The management of a virtual faculty meeting will still be based on the Faculty Handbook and Robert’s Rules and make use of the same underlying etiquette. Robert’s Rules §1 states, “The group meets in a single room or area or under equivalent conditions of opportunity for simultaneous aural communication among all participants.” Although some of the mechanics will be different, it will still be true that every faculty member who attends the meeting will have the opportunity to contribute to the discussion. As always, you will need to wait to be recognized before you may speak. Similarly, you’ll be able to cast your vote on decisions live in the meeting. We’ll need to get familiar with a few new tools described below.

How do I...

Join a remote faculty meeting?

All faculty meeting attendees will receive an email with a link to a Zoom meeting. To join:

  1. Click the link to the Zoom meeting sent in the email from the Clerk of the Faculty.
  2. You will be prompted to download the Zoom application onto your computer or mobile device.
  3. After installation, you will join the meeting. If you’re not joined to the meeting, return to the email and click the link again to the Zoom meeting.
  4. Enter your full name so the Clerk of the Faculty is aware of who is in attendance.
  5. Your microphone will be muted. You may elect to disable your video.

Mute my video?

If using a computer…

  • Click the Stop Video button in the bottom-left of the screen.
  • Stop video icon in Zoom toolbar

If using a mobile device…

  • Click the Stop Video button in the bottom-left of the screen.
    Stop video icon in Zoom mobile toolbar

Raise my hand to speak?

If using a computer…

  1. Click Participants at the bottom of the screen.
    Participants icon in Zoom toolbar
  2. Click the Raise Hand button at the bottom of the list of participants.
    Raise hand button in Zoom

If using a mobile device…

  1. Click More at the bottom-right of the screen.
    More icon in Zoom mobile toolbar
  2. Then click Raise Hand.
    Raise hand button in Zoom mobile

Mute my microphone?

Your microphone will be muted when you join the faculty meeting, but after asking a question, it’s important to mute your microphone to ensure there’s no audio feedback.

If using a computer…

  • Click the Mute button in the bottom-left of the screen.
    Mute mic icon in Zoom toolbar

If using a mobile device…

  • Click the Mute button in the bottom-left of the screen.
    Mute mic icon in Zoom mobile toolbar

Ask a question in the chat window?

You can use the chat window to raise a technical concern (e.g., microphone isn’t working) with the meeting moderator. All regular business will be managed using the “raise hand” feature.

If using a computer…

  1. Click Chat at the bottom of the screen.
    Mute mic icon in Zoom toolbar
  2. Enter your concern where “Type message here” appears.
    Chat Zoom window for computer
  3. Press enter on the keyboard.

If using a mobile device…

  1. Click More at the bottom-right of the screen.
    More icon in Zoom mobile toolbar
  2. Then click Chat.
    Chat icon in mobile Zoom
  3. Enter your concern and click Send.
    Chat screen in mobile Zoom

Vote?

Votes will be taken using the Zoom Polling feature. When a vote is called, you will be automatically presented with the voting options directly in Zoom. Votes will be collected anonymously and tallied automatically.

If using a computer…

  1. Click Yes or No.
  2. Click Submit.
    Zoom polling screen on computer

If using a mobile device…

  1. Click Yes or No.
  2. Click Submit.
    Zoom polling screen on mobile

Leave the meeting?

If using a computer…

  • Click Leave Meeting in the bottom-right.
  • Click Leave Meeting when prompted.
    Leave meeting Zoom icon on computer

If using a mobile device…

  • Click Leave in the top-right.
  • Click Leave Meeting when prompted.
    Leave meeting button in Zoom mobile
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