Scheduling Zoom sessions for teaching

If scheduling sessions for a course, we recommend that you use the Zoom plugin for Moodle.

  • Using the Zoom plugin will keep Zoom links for different courses separate and easily accessible to the relevant groups of teaching staff and students.
  • Your choice of how to administer and schedule your course’s teaching sessions will depend primarily on which staff will need access to the video recording and to the transcript.
  • It is recommended you use Option 1 below for the greatest flexibility and ease of use.

Option 1 (recommended)

The course coordinator creates Zoom sessions and assigns individual session teachers as Alternate Hosts.

Best if: You want all cloud recordings and transcripts to reside in the Zoom account of your course coordinator.

  • Course coordinator creates all sessions
  • Teaching staff for each session are added in the ‘Alternate Host’ box, allowing them to start a session on their own
  • Course coordinator keeps the role of Host regardless of whether they attend a session, and thus receives all recordings
  • Course coordinator then shares links to recordings with students

Be aware:

  • Transcripts and videos can currently only be edited in Zoom by the owner of a recording, i.e. the course coordinator in this case. A workaround is to access and edit the recording in Echo360 via Moodle. See Edit a video in Echo360. 
  • Each Zoom account can only host one meeting at a time. If you delegate Alternative Hosts, the session will still be associated with your account. Take care not to double-book yourself.
  • If you're organising separate tutorial sessions to take place at the same time, let tutors schedule these individually. Since the benefit of the scheduling method described above is mainly about recordings, this method is generally not applicable to tutorials and seminars anyway.


Option 2

 Individual teaching staff create Zoom sessions

Best if: You want each teacher to edit their own transcript and have the recording in their own Zoom account, but still keep live session details for the course in the same place

  • The course coordinator adds Zoom plugin to course Moodle.
  • (We recommend the course coordinator decides and shares course Zoom settings with teaching team to encourage consistency of experience for students. Please watch the Zoom privacy video guides to help with this.)
  • Individual teaching staff use this plugin to create their own sessions, adding to one central schedule.
  • Anyone with access to the Zoom plugin is then able to join all upcoming sessions, as well as see past sessions and recordings.
  • Recordings and transcripts are kept in the Zoom accounts of each individual teaching staff member.

Be aware:

Each individual member of teaching staff will be responsible for editing their own recordings and transcripts. The course coordinator cannot change the settings of Zoom sessions created by individual staff members. 

Notifications of Zoom sessions to students

  • Joining links will be visible to students automatically from their course Moodle if scheduled via the Zoom plugin.
  • For sessions scheduled via the Zoom app or via logging into Zoom, joining links will need to be shared in whichever way is most suitable for your local arrangements (e.g. copied and pasted to a list in Moodle; sent directly by email; included in a course handbook, etc.)
  • The UofG Life app (timetabling app) will be populated with indicators showing whether a class is On Campus, Online Live, or Online Anywhere. The app draws class information from the central timetabling system (CMIS). The app directs students to Moodle where students can find further information on joining links.

Is anything missing from this page? Contact the Helpdesk.