Zoom Guidelines

1. Log into the Zoom session about 10 minutes early to set up the room and check the order of arrival if students join early.

2. Screenshare the drop-in slide deck.

3. Create a breakout room and set it to “assigned only.”

4. Rename yourself to something like “Host” or “HAS-Bot” to signal you’re supporting the process but not serving as an adviser or student.

5. Admit students into the main session as they arrive and explain the drop-in process.

6. If the breakout room is empty, you can send the student to speak with the adviser right away.

7. If the adviser is currently working with another student, let the waiting student know approximately how long the wait will be.

8. If two or more students enter the session at once, track their arrival order and admit them into the breakout room accordingly. You may make a simple list to prioritize them. If two students arrive at the exact same time, use alphabetical order as a default.

9. Continue filtering students into the breakout room as the adviser becomes available.

10. Occasionally listen in to stay aware of tech support needs or to learn how advisers are answering common questions.

11. Monitor Teams chat for any updates from advisers (e.g., needing more time), and inform students waiting in the main room as needed.

Creating the meeting

If the Program Coordinator is creating the Zoom for drop-ins, here are the settings that should be selected in zoom: 

Meeting Name:
Humanities Academic Services Drop-In Advising

When, Duration, and Time Zone:

• Check “Recurring meeting”
• Under “Recurrence,” select “No Fixed Time”

Security:

• Enable “Waiting Room”

Options:

• Expand the “Options” section
• Uncheck: “Allow participants to join anytime”

Alternative Hosts:

• Add the UW email addresses of all HAS staff members
• This allows advisers to manage participant entry, create breakout rooms, and facilitate advising sessions

Final Step:

• Click Save