Host vs Co-Host Permissions vs Alternative Host
Typically, the host has more functionality within the Zoom. They are the only ones who can view attendance statistics within the Zoom website (psu.zoom.us website). They are also able to pre-assign break out rooms using a .csv file as well. Full hosts are also the only people that can modify all of the meeting options.
As a co-host, you have privileges such as jumping around to different break out rooms once they are open. You have most options available in the actual zoom room such as admitting students in the waiting room.
As an alternative host, you are able to use all host functions within the Zoom application but are lacking the settings you can set before the zoom is in session such as preassigned breakout rooms and viewing the attendance data. Therefore, alternative hosts have host controls such as starting the meeting, admitting students, security features of the zoom, polling, recording and opening breakout rooms from within the application. It is a good standard to set the LA of a course as an Alternative Host, as if there are any internet connection issues and the host gets kicked out, the meeting will not end automatically, as Zoom will transfer host rights to the alternative host.
To set alternative hosts, the meeting creator needs to edit the meeting. At the very bottom of all the options is a field for “Alternative Hosts”. Here, the meeting creator can enter the name or email or the person they want as an alternative host. While typing, the field should provide autocompletion recommendations that you can click on to ensure you are setting the correct person as an alternative host. Once you have the alternative host(s) configured, make sure to hit “Save”.
Preconfiguring Breakout Rooms
Zoom also allows pre-assigning breakout rooms which is very helpful if the breakout rooms should be consistent across class sessions. To pre-assign breakout rooms, the students need to be logged into their PSU Zoom accounts. In the Meeting options, the host can set it to only allow people to join when they are logged into their PSU accounts which can be helpful for organizing this.
To preconfigure breakout rooms, you need to create a CSV with two columns, the first column is the “Pre-assign Room Name”, and the second is the “Email Address”. An example is below.
After saving this CSV file, it can then be uploaded into Zoom. On the Zoom website (psu.zoom.us), go to the meeting details and select the checkbox under “Meeting Options” for “Breakout Rooms pre-assign”. There is then an option that appears to “Import from CSV”. You can then upload the CSV you created and click “Save”.
Using Breakout Rooms During Class
Creating Breakout Rooms
The host of the Zoom meeting can create breakout rooms by selecting the “Breakout Rooms” option in the bottom of the Zoom window.
You should then see a few options to specify how many breakout rooms you want to create and how to assign people to them. After making your selection, press “Create”.
Sending Messages to Rooms
Zoom also provides an option that allows hosts and co-hosts to send messages that appear to the breakout rooms. These messages appear in a blue banner in the Zoom window and disappear after a short period. This means that its helpful for very short informational things that are quick to read. Some students may not see the announcement if they are currently focusing on another window (e.g. focusing on a shared document they’re working on as a group). In this case, if it is something very important that you want to ensure students receive, we recommend that the teaching team move around breakout rooms and inform the students themselves.
To send a message, click on the “Breakout room” button in the bottom of the Zoom window and select “Broadcast Message to All” button. Breakout rooms must be running for this to show up. Next, type in your message and hit “Broadcast”.
This is what those broadcast messages look like for students.
Switching Between Rooms
To be able to freely move between breakout rooms, you must have at least co-host permissions. As co-host, if you select the “Breakout rooms” option in the bottom of the Zoom window while breakout rooms are currently running, there is an option to “Join” to the right of the name of each of the breakout rooms. By clicking this text, you can move between breakout rooms.