All right Thank you for joining me this morning. For those who don't know me. My name is Stacy Wyle. I am the video and video conferencing Manager for IT Academic Technology Services, and this session is about, using Zoom for proctoring. There's a new feature called A share screens, and I'm going to go through that with you today to show you how that works. Here we go. Before we get into the nitty gritty, just want to make sure everybody knows where our help pages are for Zoom. If you go to the regular Zoom portal with these lovely fall leaves, I hope you're all familiar with that. It's Uel e Zoom. If you click the sign in button, that takes you to your account, and then the Help button takes you to our main account. Our main pages for help with Zoom. I do apologize that I had to split it into two screens, but it scrolls down and I couldn't fit it all on one, we split it into two. But the top section gives you the basics. There's light blue. We're always updating with real important things that you need to know if something's being discontinued or there's a new security feature or something like that. Then halfway down is this section with the eight icons and that's the main meat of everything that we do with you. If you're needing help off hours, most likely, you'll find what you need within those sections. I want to make sure everybody knows that that's a really great place to start to get the help that you need. Just to delve into that a little bit further. Clicking on that icon for the Zoom instructions. It's the first one on the top left on the previous page, takes you to our instructions and how to guides. Then each of these tabs will bring you further into what we're doing. This link here the first one is the direct link to this instructions page. I'll leave that up ale bit. You can write it down. That's a good place to bookmark. In your browser because this is where the majority of the material is located. Then the direct link for what we're talking about today. The all screen mode is down here and that's a little bit longer, but you can find it in the using Zoom for teaching tab, and then it's at the bottom of that list. Everything you need to know related specifically to teaching is there, sending up office hours and connecting it to Canvas and that sort of thing. We've added the direct link. For the screen mode in there. You can always get back to those instructions if you need it. Everybody hopefully got a chance to copy that. Though I will have these slides available on the website afterwards, so you can always go there and grab it as well. Okay. All screen mode. It allows the host to request that all participants share their screen. Only the host can make that request. But the host and the cost can see what everyone has shared. That way you can use your TAs as a cost in the meeting to help you proctor. It will look similar to this image on the right. Where you'll see three at a time. You just can't put more than that on the screen or you won't be able to see anything. It'll just be too small. To go through them, you'll click the little arrows to see the next three and the next three. Anyone who hasn't shared their screen will show up at the top. With just their video. The ones that have shared their screen show up this way with the picture of their video and then what's on their screen next to it. The host and participants must have at least Zoom version 6.0 or above. You do need to make sure that all your students know that and that everyone has upgraded before you can use this feature. That's very important. How it works? First, you're going to set up a Zoom meeting for the exam, doesn't work unless you have a meeting. You can use this for fully online class or for a hybrid class. You could in a hybrid class, have the students bring their own laptops into the physical classroom and connect over Zoom into the program that way, or you can do regular proctoring with the students in your physical classroom and then use this tool for the students who might be outside of your classroom, just connecting over Zoom. So I mimics a proctor walking around an on campus classroom. Just like if you're walking around, you can only see the people in one row at a time. You have to walk to the next row to see what the next group of students are doing. That's the same thing that happens with the proctor only seeing three screens at a time. It's a little limiting, but it does mimic what you would do in a regular class. It's mostly intended as a deterrent to keep the students from looking at anything else on their desktop except the exams. So you set up the exam in Canvas as you scroll through, all you should see is Canvas on their screen, and letting the students know that you could be looking at them at any moment is a deterrent to keep them from taking the chance of doing something they're not supposed to be doing on their computer. Now, students will not see the screens of the other students. Only the host and the co host. We'll see those screens. Students will see a green box all the way around their screen, that lets them know that they're sharing all that material just like if you're sharing in a regular meeting. You see a green box around the item that you're sharing or around your whole screen. The students will see the same thing. That will be their indication to know that they are sharing properly. To make sure that the other students don't see each other. When you set it up, The host, the instructor, must be sure that the box to share with participants is unchecked, and I'm going to show you that in a minute. Because you could use this tool as just a way in a collaborative meeting of yours to let everybody see everybody else's screen. You could work on something together. You could do that by checking a box and letting all the participants see each other. But to use it for proctoring, you definitely do not want that on. When it comes to the teaching assistance, just again, only the host can start the tool, but co host will be able to see all the screen shares and we'll be able to scroll through them to help assist the host with proctoring. The best way to do that is to make the TAs in the class an alternative host. Before you start this meeting. You can make this as part of your recurring meeting for the class, or you can make just a single meeting that's just called exam one or exam two, whatever you needed to be. But however you're creating the meeting, make sure your TA is preset as an alternative host when you schedule it. So then whoever the first alternative host is to join the meeting will automatically become the host and can start the tool. If you are just having your TAs, be the proctors, and you're not there as the instructor, that's perfectly fine because the first TA that joins as long as you've already put them in as an alternative host, They will be the host and then can start the tool. That's why you want to make sure to put them in ahead of time instead of upgrading them after the meeting already starts. That way, the TA can control the screen for you even if you're not there or you're going to be a little late or something along those lines. Now, to use the tool. Again, you start the meeting as the host. In the control bar next to the regular green share screen icon. You should all have that right now. That's normal. Everybody uses that to share their screen. When you're the host, you'll have a little arrow, a little up arrow that looks like this, next to the share screen icon, and you'll have some choices in there. The last one on the bottom will be to start the all screens mode that opens the tool. You won't see that right now because none of you are the host of this meeting. You have to be the host of your own. In the pop up box that looks like this that shows up. Be sure that this allow participants to view shares is not checked. That makes sure that only the host and the co host can see the screens. Very important. Then click. It is off by default. Just make sure you do not press it. Then click the Start button and that starts the tool. At that point, the participants will all be prompted that the host wants to see their desktop. They will all get this message that's here on the right side, asking them to share their screen. The participants do have the option to start sharing or not now to decline. I recommend that you add language to the syllabus and discuss all this with the students before the exam to let them know even at the beginning of the semester, that this is the way you're going to be doing your exams. They're going to be required to share their screen to help you with proctoring and that you could look at them at any time. If they don't do that, there will be some penalty. You either won't let them take the exam or you'll take points off or whatever it is you're going to do, but that's a requirement for your class. Don't just throw this at your students last minute, make sure they know that when they see this message, they must click, start sharing. Or there will be some consequence for them. That's the way to make sure that they all actually do it. Be very upfront with them at the beginning of class. Now, some things that we've noticed. If a participant is using dual screens, a lot of us do this. We have one set of materials on one screen and then we've got a second screen where we're looking at other things. The host and the co host will automatically see their screen one, but there will be an arrow next to that student where you can switch to see screen two. Make sure the students know that is not a way around your proctoring their screen. Okay. Having a second screen will not hide what they're doing because you are able to switch and look at their second screen that's attached to their computer. Make them aware of that ahead of time. Okay. Now, to cancel the mode when the exam is done, you click the A screens indicator that will be at the top left corner of the meeting window and just click Stop Hall Screens mode. But within the time period of the meeting, note that each participant, each student, can stop sharing from their device at any point. If you want to allow them to say, k, I finished my exam 10 minutes early, that they can stop their share and leave the meeting, they can do that. All right. Make sure they're aware of that ahead of time that you're watching if they stop it in the middle of the meeting as well. Unfortunately, the tool is not available in breakout rooms at this time. You do have to have everybody in a main meeting. You can't separate them into breakout rooms. Sorry about that. I'm hoping they add that feature soon. Okay. Just some best practice recommendations. Again, discuss the use of doing the Zoom proctoring with students at the start of the semester and make sure they understand that the share screen is mandatory. The way you can answer any of their questions, any of their fears, at the beginning. They're not completely wigged out by somebody looking at their screen all the time. I highly recommend running a practice quiz, using the tool with your students prior to the first real exam. It will make sure that they all have the correct version of Zoom on their accounts. It will make sure that they all know what the button is going to look like and everybody's computers are set up. It'll alleviate a lot of the anxiety for you and for your students of using the technologies. So create a couple of little questions. What's your favorite color or what's your do you come to class on time, anything, just to or use it as a pre test or something along those lines so that everybody gets a chance to use it once, that it alleviates some of that anxiety because new technology, new features always cause a little bit of that. Suggest to your students that they arrive to class a few minutes early. That ensures that their machines are set up properly with both Canvas and Zoom, that they're in both programs, that they have access to the meeting link, that they have access to the exam so that they're not rushing in right at ten when the exam starts, and then you end up spending 15 minutes of their exam time trying to get them set up on their computers. And please remind them that everybody must have version six point, very important on their machines for Zoom. But suggesting that they come in early if they can is a really big help. That's for the most part what I wanted to convey. I know that was really short and sweet. Wanted to give you all time to ask me questions and we can actually turn it on and play with it now so that you can all see what it looks like from a student's perspective. I do want to point out really quick that all these cute little icons that I've had on my top banners come from a company called icons eight. They're free. You can use them yourself. There are some really, really great things in there. Of course, I give copyright information when copyright is due. That's where those came from. Before we go into a demo, I just wanted to check to see if there was anything that anybody wanted to ask questions about. Nothing. I make sense. Pretty straightforward. Well, let's go ahead and start one. If you'll want to pull up something on your screen, a website, another PowerPoint, whatever, just so we can practice with it. Let's see. First, let's do it as students. I'm going to turn on my all screen mode. Click Start. And you should all see Yes. On your screen Sonata got it. Fantastic. You see what it looks like as a student and I can go through each one and see what's on your screens. Excellent. That's what it looks like from the student point of view. Then if you stop, it brings you up to the top. Now I want you to see what it's going to look like from the host point of view. We'll do this in two groups. To give you all stop that share so that you can see it because if I make you all co host at once, it'll look funny. I'm going to make a couple of you co hosts and then start it again, then we'll switch. You can all see it from the opposite side. Let's go into participants. Let's see. I will Cyndi coma co host. Okay. Now I am I don't believe there's a limit to the number of cos. No. Good question. Might be wrong. I'll look into that, but I've never read that anywhere. I don't believe there's a limit. Now if I go to All screens mode and click Start, those of you who I did not make a co host, if you would share it, and those of you who are a co host, I'm hoping you see their screens and how that's working. Yes, no. Okay. I'm going to assume that you see it. Let's see question. Is it possible to remove my screen sharing from the recording? Oh, did you share something you weren't supposed to do? Yeah, we can edit that out and block that out. I will try to do that. Okay, so go ahead and stop that. I will stop all screen shares. Okay. Now, let's change who's a co host. And I won't switch you out. Co host co host. Okay. And now if we do screen mode, Those of you who are not co hosts should have received the request to share and if you would do that, so the others can see what it looks like. There we go. Make sure you're sharing something you don't mind others seeing. It's difficult to really see details just because the real estate on the screen is so small, but you will be able to tell if they're in Canvas and working on their exam or doing something else. Okay. Does that answer everybody's questions? Everything makes sense? I think you might use the tool. It's not nearly as comprehensive as the old tools were, but unfortunately. Can I ask a question? Absolutely. Hello. Yeah. I wonder if S. Hi. Internet is not very stable. I wonder how can we demonstrate, for example, I as a student have multiple screen opened and when I share screen, all my screens will pop up. That kind of. Everything on your desktop will be seen. That point is to see if the students are doing something else if they're cheating by looking at websites or something and not taking the exam properly. That's the whole point. Okay. They should have nothing else open but Canvas and the exam. I have my computer now. You can put me as a student so other people can see how to look like but I want to see too. Oh, you want to see what your own looks like at the time. Okay. That's a little harder. Else two screens connect to the computer. You have multiple screens. I see what you're saying. Okay, hang on. Let me take you out of co host. And put everybody back in so they can see you and we can describe what we see if that will help. Okay. Start all screen mode, if you'll start your screen, you Yeah. I did. Okay. So what we're seeing is okay, Yeah, it's switching desktop one and desktop two. I have a little arrow on top of screen on the right and left. I can see the focus changing the green boundary second screen video. Yeah. So it tells you which desktop we are seeing. Okay. Could you take a screen shot of for what you are seeing and then posted in the chat so I can I can see what is happening. Sure. Le take a screen shot of the om interface. Mm hm. Hang on a second. Let me grab the chat. Screenshot. Uh oh. Oh, no, I went back to my desktop. Hang on. It didn't let me do it that way, wait. Let me try it a different way. Okay. So this is an image of what I see with desktop one. And the right. If I switch it to desktop, screen. Okay. That's fine. Thank you very much for joining me. Yes, I will work on blocking that out. Okay. Now, if I add it as a file, That work. Here we go. The second one. You, Nadia. Yeah. Okay. So do you see those screenshots? Yeah. So it shows us at the bottom. We're on desktop one or desktop two. It it tells us as the host your co host, which one you're on. And then we have a little arrow on the side to move between your two screens. Okay. Thank you. Yeah, I have another question because the student can just stop sharing. For example, they could just stop sharing the screen and then a the do meeting or not, maybe. And then they can just do some search on Internet and then finish the exam, the submit the exam. In this case, I cannot know if the student really that means the student can just stop sharing first. And then keep doing the exam. Well, you will because anybody who's not sharing, their image will show up in a small screen above. They could say I finished my exam. I want to stop sharing. Yes. Yes, or you can paring, but then. Well, you should be able to check that, I believe. Doesn't it give you a time of how long it took them in the analytics to complete the exam? Or when they turn it in, you can within Canvas, look and see if it's been turned in and match that to the timing. Yeah. So you're able to see that. Yeah. Thank you. I don't have any more questions. Thank you for. You're welcome. And you're the one I've been working with who had questions about getting a better microphone, is that correct? You're welcome, era. Thanks for joining me. Thank you. And see you Yes. That sounds good. Okay. Wonderful. All right. I'll stop the recording here. Thanks for joining me.
Exam Proctoring with Zoom
From Colleen Kelemen August 28, 2024
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This session will demonstrate the new All Screen Share option available in the 6.0 software version of Zoom. The new feature allows faculty and TAs to view the screens of all students during an exam as a proctoring tool to ensure students are not navigating to sites other than the online exam.
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- August 28, 2024
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