in advanced and students can learn at their own pace. Students have time to reflect and build knowledge together. Examples include: discussion forums, recorded instructional videos, feedback/comments on Google Docs

[Read newsletter]

Engage and Interact Live Online Using Zoom

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Teaching remotely can present opportunities for creativity and to even enhance your face-to-face class. Pick up some ideas from the article below, “Remotely Hands-On.” Then, for more inspiration read and watch on for three ways you can use Zoom for engagement and interaction. From fun and simple to useful and interactive, we hope this sparks some ideas for you. [Read newsletter]

Google Meet and Zoom Web Conferencing Tools and Tips

The main two UH supported web conferencing tools include UH Google Hangouts Meet and UH Zoom. Here are some helpful resources to help you explore both options.

Using Google Meet

In the video tutorial:

  • How to access Meet (0:44)
  • How to create a meeting (2:06)
  • Check your audio and video settings prior to joining (2:33)
  • Copy join link to share with your students (5:29)
  • Meet interface (6:01)
  • Present entire screen or window (8:40)
  • People list of who’s in your session (9:32)
  • Text chat (10:23)
  • Record meeting (11:03)
  • Recording file saved to My Drive > Meet Recordings (12:47)
  • Change share settings of the video file so students can view recording (13:28)

Google Meet Help Center

Tips

  • Create a separate Meet session for each class.
  • Create one Meet session for a Virtual Office.
  • Send your students instructions on how to join the Meet session and include them in your Laulima course sites. Use our template to copy/paste the Meet instructions from on page 1. [Virtual Classroom instructions] [Virtual Office instructions]
  • Create multiple Meet sessions to use as breakout rooms and then assign groups of students to each Meet session.

Using Zoom

Zoom Help Center Tutorials

UH Zoom Blog – latest news and information

Tips

  • Zoom Tips – FERPA, breakout rooms, polling, and more

Video and Web Conferencing Tips

What You Need to Know About Zoom’s Recent Changes

(This message is for Zoom hosts. If you’re not a Zoom host, please disregard this message.)

You might’ve heard about recent changes to Zoom to help keep you and your participants safe. Here’s a recap of the significant changes and what it all means. (Note: The step-by-step instructions below use the Zoom web interface, https://zoom.us/, and not the Zoom Client for Meetings or mobile app, but steps should be similar.)

1. UH Zoom Licenses

Did you know that we have UH Zoom Licenses? If you have a Zoom basic account with your hawaii.edu email address, consider transitioning today.

What does this mean?

Once approved, your account will be a part of the UH Zoom educational account, providing you with information and support from UH ITS, and a UH Zoom License (if you’re eligible and licenses are available).

What do I need to do?

Visit the ITS UH Zoom Site License webpage to request a UH Zoom License. (Even if you’re unable to get a license, you’ll still get transitioned into the UH Zoom educational account.)

2. Update Zoom Software

From UH ITS: “On April 2, 2020, Zoom released a software update addressing many of the privacy and security concerns that have been raised. ITS recommends updating your Zoom app to the latest version. If you are not prompted to do so directly from your Zoom app you may navigate to Zoom’s Download page located at: https://zoom.us/download.”

3. Required Passwords for All Meetings

Added security effective April 5, 2020. Required passwords are enabled by default for all meetings which include: previously scheduled meetings with a calendar integration, newly scheduled meetings, and your Personal Meeting ID (PMI) Room. Previously scheduled meetings with a unique one-time meeting ID will not be impacted*.

What does this mean?

Participants will not be able to join your meetings anymore without a password or the new join link with embedded password for previously scheduled meetings with a calendar integration and your PMI Room, and any new meetings that you schedule.

To see this in your Zoom account, log into https://zoom.us/ and click on an upcoming meeting that you previously scheduled or click to schedule a new meeting. You should see a meeting password (automatically generated) and a longer join URL (which incorporates the password). See example below.

*Note: If you do not see a password and a new join URL for a previously scheduled meeting, then you do not need to do anything for that meeting; it was not impacted by this required password change. Please check your other previously scheduled meetings.

Zoom password join link

Note: This required password feature is enabled and locked in your UH Zoom account settings and cannot be disabled. Therefore, every new meeting you schedule will now have a password and you will not be able to remove passwords on previously scheduled meetings and your PMI Room that have passwords now enabled on them.

What do I need to do?

Notify your participants and update your Zoom instructions and join links where you have them posted. Send your participants the new join link, Meeting ID, and password information.

  1. In your Zoom account, click on your scheduled meeting. In the “Invite Attendees” section, click on “Copy the invitation”.
    Zoom copy invitation
  2. In the invitation popup window, at minimum, click and drag to select the meeting name, time, join URL, meeting ID, and password information (as shown below). Then copy the selected text by pressing Ctrl or Cmd C.
    Zoom meeting invitation
  3. Compose an email message or Laulima Announcement to notify your participants that your meeting link has changed and now requires a password. Let them know they can either click on the new join link or if they use the Zoom Client for Meetings or mobile app, they can enter the meeting ID and password to join. Paste (Ctrl or Cmd V) the text that you copied from the meeting invitation into your message and send it.
  4. Update any places where you have Zoom instructions, join link, and Meeting ID and password, for instance, in your syllabus and Laulima course site.

4. Waiting Room Enabled by Default

Added security as of March 31, 2020. The Waiting Room feature is enabled by default (but can be disabled, if preferred).

What does this mean?

Meetings scheduled after March 31, 2020 and your Personal Meeting ID (PMI) Room will have the Waiting Room feature enabled by default. Meetings scheduled prior to March 31, 2020 will not be affected. (If you’d like to enable the Waiting Room on previously scheduled meetings, see below*.) With this feature enabled, when participants join your meeting, they’ll see a waiting room screen until you, the host, click “admit” to let them in. This allows you to screen participants as they come in.

What do I need to do?

With the Waiting Room feature enabled, when you have your Zoom meeting, as host, you’ll need to click to “admit” participants in.

You can admit them one at a time (as shown below) or in bulk after many participants have joined. [How-to]

Zoom admit

*As previously mentioned, new meetings that you schedule will have the Waiting Room feature enabled by default (a setting in your Zoom account). But if you’d like to disable it for a particular meeting that you’re setting up:

  1. In your Zoom account, when you create a new scheduled meeting, scroll down until you see the “Meeting Options” section.
  2. Uncheck “Enable waiting room” to disable it and click “Save.”

For previously scheduled meetings that don’t have the Waiting Room feature enabled, but you’d like to enable it:

  1. In your Zoom account, click on the desired scheduled meeting and scroll down to the “Meeting Options” section.
  2. It should be disabled as indicated by a grey X next to “Enable waiting room.”
  3. To enable it, scroll to the bottom and click “Edit this Meeting.”
  4. Checkmark the “Enable waiting room” and click “Save.”

If you’d like to disable the Waiting Room default on your Zoom account for all future scheduled meetings (instead of doing each individually):

  1. In your Zoom account, click on “Settings” in the menu.
  2. Scroll down to the “Waiting room” section and click the slider to the “off” position.
  3. Now every new meeting you schedule will not have the Waiting Room feature enabled by default (but you can still enable it per meeting as described above).

Tips to Secure Your Zoom Meetings

(Adapted from UH ITS)

  1. Avoid making your meeting URL or ID available to the public. (For instance, do not post the link on a publicly searchable/viewable website.)
  2. If you have a customized meeting URL or ID, disable “Join before host”. [How-to] (The “Join before host” setting is disabled by default, meaning, participants have to wait for you, the host, to join the session before they can join. Also, with the “Waiting Room” feature enabled by default, the “join before host” setting is automatically disabled.)
  3. Schedule meetings with passwords. (This is now a default setting.)
  4. For confidential meetings (i.e. advising, office hours, job interviews) utilize the “Waiting Room” feature allowing you to selectively admit participants into the meeting. (This is now a default setting for newly scheduled meetings.)
  5. Lock meetings once all participants have joined. (This setting is found in the “Manage Participants” panel in Zoom.)
    Zoom lock
  6. Familiarize yourself with Host controls, so you can act (mute, or remove an unauthorized participant, etc) quickly.
    How to mute:
    Zoom mute
    How to remove:
    Zoom remove

Putting This All Together

With passwords enabled, Waiting Room enabled, and Join before host disabled by default, when participants click the join link with embedded password or type the Meeting ID and password to join your session that you give them, the following will take place.

  1. If you, the host, haven’t joined the session yet, participants will be prompted with a screen to wait for the host to join the meeting.
    Zoom join waiting room
  2. Once you, the host, joins the meeting, participants will be prompted with a screen to put in their name and join the meeting. (Recommended: Tell your participants ahead of time to use their first and last names when joining a Zoom meeting so you can identify them.)
    Zoom enter name
  3. Once the participants join, you, the host, will be prompted to “admit” the participants. (This is why it’s important that your participants use their first and last names to identify themselves.)
    Zoom admit
  4. Once participants are admitted, they’re in! (Note: Microphones are enabled by default.) Say hello to do a quick mic check with your participants. Recommended: Have participants mute their mics if they’re not using it to avoid background noises from coming in while the active speaker is speaking. (Tip: As host, you can also mute a participant, if needed. Refer to instruction in “Tips” section above.)

More Information