Zoom responsible person at exams with Zoom presence
On this page, the Zoom responsible person’s role and responsibilities before, during and after a remote exam with Zoom presence is described.
The Zoom sessions for an exam are recommended to be created by the so-called "Zoom responsible person". The examiner can be the Zoom responsible person or ask a colleague.
Responsibilities of Zoom responsible person
The person is responsible for:
creating Zoom session for the exam
staying in contact with the examiner, meeting host, etc.
coordinating the work to be done before the exam
ask the meeting hosts to give access to set up Zoom sessions for them
schedule Zoom sessions for the meeting hosts
email the invitation to the Zoom session to the examiner and students three days before the exam.
Scheduling and configuration of Zoom sessions
This guide is based on the configuration found at
the meeting scheduler at Zoom's website
Recommended settings are mentioned in the table. Settings that are not mentioned are up to the host of the meeting to decide on, they are usually not used.
|Topic||Course name and date, e.g. SF1621 2020-04-14|
|When||Starting time for the exam, minus 30 min (if the exam starts at 8:00 then set this value to 7:30)|
|Duration||Maximum exam duration plus 30 min (be sure to account for students with longer writing time)|
|Schedule for||Choose the host to create the meeting for|
|Meeting ID||Generate automatically|
|Security - Passcode||Yes|
|Security - Require authentication to join||Yes, limited to ‘Employee or Student at KTH’|
|Meeting options – Allow participants to join anytime||No|
|Meeting options – Mute participants upon entry||Yes|
|Meeting options – Automatically record meeting on the local computer||No|
|Alternative Hosts||Can be left empty|
Create Zoom sessions for students with compensatory support
For students with compensatory support, Funka's recommendation is that all students in a zoom room turn down the volume on their computers while the meeting host increase the volume. Then silent communication is possible without unnecessarily sounds from others disturbing the students. It is also recommended that students with compensatory support should not be placed in zoom sessions with many different course codes.
Distribute Zoom sessions
When creating a Zoom session (meetings), a meeting invitation is created, a link that can either be emailed to the students or published in Canvas. The meeting invitation contains the password for the room so the person who clicks on the link will enter the meeting directly, while the person who copies the link address will need to enter the password, so do not forget to share that information. The examiner is responsible for deciding how the meeting invitation is to be distributed to the students.
The meeting invitation, the link to the Zoom room, can subsequently be produced by the host person and by the person who planned the meeting. When a meeting is opened for editing and then saved, the link becomes visible in the same way as the first time the meeting was saved. Select "copy link" and share the meeting invitation, for example via email or through Canvas.