Monitor Your Examination with Zoom - For Invigilators

Zoom is primarily a digital tool for managing meetings, but can be used for other purposes as well.

Due to the increased need for online examinations, it has become more common to use Zoom as a monitoring tool. What follows is a guide concerning what you as an invigilator should take into consideration, and which different settings that are preferable to use, when monitoring examinations with Zoom.

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Preparations for Being an Invigilator during Examinations via Zoom

Invigilators at Lund University that are to use Zoom must apply for the correct authorisation in Lucat. The following authorisation must be applied for:

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When you have obtained the correct authorisation, you create an account on LU Zoom by logging in to https://lu-se.zoom.us/. Once you have logged in to Zoom, you make sure that the person administrating the examinations can schedule meetings for you. You do this by locating the setting "Schedule Privilege" and do the following: 

1. Click on "Settings" in the left menu.

2. Select the tab "Meeting".

3. Click on the section "Other" in the menu below.

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Scroll down in the section "Other" until you find "Schedule Privilege". Click on "Add".

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Do like this to add the person (usually the administrator) that is supposed to schedule meetings for the examinations you are going to be monitoring:

1. Write the name or email address in this area, and click on the name of the person you want to add.

2. It is possible to add several people. Click on "Add" and repeat the process described in step 1.

3. Click on "Save" when you are finished.

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Prepare Your Zoom Meeting before the Examination

As mentioned above, there will usually be an administrator helping you with creating Zoom meetings for monitoring examinations. However, if you are to create the meetings yourself, you create either a scheduled or recurring meeting. You find more information about this in the following guide: Creating Meetings and Inviting Participants

Regardless if it is an administrator or yourself that create the Zoom meetings, you will still have to make sure that the settings are correct:

1. Only users that are logged in with their LUCAT-id can join the meeting. Choose the alternative "Require authentication to join", and select "LU employees and students" in the drop-down menu underneath.

2. Those who join the meeting will automatically have their microphones turned off. Select the alternative "Mute participants upon entry".

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Important Settings before the Examination

Now it is time to make some fundamental adjustments in your settings. Take notice that these settings will apply to all your Zoom meetings, but are important to adjust before each examination on Zoom. Log in to Zoom and do the following:

1. Click on "Settings" in the left menu.

2. Select the tab "Meeting".

3. Go to the section "In Meeting (Basic)" in the menu below.

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Adjust the following settings in the section "In Meeting (Basic)":

1. Activate the alternative "Meeting chat - Auto-save". This setting makes sure that everything written in the chat during the meeting is saved automatically.

2. Turn off the alternative "Send files via meeting chat". By doing so the participants will not be able to send files via the meeting chat.

3. By activating the alternative "Screen sharing", you will be able to share screen during your Zoom meeting (see continuation in step 4).

4. Beneath the title "Who can share?" you select the alternative "Host Only". Thus, only the host of the meeting will be able to share screen.

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There are more important settings in the section "In Meeting (Advanced)":

1. Click on "Settings" in the left menu.

2. Select the tab "Meeting".

3. Go to the section "In Meeting (Advanced)" in the menu below.

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Do the following:

1. Make sure that the alternative "Breakout room" is turned on in order for this function to be available in your Zoom meeting.

2. Turn off the alternative "Virtual background" to prevent the participants from using virtual backgrounds in the meeting.

3. Also turn off the alternative "Video filters" so that the participants will not be able to use video filters during the meeting.

4. Activate the alternative "Request permission to unmute", which enables the host to unmute the participants’ microphones (e.g. to be able to listen if it looks like a participant is talking to someone).

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One last advice is to adjust your email notifications, so that you do not receive an email every time someone tries to join your meeting:

1. Click on "Settings" in the left menu.

2. Select the tab "Meeting".

3. Go to the section "Email Notification" in the menu below.

4. Turn off the alternative "When attendees join meeting before host".

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When It Is Time for the Examination and the Zoom Meeting Starts

When the Zoom meeting starts, begin with ensuring that the participants can only chat with the host and co-hosts of the meeting. This is an important setting, because otherwise the participants will be able to chat with each other without the teacher or invigilator noticing. Do like this to adjust the chat settings: 

1. Click on "Chat" in the meeting toolbar to open the chat.

2. Click on the option button (the symbol of three dots) in the lower right corner.

3. In the window "Participant Can Chat with:" you select "Host and co-hosts".

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