Faculty Integrating Zoom Sessions Within Videoconference (Cisco-based) Sessions

This information is geared towards faculty incorporating Zoom web conferencing into their Cisco-based videoconferencing classes. While the Classroom Support techs handle backend programming of the Cisco session; preparing for and pairing the Zoom session is in the end handled by faculty.

Zoom software is used with a computer's webcam and microphone, allowing connected participants to hear and see one another. While Zoom is a standalone web conference product (similar to Skype), it also integrates with Xavier's videoconferencing system.  Your students, joining via a Zoom session you created, will be able to see and hear all participants as well as view your presentation material.

It is highly recommended that faculty advise their students attending via Zoom to test the service with their hardware and internet connection prior to the first class by visiting http://zoom.us/test. General Zoom information can be found at: https://services.xavier.edu/TDClient/KB/ArticleDet?ID=173

Some things to keep in mind with all videoconferences:

  • Videoconference sessions are programmed to start and end automatically, with connection and disconnection of all sites following the schedule provided by the Videoconference Coordinator

    • Lexington VA: Users at VA sites must "answer/accept" our call to enter the conference session

  • Main campus systems: camera and microphone activate immediately, with any recording beginning immediately when the system starts

  • Remote site systems: microphones may need to be un-muted by remote participants, though the camera captures video immediately

One-time setup (in advance of first day of classes)

  1. Navigate to http://xavier.zoom.us.
  2. Click on the Login link in the upper right hand corner of the screen; you will be re-directed to the Xavier Single Sign On page.
  3. Sign in using your Xavier credentials. Your Zoom profile page will load.
  4. Make the following changes to your Zoom profile:
    • On the Profile page initially presented, modify your Personal Meeting ID if desired. 
      • You will need to know your Personal Meeting ID number when starting your conference. We recommend setting this number to an easily-remembered value such as your office phone number.
    • Within the same area as the editable Personal Meeting ID, make certain the tick-box is checked for Use Personal Meeting ID for instant meetings.
    • Click the Save Changes button.
  5. Make the following changes to the specific conference or Personal Meeting:
    • Navigate to Meetings and click the Personal Meeting Room tab. Select the Edit This Meeting button.
    • Make certain Host Video is set to the Off position.
      • Host Video option should generally be set to the OFF position when the Zoom session is being “Paired” with a Cisco-based session.
    • Electing to allow Join Before Host by checking the tick-box is encouraged.
    • Click the Save button.
  6. You should again be on the Meetings >> Personal Meeting Room tab.  You will find numerous options for sending out a meeting invitation. Decide on a method of inviting and communicate that method to your students. Often, you can just copy the Join URL immediately visible beneath the Meeting ID, and email it to your students.

Starting Your Video Conference (each session)

Do not select “Start” for Zoom sessions being “Paired” with a Cisco session.

  1. Log on to the podium computer and power up any audio-visual technology needed prior to the conference automatically starting.
    • Users in Cohen 110 must power on the AV system, selecting Videoconference mode on the Crestron touchscreen.
  2. Using the lectern PC in the classroom, open a web broswer and navigate to http://xavier.zoom.us.
  3. Click the Login link in the upper right hand corner; you will be re-directed to the Xavier Single Sign On page.
  4. Sign in using your Xavier credentials. Your Zoom profile page will load.
  5. Once logged in to the Zoom service, click on Meetings and then select the Upcoming Meetings tab.
    • Proceed through the next steps only if the Cisco portion of the conference has started and the Zoom connector is visible in the video streaming monitor revealing the Pairing Code.
  6. Click the Join a meeting from an H.323/SIP room system link.
  7. Two text boxes will appear in the window on the local computer screen.
    • In the top field, enter your Meeting ID.
    • Enter the Pairing code in the field beneath the Meeting ID. The Pairing Code will be displayed on the local streaming monitor in the box representing the Zoom participant.
  8. Click Connect to pair the Zoom session with the Cisco conference. Within a minute zoom should reveal that the connection is complete. Any students that joined early should appear within the Zoom window.
  9. Check in with all participants to make sure everyone can hear/see each other as well as presentation material.

​​Sharing Your Presentation/Content

Cohen 110

Select the desired source from the Crestron touchpanel (usually, the source is Podium PC). If your content doesn't display, tap the source a second time and it should display.

Cohen 128, 143 and 187

Use the grey and black handheld Cisco remote to initiate content sharing:

  • Point the remote at the camera; press the Home  key on the handheld Cisco remote.
  • Using the directional pad on the remote, use the cursor (an orange bar on the Cisco system) to select Presentation by pressing the Checkmark  key.
  • Using the directional pad on the remote, use the cursor to select PC by pressing the Checkmark  key.
  • Confirm all participants can see the presentation material as well as see and hear one another.

For assistance with a Cisco-based videoconference, call: (513) 745-4847.

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Article ID: 299
Fri 8/7/15 8:49 PM
Wed 1/16/19 2:59 PM