Hosting a Zoom Meeting at Chico State

All students, faculty and staff can host and record their own Zoom meetings. You can start a Zoom meeting for multiple participants or just yourself if you want to record a screenshare. Zoom cloud recordings automatically transfer to your Kaltura media library for longer-term storage.

Quick Links: Prerequisites | Schedule Meeting | Invite Participants | Start Meeting | Record Meeting | Share Screen | End Meeting | Check Recording | Share Recording | Customize Settings 

Zoom is Chico State’s video and web conferencing tool. Everyone (students, faculty, staff) can host and record a Zoom meeting. You can invite participants to join the meeting, or you can just use it to record yourself giving a presentation or screen share. 

There are many ways to schedule or start a Zoom meeting. These instructions start from the Chico State Zoom portal so you can easily access your Zoom preferences and settings.

Prerequisites

• Activate your Chico State Zoom Account
• Enable Cloud Recording (Students only)

Schedule Meeting (optional) 

1. Sign in to the Chico State portal and select Zoom.  

2. From the side menu select Meetings. 

3. Select Schedule a Meeting (A). Alternatively, you can start an instant meeting without scheduling using Host a Meeting (B). 
   

4. Enter the information about the meeting, including: 

   • Name, Date, Duration, and whether it is a Recurring (repeating) meeting

   • Zoom automatically generates a meeting passcode and embeds an encrypted passcode in the invite link. 

   • If you want to restrict the meeting to Chico State users, select Require Authentication.
     This requires all participants to sign in to Zoom Using Chico State single sign-on (SSO). 

Invite Participants (optional)

Once you have scheduled your Zoom meeting, you can copy the invite link to the meeting and send it to participants by email or calendar invite.

If you are a faculty member, you can add your Zoom meeting link on your Canvas home page or using the Zoom integration. 

Start Meeting as Host

There are numerous places from which you can start your Zoom meeting, depending on your preferred method. 

• From the Chico State Zoom portal, select Meetings.

• Hover to the right of the meeting name and select Start. 
  

• From Outlook open your meeting link. Select Sign in as Host if prompted. 

Important: Always make sure you sign in to Zoom Using SSO. Using SSO to sign in ensures you are starting the meeting with your full privileges (host, record, etc). 

• Faculty can also start a meeting from Canvas. See Using the Zoom integration within Canvas. 

Record to the Cloud

• From the Zoom taskbar, select Record > Record to the Cloud. Select More if you do not see Record on the taskbar.
• Your cloud recording will automatically transfer to Kaltura, Chico State's media server. 

Share your Screen

Depending on your course, you may be asked to share your screen during class.  

1. Select  Share  on the Zoom taskbar. 

2. Select the screen or application you want to share.

3. Select  Share Screen. For the most flexibility select the Screen option to allow for switching applications during screenshare. Contact TLP if you have questions. 

Note: If you want participants to be able to hear sound on a video or other media, you must select Share Computer Sound on the lower left portion of the window. 
For more information and tips on screen sharing, view the Screen Sharing article from Zoom support.

Stop Recording / End meeting  

1. To stop the recording, select the Stop button on the Zoom taskbar. Note: if you are still screen sharing, select the More button on the taskbar. 

2. When ready, select End Meeting on the right side of the Zoom taskbar. 

Note: the Host must end the meeting before the recording is created. 

Check Recording in Kaltura 

If you choose to record to the cloud, your Zoom recording will automatically save to your Kaltura My Media library once the meeting has ended. There are multiple ways to access your MyMedia library:

• From Canvas: from your global navigation menu, select My Media. 

• From your web browser, go to https://media.csuchico.edu/ and sign in on the right.

Note: Sometimes the video can take up to an hour to process in Kaltura, depending on the length of the recording. 
If the media does not transfer, please email learningtech@csuchico.edu and give them your portal id and the time you recorded the meeting. 

Share Recording 

Refer to our Kaltura Share Media knowledge base articles for suggestions on sharing a recording via email, Canvas or a web page. 

Customize Settings

You may want to enable or disable certain settings that apply as defaults for all of your Zoom meetings. 

To customize your Zoom settings:

1. Sign in to the Chico State portal and select Zoom.  

2. From the side menu select Settings. 

3. From Search Settings, look for the setting you want to customize. Typical settings include:
   • Enable annotation for screen share.
   • Enable Chat emojis.
   • Enable Breakout Rooms 
   • Enable Zoom AI companion 
   • Enable Smart recording with AI Companion
     • If you want help with any of these settings, contact the Technology & Learning Program (faculty/staff) or Center for Tech Equity (students).

Important: During your live Zoom meeting, you can always select Host Tools and disable features for that meeting.