Mixing Face-to-Face and Zoom

In an effort to safely transition back to teaching on campus, many Clemson faculty will be asked to teach to a mixed audience of face-to-face and remote (Zoom) students. Clemson has recently installed new conferencing technology in many classrooms to make this possible. Use the information below to get some of the best out of this new teaching situation.


Video Link: New Clemson Classroom Technology for Fall 2020


Video Link: Clemson Classroom Walkthrough - Fall 2020

In-Classroom Setup

What you will need:

Directions

Part 1 - Device Setup

A helpful pre-step may be to determine if your classroom has a Lectern PC or a Laptop Connection.

From a room with a lectern PC (Update: All rooms should have lectern PCs)
  1. Start the computer and Zoom meeting like you normally would.
    Webpage prompting to open in app or desktop client with the Join from Browser link highlighted as an alternative.
  2. Click the arrow next to the microphone icon (i.e. the Mute or Unmute button).
  3. Set “Echo Canceling Speakerphone (ConferenceSHOT AV)” to be your microphone.
  4. Open the menu again and set the Speaker to the option beginning with “Crestron.” 
    The expanded audio setting menu with the correct microphone and speaker setting visible.
  5. Click the arrow next the camera icon (i.e. the Start or Stop Video button) then set the camera to “ConferenceSHOT AV.”
    set_video
  6. If you want to use your laptop share the presentation in a room with a Lectern PC:
    1. Do not plug the laptop into the lectern.
    2. Open Zoom on the laptop as you normally would then close the “Join audio…” prompt.
      • If the audio is already connected, click the arrow next to the microphone button and select “Leave Computer Audio.” The microphone button should turn into a set of headphones.
    3. Use the lectern PC to make the laptop a Co-Host.
      1. Open “Manage Participants.”
      2. Finding and hover on your (usually duplicate) name in the list.
      3. Opening “More.”
      4. Selecting “Make Co-Host.”
        Participants panel with a person's More menu expanded and the make Co-host option highlighted.
    4. Using the “(Host)” and “(Co-host)” markers, rename either of your access points.
      1. In the Participants panel, open the “More” menu again for either the "(Host)" or "(Co-host)."
      2. Select “Rename.”
      3. Use the provided field to change the name.
    5. Go to your laptop and use “Share Screen” to share the presentation.
      • If you need to share computer audio, be sure to check the "Share Computer Sound" checkbox before clicking the blue "Share" button.
        Screen share pop-up with share computer sound option in bottom left highlighted.
From the laptop in a room with no lectern PC:
  1. Upon arrival, plug in the USB cord to connect the camera.
  2. Plugin one of the following set of cords to connect the projector and audio system.
    • (Recommended) HDMI.
    • VGA and standard 3.5mm or 1/8” audio cable.
  3. Start the laptop (if not already started) and open the Zoom meeting as you normally would.
  4. Click the arrow next to the microphone icon (i.e. the Mute or Unmute button).
  5. Set “Echo Canceling Speakerphone (ConferenceSHOT AV)” to be your microphone.
  6. Open the menu again and set the Speaker to the option beginning with “Crestron” unless you are using a VGA cable. If using a VGA cable, set the speaker to the laptop's headphone output.
    The expanded audio setting menu with the correct microphone and speaker setting visible.
  7. Click the arrow next the camera icon (i.e. the Start or Stop Video button) then set the camera to “ConferenceSHOT AV.”
    set_video

Part 2 - Connecting your TA or Trusted Participant and Providing Instruction

  1. Have the TA or Trusted Participant join the meeting through the desktop client or app.
  2. Have the TA or Trusted Participant request camera control.
    • From Computer: Right-click the instructor’s webcam view then select “Request Camera Control.”
      The context menu with the request camera control option highlighted
    • From iOS or Android device: Open “Participants,” tap or press and hold on the “[…] (Host)”, then tap “Request Camera Control.”
      Participant menu with request camera control option visible
  3. From the Lectern PC or (if there is no Lectern PC in the room) your laptop, click “Approve” (or the equivalent thereof) when a pop-up says someone is requesting camera control.
  4. Make sure that this TA or Trusted Participant has access to the controls.
    • On the iOS or Android device, the controls will appear in the bottom middle of the screen.
      camera controls on iPad
    • On the computer, the controls will appear in the bottom right, above the main toolbar.
      camera controls on computer
  5. Make sure that all other Zoom participants are using the Zoom desktop client or Zoom app, know how to pin the instructor's webcam view, and know how to switch between the camera and the shared screen view.
    1. When a screen is being shared, double-click/tap the webcam view or right-click on the webcam view and select "Pin video" to make the instructor and white/chalkboard view fullscreen.
      Context menu opened on instructor's webcam view with Pin Video option highlighted.
    2. To switch back to viewing the shared screen, click the "Switch to Shared Content" button in the upper left or double tap the shared screen view.
      "Switch to Shared Content" button in upper left highlighted
Notes
  • Only one camera can be controlled at a time.

Additional Tips

Review In-Classroom Documentation

In each classroom, there should be documentation on how to use the technology. If you cannot find the documents, they are available in the Faculty Resource Center.

Record Your Lectures

We strongly recommend that you record these lectures through Zoom. This way, if a student can't attend due to a faulty internet connection, they are able to catch up. Additionally, students like reviewing the recordings before exams.

There are two types of recordings you can make through Zoom: Local and Cloud. Recording Locally saves the recording to your computer, which is not generally recommended. Recording to the Cloud saves the video to Zoom's website where it can be shared with students fairly easily and it can get autocaptioned.

Here are directions for sharing Zoom Cloud recordings with students.

If you accidentally record locally, you can upload the recording to Ensemble to make the recordings available to students. See Clemson Online's Ensemble documentation to learn more.

Also, please see Clemson Online's Zoom documentation for more information about Zoom recordings.

Appoint An In-Classroom Chat Moderator

Sometimes it can be easy to forget that you have online students attending your course when you have other students sitting in front of you. A great way to overcome this is to appoint one of the in-person students to be a Zoom moderator. This moderator would then join the Zoom meeting and keep an eye on the "Chat" and the "Participants" panel. If a Zoom participant raises their hand or uses other non-verbal preset cues, the moderator will be able to see it in the "Participants" panel next to the participant's name and let the instructor know. If a Zoom participant posts a chat, the moderator can either read the chat on the Zoom participant's behalf or let the instructor know that a chat has come in.

Learn more about non-verbal feedback.

Learn more about Zoom's Chat feature.

Be Descriptive During Your Presentation

"Take this and move it here," is something easily said while demonstrating a process on the board or projector. However, if students are unable to see the "this" or the "here" because their internet is on the fritz or they have a biological visual impairment, it will be difficult for them to follow along. As such, try to get in the habit of describing all important visual information during your presentation.

Rethink How You Use The White/Chalkboard

While it is possible for everyone to see a shared screen presentation and writing on the white board or chalkboard during live lectures, recordings of these lectures are not as easy to learn from. This is because the webcam view is shrunken significantly whenever the "Share Screen" feature is being used. This makes any writing on the board nearly impossible to see.

Below are some potential workarounds.

Appoint An In-Classroom White/Chalkboard Photographer

  • Pros: Usually Less of a Learning Curve. 
  • Cons: Requires separate device, will not capture progression or process as well; is not synchronized with the lecture; must be separately stored; can be difficult to read if the board is dirty, the writing colors aren't high enough contrast, or whiteboard markers are somewhat dry; and remote students will have no way to "write on the board" too. Also, the photographer may be distracted from learning the material.

For this solution, a TA or student with a smartphone is appointed to take photos of the white/chalkboard at various points throughout the course. When diagramming a process or explaining a difficult concept, you may need to encourage the photographer to take additional photos.

Once the photos have been created, they should be uploaded to a shared Google Dive or OneDrive folder. The link to this folder should then be placed in the Canvas course for students to easily access.

Set Up a Device to Record the White/Chalkboard

  • Pros: Captures progression and will be at least loosely synchronized with the lecture.
  • Cons: Usually requires additional device; can require time spent editing, uploading to Ensemble, and linking to the Canvas course; can be difficult to read if the board is dirty, the writing colors aren't high enough contrast, or whiteboard markers are somewhat dry; and remote students will have no way to "write on the board" too. 

For this solution, the white/chalkboard would be recorded separately during the entire lecture and then the recording would be uploaded to Clemson's video hosting platform, Ensemble. For the best results, the Zoom recording and this separate recording should be started almost simultaneously.

To make the recording, you can use a video camera or you can use a smartphone, tablet, or laptop with a good web camera and sufficient storage capacity. With the latter three devices the built-in camera app should be enough for making the recording. For Macs and iOS devices, this camera app is called Photobooth. For Windows and most Androids, the app is called Camera. For Linux, it is possible that there is no built-in camera app, so you will need to install one from your app store or the web. 

Once the recording is made, use the getting started guide on Clemson Online's Ensemble page to upload the recordings to Ensemble and link them in your Canvas course.

Zoom Virtual Whiteboard

  • Pros: Doesn't necessarily require a separate device; doesn't require separate program; captures progression; will be visible and likely legible in the Zoom recording; and the audience can be allowed to "write on the board" too.
  • Cons: You have to switch back and forth between it and the presentation or other "Share Screen" content.

Zoom has a built-in Whiteboard feature available in its Share Screen settings. Once you've opened the Whiteboard, you can use Zoom's Annotation tools to start "writing on the board."

If you don't like writing with a mouse, it is possible to use a phone or tablet's touchscreen instead.

One way to do this is to give all Zoom participants the ability to use the annotation tools and have your touchscreen device join the meeting. For this option, share a whiteboard, open the "More" menu, select "Enable participants annotation," connect your phone or tablet to the Zoom meeting through the Zoom app, press the pencil icon in the bottom left to open annotation tools, and then begin writing. If you want students to join in, you can call their attention to the pencil icon on their touch devices and tell those on computers that if they are using the desktop client, they can open the "View options" men--usually located at the top of the screen next to the green "You are viewing..." region--and select "Annotate."

The other way to write with your touchscreen device is to join the meeting with the device, make the touchscreen device a Co-host using the steps in Part 2 of the Directions section above, have the touchscreen device share a whiteboard, press the pencil icon in the bottom left to open annotation tools, and then begin writing. In this scenario, if you later decide that you would like to grant students permission to write on the whiteboard, you can do so from the "More" then "Meeting Settings" menu.

When you want to refer back to a presentation or other other "Share Screen" content, you will need to click the "Stop Share" button on the device sharing the whiteboard then go to the device that has the presentation and use its "Share Screen" button to bring the presentation up again. If you want to then switch back to the whiteboard, you will need to stop the screen share again then go to the device whose whiteboard you've been using and share the whiteboard once more.

PowerPoint Annotations

  • Pros: Doesn't necessarily require a separate device; captures progression; will be visible and likely legible in the Zoom recording; and can be saved in the PowerPoint file to later share with students.
  • Cons: May require additional planning or live PowerPoint editing, and remote students will have no native way way to "write on the board" too. If combined with the Zoom annotation tools, students could be allowed to "write on the board;" however, student annotations would only be seen in the recording and could not be saved to the PowerPoint file.

PowerPoint has some built-in annotations tools that allow you to draw on your slides while in presentation mode. These annotations are associated with individual slides so they will only be visible when the slide they were written on is visible. To use these annotation tools, begin the slideshow, and then either click the barely visible pencil icon in the bottom left or right-click on the presentation and choose an appropriate "Pointer option." You can then write on the slide.

If you would prefer to write with a touchscreen device, you can use the Zoom Annotations On Any Program option described below or attempt to share the presentation from your touchscreen device. If doing the latter, the annotation tools will likely be available in the upper right of your screen instead of the lower left and you may have to tap the screen for the toolbar to appear.

Also, as listed in the Cons, it is possible to combine this white/chalkboard method with the Zoom Annotations On Any Program option described below to allow students to "write on the board" too. Annotations made through Zoom would be visible in the lecture recording but not in the saved PowerPoint file. Also, the Zoom annotations would need to be cleared whenever the slides are advanced.

When the presentation is finished or you attempt to leave the presentation, you will be prompted to save your annotations. If you do save the annotations, consider sending the annotated version to students to use as a study tool.

Paint (PC), OneNote, Online Whiteboard, or Similar Program

  • Pros: Doesn't necessarily require a separate device; captures progression; will be visible and likely legible in the Zoom recording; is often easier to switch between; may allow "board" resizing; and may allow the audience to "write on the board" too.
  • Cons: Requires a separate program with potentially steeper learning curve. If using the "Screen 1" or "Desktop 1" screen share option, anything on the computer screen, including notifications, will be visible to all who attend the meeting. If you use other share options, then switching the visible program will require you to stop sharing the first program and start sharing the second program and vice versa when you want to switch back.

When you use "Share Screen," if you select one of the first options (usually labeled "Screen 1" or "Desktop 1"), you can easily switch between showing your presentation and showing a different program that can serve as your whiteboard. What program you decide to use for your whiteboard is up to you. On Windows machines, Paint is a decent candidate. On any machine capable of running Microsoft Office programs, you can use the draw tools in Word, PowerPoint, or OneNote as well. With OneNote, if the notebook is stored on OneDrive, it may even be possible for other students to "write on the board" too. Other free online whiteboard services like AWW, Explain Everything, Whiteboard Fox, and Miro may also suit your needs. 

With all of these options, if you would prefer to write with a touchscreen device instead of a mouse, you can use the Zoom Annotations On Any Program option described below or attempt to share the program or online whiteboard from your touchscreen device, if it is available.

Zoom Annotations On Any Program

  • Pros: Doesn't necessarily require a separate device; doesn't require separate program; captures progression; will be visible and likely legible in the Zoom recording; the audience can be allowed to "write on the board" too; and does not require switching "Share Screen" settings unless multiple devices are used.
  • Cons: Annotations must be cleared/erased before going to the next screen/program.

Once you've opened the Whiteboard, you can use Zoom's Annotation tools to start writing on the screen.

If you don't like writing with a mouse, it is possible to use a phone or tablet's touchscreen instead.

One way to do this is to give all Zoom participants the ability to use the annotation tools and have your touchscreen device join the meeting. For this option, share a screen, open the "More" menu, select "Enable participants annotation," connect your phone or tablet to the Zoom meeting through the Zoom app, press the pencil icon in the bottom left to open annotation tools, and then begin writing. If you want students to join in, you can call their attention to the pencil icon on their touch devices and tell those on computers that if they are using the desktop client, they can open the "View options" men--usually located at the top of the screen next to the green "You are viewing..." region--and select "Annotate."

The other way to write with your touchscreen device is to join the meeting with the device, make the touchscreen device a Co-host using the steps in Part 2 of the Directions section above, have the touchscreen device share their screen, press the pencil icon in the bottom left to open annotation tools, and then begin writing. In this scenario, if you later decide that you would like to grant students permission to write on the shared screen, you can do so from the "More" then "Meeting Settings" menu.

Please note that annotations are not associated with the content and thus will not move or disappear when you scroll or go to a new window. You will have to use the Annotation toolbar's Clear button to erase the markings before going to other screens.

The other thing to note is that, if you are using multiple devices to share content, you will need to use the "Stop Share" button on one device before you can use the "Share Screen" button on the other device.

(If needed) Improve Audio

For the most part, the setup in your classroom should be sufficient. If, however, you have students complaining about the audio quality due to volume, try these volume boosting techniques.

Help Students Troubleshoot Internet Connectivity Issues

If your students are experiencing unstable internet connections, suggest that they review Clemson Online's Improving Internet Connection Stability guide.

Don't Forget to Follow Cleaning Protocols at the End of Your Course Time

Link to Clemson Cleaning Protocols.