UiO external guest lecturers

By default, guest lecturers at the UiO, depending on the scope must use one of the following ways to hold meetings in zoom:

 

1) If the guest lecturer has some duration of her/his stay, she must have the employment relationship registered in SAP (contact local IT) to obtain a local UiO-account, and a zoom meeting license.

 

2) If the need is limited to only a few meetings, then an employee with an UiO account and a zoom meeting license, can create and host the meeting for the guest lecturer.  

 

Alternatively, the UiO employee can schedule and start the meeting, and make the guest lecturer the host after the meeting has started, and then leave the meeting. Please note that the person who created the meeting with their account, can not schedule other meetings at the same time.

See the procedure for making a participant a host for the meeting described below:

Make the external user host during the meeting  

• In the meeting, you can hover over the user's video, click on the three dots and choose Make Host.

• Alternatively, you can make another participant a host through the Participants window:
  • Click on Manage Participants in the meeting controls at the bottom of the Zoom window.
  • Hover over the name of the participant who is going to be a co-host, and choose More.
  • Click Make Host.

 

Make the external user host before the meeting

The possibility to make the external user host is more complicated. But it has the andvantige that you don't need to attend the meeting. There are some requirements that needs to be met:

• The planned meeting needs to have "Join before host" activated.
• The external user needs to have the Zoom-application installed. And needs to use this to join the meeting it wants to clame host in.
• You need to know your "Host key". 

Step 1: Plan the meeting and activate "Join before host"

Open Zoom and click Schedule. 

After this is done, fill in the meeting information and click on Advanced Options at the bottom of the vindow and mark "Enable join before host".

At the end you click the Schedule at the bottom right. 

Step 2: Find your "host key" and send it to the external user

Now that the meeting is planned you need your Host key to give this to the external user so they can clam host. You find your host key at the bottom of your Zoom profile page. 

Press Show to see the hidden 6-diget number that the external user needs to become host.

Step 3: Claim the role as host for the external user

Now that you have planed a meeting and invited your external guest host and given it your host key, It can join the meeting and claim host privilges. After the external user has joined the meeting it can do this by clicking the Claim host -button at the bottom of the partisipant-list

It will then be asked for your Host Key and need to click Claim Host. Then it will have become host on your behalf.