After student and 501 committee agree upon a date and time for the one hour presentation:
- Student emails 501 title, abstract, an optional image related to the topic, and the names of the 501 faculty adviser and 2nd reader to the Graduate Program Administrator, mathstatadmin@pdx.edu.
- 501 adviser schedules the Zoom meeting using their faculty PDX Zoom account via pdx.zoom.us. Faculty accounts do not have limits on meeting duration. Students only have a basic user account. Basic users can host meetings with up to 100 participants. However, when 3 or more participants join a meeting, the meeting will time out after 40 minutes.
- 501 adviser sends complete Zoom meeting details (joining by phone or computer) to Kathie.
- The presentation will be advertised via the university events calendar and email.
- The signoff form will be sent to the 501 committee via AdobeSign.
- The Consent to Share 501 Project form will be sent to the student via AdobeSign.
Zoom meeting settings:
You may want to require a password. Requiring a meeting password adds a layer of protection against “zoom bombing”. Under your meeting settings for your account, you can enable “Embed password in meeting link for one-click join”. The Meeting password will be encrypted and included in the join meeting link to allow participants to join with just one click without having to enter the password.
Disable the waiting room if you do not want to actively manage participants entering a meeting. If you do not want the waiting room bell going off during the presentation because guests logged in late, you can also disable the entry and exit chimes.
Designate an alternative host if needed. The alternative host option allows you to schedule meetings and designate another Licensed user on the same account to start the meeting or end the meeting if you are unable to. This user will receive an email notifying them that they've been added as an alternative host, with a link to start the meeting. The alternative host will need to use the link in the email or have the calendar invite sent to them by the original host and use the join link there. The meeting will not display in the upcoming meetings list in the desktop client or mobile app for alternative hosts.
Designate either the 501 second reader or the student as the co-host. Co-hosts have the same in-meeting controls as the host. Assign a co-host during the meeting by either (1) hovering over the user's video, clicking on the three dots and choosing Make Co-Host or (2) from the Participants window. Click on Manage Participants in the meeting controls at the bottom of the Zoom window. Hover over the name of the participant who is going to be a co-host, and choose More. Click Make Co-Host.
Co-hosts cannot start or end a meeting.
Controls for hosts and co-hosts
With meetings, 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 starts their video
- Prevent participants from screen sharing
- Rename a participant
- Put a participant on hold if enabled
- Choose to play an enter or exit chime
- Lock the meeting to prevent anyone new from joining
- Place participants in 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:
- Give a participant the ability to record locally
- Make a participant host or co-host
- Enable waiting room
The Office of Academic Innovation (OAI) provides a technical tutorial on Zoombombing Prevention.
Zoom Test Room: Make sure your microphone and camera are working before your session.