Hong Kha Faculty

How to Include a Guest Speaker in Class Zoom Session

As the Law School’s faculty readjusts to the new teaching dynamic in place, it is important to try to replicate a similar setting with a similar course schedule. If you have a guest speaker scheduled to speak, please continue with this arrangement and follow the Zoom tips below.

1. Go to the Zoom website at http://pepperdine.zoom.us and log in with your Pepperdine credentials.

2. Once logged in, click on “Meetings” on the lefthand menu. Select “Schedule a New Meeting.”

3. Proceed to schedule a Zoom meeting with the proper settings. For a guide on how to schedule a zoom meeting, please click here.

4. Under “Meeting Options,” make sure that the box labeled “Only authenticated users can join” is unchecked. Usually, this box is to be checked to ensure that the attendees of your class session are registered students with proper Pepperdine email accounts. However, in this case, unchecking this box for the class session will allow your guest speaker to enter the meeting without a registered Pepperdine email address.

5. After you click “Save” to schedule your class session, remember to send the guest speaker a link to the meetings. This link can be found under the “Invite Attendees” section in the final window under “Join URL.”

More for Faculty Zoom users

If you have any questions, please feel free to contact Information Services at [email protected] or (310) 506-7425.

Hong Kha Faculty

VPN: Accessing on-campus-only databases from home (for faculty)

This page contains instructions to help users install and launch the Virtual Private Network (VPN) on Windows and Mac computers. VPN allows Pepperdine employees to connect to the Pepperdine network from any Internet connection in the world.

  • NOTE: For VPN, you will need to install the Cisco VPN client (if you don’t have it already) and then connect that way.
  • Faculty will need to apply their windows updates using VPN.

Update: the latest VPN version is now available for installation. Please follow the instructions below to accept and install the new version:

Mac or Windows VPN Client Update Instillation

  • For MAC/Windows computers, VPN clients/users will connect as usual by entering their credentials and completing their dual factor authentication.  
  • Next, you will receive the Acceptable Use Policy message and, once accepted, the auto update prompt–active on August 14–will be provided.
Windows View
Mac View
  • Users may choose to “Update” within 60 seconds or “Defer” for a later time.  We recommend that you update.
  • If you do choose to “Defer,” you will connect as normal.  However, you will be prompted again at your next login attempt.

NOTE: After August 18, 2020, MAC/Windows users will not have a “Defer” option. For additional support, please contact the IT Service Desk at 310.506.4357 (HELP).

To learn more and view a step-by-step installation guide for both Mac and Windows devices, please click here.

All authorized Pepperdine employees have the ability to run VPN software. To request authorization or for more help, please call the IT Service Desk at (310) 506-HELP (4357).

Hong Kha The Basics

How to clean your screen (without damaging it!)

When cleaning your electronic screens, it is very important to use the correct solutions to avoid damaging the screen.

No ammonia based cleaners should be used on electronics. This includes general purpose cleaners, glass/window cleaners, multipurpose cleaners, etc. These sprays are too abrasive and will wear down the protective coating on your screen.

  1. Turn off your monitor completely.
  2. Wipe down your screen with a microfiber cloth.
  3. If needed, spray your cloth with screen-cleaner fluid (there is cleaner made specifically for this purpose) or a gentle solution of distilled water and distilled white vinegar, then wipe down the screen.

Never spray the electronics/screen directly. Always apply cleaning agent to soft/microfiber cloth and then wipe the surface with the cloth.

See this article on ways to clean your electronics using household items.

Cleaning the LCD Panel:
CAUTION: Isopropyl alcohol is a flammable liquid. Never spray or pour any liquid directly on the LCD panel.

  1. Apply the cleaning solution to the microfiber cloth (DO NOT spray the cleaning solution directly on the LCD panel).
  2. Wipe the LCD screen gently with a soft, dry cloth.

If you have any questions, please feel free to contact Information Services at [email protected] or (310) 506-7425.

Hong Kha Faculty

How to Remove Security Settings from Zoom Recordings

If students cannot open a Zoom recording, you may need to change your permission settings and update the security settings on that file. Below is a guide on how to accomplish this task by examining both the security settings. To view a video on how to remove the permission, please click here.

The last step will also cover share settings, for the event that you may want to make the recording public, or restrict it with further detail, such as a unique password for access, as so forth.

1. First, log into the https://pepperdine.zoom.us site and sign in with your Pepperdine NetworkID and password.

2. On the left menu go to “Settings”.

3. In “Settings”, look at the main part of the screen. Near the top, there are a few choices tabs. Select the tab called “Recordings”.

4. From there scroll down the recordings settings to where the security settings are. Make sure that you have those set to “off” and that they appear “gray” in color. If they are “blue” and switched to the right, they are mistakenly “on”. Click the button to select them off. This should allow student access to the file.

5. Now, to ensure student access, or to otherwise manage permissions for a recording that is already existing, you can check the share settings for a file by navigating to the recordings button. From there, you can find recordings of your meetings and edit their permissions individually. To do this, click the “Share” button next to the recording you shared with your students. Make sure that the permission is “blue”/”on” and set to “Publicly”. Your students should then be able to view the recording.

More for Faculty Zoom users

If you have any questions, please feel free to contact Information Services at [email protected] or (310) 506-7425.

Hong Kha Faculty

Updating your Voicemail Pin

Below is a quick tutorial on how to reset your voicemail pin for the Pepperdine telephone system.

1. To update your pin on a Cisco telephone, first visit the following link: https://voicemail.pepperdine.edu/ciscopca/home.do. Enter your NetworkID and password to login.

2. Click on Messaging Assistant.

3. On the navigation tool bar, navigate to Passwords.

4. Then, select Change Pin.

5. Click the Save button at the bottom of the screen.

6. Click the Log Out button on the upper right hand corner of the screen to log out of the software. Your pin should now be updated accordingly.

If you have any questions, please feel free to contact Information Services at [email protected] or (310) 506-7425.

Hong Kha Students

Disabling the Waiting Room feature in Zoom

The Waiting Room feature allows the host to control when a participant joins the meeting. However, if the Waiting Room option is enabled, re-admitting student who lose connection or enter the session late may be a hassle, and join before host will not work for that meeting.

Please follow these instructions to disable the Waiting Room feature for your sessions:

1. Sign in to your account at pepperdine.zoom.us

2. Click Settings on the lefthand side, and then select the Meeting tab.

3. Navigate to the Waiting Room option under the Meetings tab and verify that it is not selected. To deselect, click the blue button until it shifts positions and turns grey to show that you have deselected the setting.

More for Faculty Zoom users

For more information and/or assistance, please contact [email protected] or call Pepperdine University IT support at 310-506-HELP (4357).

Hong Kha Students

Where to find Zoom recordings

After setting up your meeting, you may choose to record your class for saving or distribution purposes after the session is completed. For a guide on how to record in zoom, check out: Two Ways to Record in Zoom (PDF)

Furthermore, see Pepperdine’s Zoom Guide for more information on Zoom meetings.

  • Recordings on the Cloud are saved in your Zoom account.
  • Recordings on your computer are saved in your Documents folder in the Zoom subfolder.
  • Recording folders are named for the date and time of recording, the meeting number, and the meeting name. 

To view a recording in the Cloud

  1. Go to the zoom web portal and click on the “Recordings” tab in your left tool bar.
  2. Your recordings will be listed under the Cloud Recordings tab.

If your meeting has just finished, the recording may still be processing, and you will need to wait for the “processing recording” signal to disappear before viewing and sharing.

  • By clicking on the title of your class, you will receive three recording options to download/share: Audio and video, just audio, or a transcript.
  • By clicking on the “share” icon on the right of the page, you can copy the link to your clipboard, meaning you can paste the link directly into an email or other distributive platform.

You will receive a dialogue box that will allow you to change sharing settings:

To view a recording on your computer

  1. Navigate to your computer’s Documents folder and open the Zoom folder
  2. find the meeting you would like to view; the meeting title will be “double-click-to-convert-01”
  3. Double click the file and zoom will convert the file.
  4. When conversion is done, the double_click_to_convert_0X file will be replaced by three files:
    • audio_only – an M4A file
    • playback – an M3U file with video and audio
    • zoom_0 – an MP4 file with video and audio
  5. Play the files in a media player. 
  6. If you want to share the recording, you’ll have to save the file and share it manually. 

For more about accessing your local recordings and changing the recording location, see Local Recording in the Zoom Help Center.

If you have any questions, please feel free to contact Information Services at [email protected] or (310) 506-7425.

David Dickens Faculty, Resources, Services, Students

Setup a Virtual Backdrop for Zoom

So the backdrop for your Zoom meetings isn’t that amazing? Maybe you can spice it up?

Please note though, it does take more than a little computer power to do this as it’s a real time graphics effect that makes this work.

First check out this support article at Zoom: https://support.zoom.us/hc/en-us/articles/210707503-Virtual-Background

Short cheat sheet version:

  • First go into your Zoom website profile — go to peppedine.zoom.us and click on “Settings.”
  • After clicking “Settings” go to “In Meeting (Advanced)” and make sure that the dot next to “Virtual Background” is slid to the on or “blue” position. If it’s gray, it’s not on.
  • Make sure you have the Zoom application installed on your computer (not using the web app).
  • Open the application
  • Login using SSO and Pepperdine as your domain
  • And you are presented with the Zoom app’s desktop version
  • Select the icon in the upper right of your Zoom screen that represents you (for me it’s my face)
  • Then select the “Settings” choice in the drop down menu
  • Then select Virtual Background
  • Then select your background from the group.

Uploading Your Own Virtual Background

In this example, we will be using a background developed for Pepperdine Carruso Law School’s 50th anniversary — you may use this background for your own personal use!

To save the Pepperdine Carruso Law School background, click and drag the image below to your desktop. This will save in your desktop files for personal use and for following along in this tutorial.

1. From the window you were left at on the previous guide, click on the “+” button on the top right corner.

2. A pop-up window with your file options will now appear, and you may browse and select the proper image. After selecting the image, click “Open” to have it download onto the Zoom software.

3. You will now see your downloaded image displayed as an option for choosing a virtual background. Select the image, and you may now see the background in the video preview above. If you would like to remove this image from your options, click the “x” on the top right of the corresponding image.

Please note that this new virtual background will only be functional on the computer where you made this setting.

More for Faculty Zoom users

More for Student Zoom users

If you have any questions, please feel free to contact Information Services at [email protected] or (310) 506-7425.

David Dickens Faculty, Resources, Services, Students

Microphone Settings — trouble-shooting

If you are having trouble with your microphone when using Zoom please check your microphone input settings to ensure there is input level.

Both Windows and Mac settings are addressed below:

On MS Windows it would look something like this:

In the bottom right corner of your screen, you will notice the volume icon in the system tray.

image3.png

Right-Click on the volume icon and click Open Sound Settings.

image4.png

In the Sounds Settings window, look for Input and Choose your input device and then click the blue Device properties link (circled in red) in the screenshot below..

image1.png

This will pull up the Microphone Properties window. Click the Levels Tab and you will then be able to adjust your microphone volume settings. 

image2.png

The volume level does not have to be at 100%, but should be high enough that the computer can detect audio. 

Please make sure that your microphone is not muted. If you see the icon below, click the speaker icon to un-mute. 

image.png

Once you determine the best settings for you and your system, click OK to save the settings and then close all settings windows upon completion of adjusting your microphone volume settings.

For MacOS:

——————————–

You will need to open your System Preferences menu, and in the second row to the right will be Sound. Click on that.

Prefs.png

In the Sound menu, click on the Input tab to see the list of microphones available to use. This is where you want to select the mic you’ll be using. If you’re using a laptop, it will have a built-in Internal Microphone that is usually selected by default.

internal.png

If you have headphones with a mic attached and they are plugged in, you’ll see them listed as an External Microphone. Either of these will work, and you can test them by talking and seeing that the bars in the Input level fill up.

external.png

If none of this solves your microphone solution, please send a note to [email protected] or call Pepperdine University IT support at 310-506-HELP (4357).

David Dickens Faculty, Resources, Services, Students

When I need Zoom Support …

If I have technical difficulty with Zoom what do I do?

  • Test your computer with Zoom before class.  Check out the audio and video settings.
  • If you have problems, the first thing to do, is to completely shut down your computer and restart.  Most computer problems are corrected with this remedy.
  • Before you begin your Zoom session, we strongly recommend that you shut down and turn off any and all extraneous applications, especially those using the camera, the microphone, or the speakers.  Turn off facebook and other social media apps. The only thing you should have running is your Chrome browser with minimal tabs open (two or three?). Avoid news sites, sites with video, other things that require more bandwidth while using Zoom.
  • Mic Problems? Try checking your microphone settings in Windows or on the Mac. Make sure that the microphone is on and is turned up enough to pickup your voice.
  • As a student you may want to use MS Word for taking notes but note that this may be an ideal time to use Google Suite apps as they are very lightweight and will save your computer’s power for more Zoom fun.
  • If your trouble shooting attempts above do not yield results, please see this comprehensive support site from Zoom
  • Note: you may find it valuable to acquire a USB headset for your Zoom classes. That will remove some variables with your computer’s audio (mic and speakers).
  • Tech Support: 
    • Please contact University Technology Support directly at 310-506-HELP (4357)
    • Secondarily, contact LawTech at [email protected] with technical questions.  
    • Zoom’s user support is available for Zoom Pro users (your Pepperdine Zoom Pro account qualifies for the Education support option — best/highest support level). Report support tickets to Zoom by:
      • Online submission via submit a request.
      • Chat live with our support team by visiting your account and selecting help in the lower right hand corner here.
      • Phone dial-in: 888-799-9666 ext 2
    • If you do not have a computer or way to connect to Zoom via the internet, please contact Dean Goodno.

What if, as a Pepperdine Caruso Law student I have a bad internet connection?  How should I join my classes by Zoom? Can I call in?

  • You must use the Zoom app and connect via Internet. See our guide for students here.  We strongly recommend that students use a computer with a reliable internet connection for connecting to their Zoom class sessions.  Telephone dial-in will not work for attending classes remotely It is possible to connect using cell phone data to “tether” the phone’s internet connection to a laptop or desktop computer.  Check with your mobile phone provider for details on this feature. Android Tether Article  iPhone Tether Article

More for Student Zoom users

More for Faculty Zoom users