Zoom: Invigilating with Zoom

Informing Students

Before the exam, share the following information with your students:

• Describe the exam format and the type of questions involved. If there is a file upload question and paperwork that students will need to submit, give them instructions on how to capture and upload the image file.
• Put the instructions in the description of the quiz informing the students whether you will be requiring such things as showing their student ID, enabling their microphone, or a room scan.
• Provide the students with phone numbers and email addresses to contact if they lose network connection or need instructor help. If students contact PTAs (Peer Technology Assistants) or the CTL helpdesk, they need to give their name, course, instructor name, and the exam in question.
• That the exam will be invigilated with Zoom running on their computer.
• When students join through the Zoom link in the Zoom page of their Canvas course, the name they registered for their Canvas course will display.
• They must leave their webcam on throughout the examination.
• When requested, to share their screen with the invigilator.
• If requested hold up their student card to the webcam with only the last 4 digits showing.

Scheduling Zoom

When you are scheduling Zoom meetings for online quizzes or exams, take the following into consideration:

• Depending on your device, there is a maximum of 25 to 49 video feeds that can be displayed at one time in Gallery View without scrolling; consequently, assign a maximum of 24 or 48 students and one invigilator per breakout room. Note that with 49 video feeds, each image will be very small.
• Only the main room can be recorded (using cloud recording) – not the breakout rooms.
• Some faculty do not have enough invigilators to assign 1 to each group of 24 students, so they assign more students to each breakout room.
• Some faculty have all students in the main room with their invigilators during the exam, and they just continuously scroll through the Gallery View.
• Some faculty only use the breakout rooms for ID check, and assign one student automatically to each breakout room. Then the invigilators join one breakout room after another to check each student's ID privately. 
• You can create up to 100 breakout rooms, so if your class size is less than 100 (including invigilators), you can do student ID checks privately in one sweep of all the rooms by you and your invigilators.
• It is important that if you are going to check student IDs in the online exam you go through the same steps with at least 10 students in the tech trial quiz to determine how long it will take to check all IDs. It only takes a minute to create the breakout rooms but joining and checking IDs takes longer. Multiply the time it took to check 10 IDs, by how many 10s of students are in your class.
• Often first year students do not have student ID cards. Give them plenty of warning to obtain their student card (see the UBCcard website at https://ubccard.ubc.ca/obtaining-a-ubccard/students)
• Some faculty may have compiled a list of student names and photos, and use that to just check names and faces in the main room without asking for student IDs.
• If you have a Zoom session where the host, invigilators and students number more than 300, you will need to request a special large class Zoom license from UBC IT. https://ubc.service-now.com/selfservice/ Links to an external site.
• Some faculty, without a large class Zoom license, have split the class into 2 or more Zoom meetings. Note: you will need to join the second Zoom meeting on a separate device or enable the "Join different meetings simultaneously on desktop" setting on the zoom.us Links to an external site. website.
• There is no CTL or UBC support for Zoom after office hours - except during final exam time.
• If you need support after UBC office hours, you can use the Zoom online chat at support.zoom.us/hc/en-us Links to an external site.

Schedule the Zoom meeting(s) as follows (see also: Zoom: Schedule Meetings through Canvas):

1. Log into your Canvas course.
2. Click on the Zoom link from the left navigation menu.
3. Click on Schedule a New Meeting button.
4. Fill in all the meeting information. All the settings should be kept as default except for the following:
   • Topic: enter a name for your meeting
   • When: specify the date of the exam and the start time (set the start time to be at least 30 minutes before the exam start time to account for set-up and identity checks, more details below)
   • Duration: indicate how long the exam will be, in addition to the 20-30 minutes of login and setup.
   • Security: click the box beside Waiting Room. If you choose this, you will need to manually allow students into the Zoom session. As faculty with a Zoom license, you can log into www.zoom.us on your web browser, go to Settings, and make the Waiting Room a default part of all your Zoom sessions.
   • In www.zoom.us, in Settings, you can also set so that students who are accidentally ejected by a host or cohost, or accidentally click Leave meeting, can re-enter the Zoom session. You only want this for an online exam because this feature is intended to make sure uninvited participants can be ejected and not be able to return.
   • Meeting Options: check the Mute participants upon entry option.
   • Alternative Hosts: if your TAs/Invigilators have UBC licensed Zoom accounts, you can add them as alternative hosts so they automatically show up as co-hosts when they join the meeting. Note: You can also make co-hosts in the Zoom meeting by clicking More beside their names in the Participants panel.

Setting up Before the Exam Starts

The following Zoom features are important for exam security and privacy.

• If a waiting room is enabled, the instructor (host) sees the names of the students in the waiting room and allows them into the main room.
• Only the host can make the invigilators co-hosts, create breakout rooms, and disable private chat while in the meeting.

20-30 minutes before the quiz or exam, the instructor (as Host) needs to enter the Zoom meeting, admit the invigilators and change some settings as follows:

1. 20-30 minutes before the exam starts - depending on how much time you will spend identifying students -  open the Zoom meeting using the Zoom desktop application. Meanwhile, students and invigilators also join the Zoom meeting, and students navigate to the online quiz in their web browser. If the Waiting Room is enabled, the host needs to admit the students to the meeting (when ready).
2. At the bottom of the meeting screen, click Chat (or use the keyboard shortcut Alt-H). The chat panel will open
   
   
   
3. In the chat panel, to the right of the phrase To: Everyone, click the three dots (A), and select Host only (B).
   
    
4. Verify your invigilators are co-hosts. At the bottom of the meeting screen, click Participants (or use the keyboard shortcut Alt-U). View their status in the Participant panel. You either made them alternative hosts when you scheduled the meeting, or you can click More beside their name (A). Then click Make Co-host (B).
    

Check IDs

With the waiting room enabled, after (a) admitting your invigilators, (b) setting them as co-hosts, and (c) disabling public chat, you can begin to check student IDs.

For fewer than 100 students

1. For fewer than 100 students (including the number of co-hosts), admit the students into the Zoom main room. 
2. Create your breakout rooms after the students have been admitted to the main room. (See also Zoom: Breakout Rooms). Use the Assign automatically (A) option and enter the number of breakout rooms that you will create such that only 1 person will be assigned to each room (B). This ensures privacy while each student shares their student ID. Click Create (C). Note that co-hosts will also be automatically assigned to a breakout room, so take their numbers into consideration, as well.
    
   
   
3. On the Breakout Rooms popup that appears, click Options (A). Ensure “Automatically move all assigned participants into breakout rooms” (B) is selected but do not select “Allow participants to choose room” or “Allow participants to return to the main session at any time”. Click Open All Rooms (C). You can leave the Breakout Rooms popup window open.
      
   
   
4. The students and the co-hosts will all be moved to breakout rooms. The host will remain in the main room. Note that the host can also join rooms to check IDs in coordination with the co-hosts. Co-host invigilators will also need to open the Breakout Rooms popup window to move themselves into a room with a student in order to check their ID. If you have multiple people checking IDs, you may, for example, have invigilator 1 start at room 1 and check odd number rooms,  while invigilator 2 starts at room 2 and checks even number rooms, invigilator 3 may start at room 100 and check even rooms descending, etc.
5. When an invigilator has checked a student ID, on the Breakout Rooms popup, click Join (A) on the next room.
6. After invigilators have completed the ID checks and informed the host, in the Breakout Rooms panel, click Close All Rooms (B). All students will be moved to the main room.
    

For more than 100 students

1. Set the Zoom meeting to have a waiting room.
2. Manually admit the first 90-99 students (depending on how many co-hosts you have). You can make 100 rooms, but you will want 1 room to move the first batch of students to once their ID has been checked.
3. Create your breakout rooms after the first batch of students have been admitted to the main room. Use the Assign Automatically option and enter 100 breakout rooms. This ensures privacy while each student shares their student ID with an invigilator.
4. Click Create. Note that co-hosts will automatically be assigned to breakout rooms, as well.
5. On the Breakout Rooms popup that appears, click Options (A). Ensure “Automatically move all assigned participants into breakout rooms” (B) is selected but do not select “Allow participants to choose room” or “Allow participants to return to the main session at any time”. Click Open All Rooms (C).
   
   
   
6. The students and the co-hosts will all be moved to breakout rooms. The host will remain in the main room. Note the host can also join rooms to check IDs in coordination with the co-hosts. Co-host invigilators will also need to open the Breakout Rooms popup window to move themselves into a room with a student in order to check their ID. If you have multiple people checking IDs, you may, for example, have invigilator 1 start at room 1 and check odd number rooms,  while invigilator 2 starts at room 2 and checks even number rooms, invigilator 3 may start at room 99 and check odd rooms descending, etc.
7. When an invigilator or instructor has checked a student ID, on the Breakout Rooms popup, hover over the student name and use the Move to option (A) to move the student to room 100 and click Join (B) on the next room where a student is waiting. Note: the host can also watch the Breakout Rooms popup and manually admit students from the waiting room then move them into empty rooms for their ID check while the invigilators continue to check IDs.
    
   
   
8. After completing a number of ID checks, as Host or Co-Host, click on the Leave Room button at the bottom of the Zoom window to return to the main room.
9. If you are not manually adding students to empty rooms after invigilators move students to room 100, then bring the next batch of students in from the waiting room after all checked students have been moved to room 100, and manually assign them to empty breakout rooms in coordination with the co-host invigilators who are checking IDs.
10. When all students have had IDs checked and have been moved to the holding room, in the Breakout Rooms popup, click Close All Rooms. All students will be moved to the main room.

Move Students to Invigilation Rooms (Optional)

You have the option to either invigilate all students in the main room, with invigilators continuously scrolling through the video feeds, or moving groups of students to invigilation breakout rooms. This section explains how to move students to invigilation breakout rooms.

1. With all students in the main room, provide any last-minute exam instructions, including how they should contact you during the exam.
2. If you have created breakout rooms for ID checks, when you click the Breakout Rooms icon you will need to click Recreate to designate a different number of rooms. You may wish to enable rooms that allow for 24 or less students each, or one room per invigilator. Use the Assign Automatically option then click Create.
3. On the popup that appears, click Options. Ensure “Automatically move all assigned participants into breakout rooms” is selected but do not select “Allow participants to choose room” or “Allow participants to return to the main session at any time”.
4. The popup will list the participant assignment to breakout rooms. Move invigilators from their automatically assigned room to a designated room by hovering over their name and either clicking Move to and move them to another room, or Exchange to trade their place with a student in another room (to balance the numbers in the rooms).
5. Click Open All Rooms.
6. As Host, you can move yourself between rooms, as outlined in ID check instructions above.

During the Exam

• According to the communication plan you put in place with your students and invigilators, have your email account open, and your phone available in case you need to use email or phone to contact or be contacted by your students, invigilators or UBCO support staff.
• If you are running your exam in the main room of Zoom, students can use the chat feature to chat with you as the host.
• If you are running your exam in multiple breakout rooms, students can use the chat feature to chat with the host or co-host who is assigned to their room.
• Hosts and co-hosts can send a chat to all participants in their room, or to individual participants in the room
• If using breakout rooms in Zoom, co-hosts cannot use the chat feature to chat to the host if they are not in the same room.  The co-host can move themselves to the same room as the host to chat in Zoom, but other means of communication may be used, as well (text messaging, Microsoft Teams, phone calls)
• In Canvas, click the quiz name, and then at right click Moderate this quiz. (See also Canvas: Moderate a Classic Quiz)
• In Zoom, monitor the students in the breakout rooms Gallery View mode so that all video feeds display.
• If students arrive late, in the bottom menu, as Host, click Breakout Rooms. The late students will list under the heading Unassigned. Click Assign to. Then choose the destination Breakout room for them.
• Pay attention to students posting or raising hands in Zoom or disappearing.
• Help with student anxiety: reassure, get them to pause and breath.
• Near the end of the exam, if a student loses connection, there should be enough available time for them to get back in the exam. In the event that delays go beyond the quiz attempt time limit, in Moderate this quiz, click the stop watch beside the student's name to add time to the quiz attempt. (See also: Canvas: Moderate a Classic Quiz)
• Invigilators/co-host need to stay in their breakout room until all students have left.
• If the invigilator leaves the breakout room, the host may need to help move the invigilator back to their breakout room.
• When the exam ends, direct students to exit by clicking Leave at bottom right of the Zoom window.