Zoom session scheduling
PEDAGOGY – ZOOM SESSION SCHEDULING – PED-PRO-017-A
Version: 1.0 | Last update: 05/11/2025 | Department: Academic Coordination
🎯 Objective
Define the standardized process for creating, scheduling, and distributing Zoom links
for all online or hybrid courses conducted by the Dubai Precious Metals University.
This ensures that every session is correctly programmed, accessible, and traceable within the pedagogical planning framework.
👤 Who
- Academic Coordinator
- Instructor (Zoom host or co-host)
- Administrative Assistant (pedagogical support)
🧩 Inputs / Outputs
Inputs:
- Validated course schedule (see PED-PRO-015-A)
- Instructor assignment and availability (see PED-PRO-016-A)
- Zoom institutional account access
Outputs:
- Zoom link created, saved, and shared with instructor and students
- Session recorded and archived (if applicable)
- Pedagogical tracking log updated
⚙️ Process Steps
- 1. Access and Preparation
The Academic Coordinator or Administrative Assistant logs into the institutional Zoom account (or the program-specific account).
Prepare the following details:- Course title
- Program and level (e.g., BBA3 – MBA1)
- Date and time (start and end)
- Instructor name
- Recurrence (if multi-session module)
Open the planning file (PED-LOG-017) to register the session data.
- 2. Creation of the Zoom Meeting
In the Zoom interface, click Schedule a Meeting and fill in:- Topic: “DPMU – [Course Title] – [Instructor Name]”
- Description: Include program, level, and session type (e.g. lecture, workshop)
- Date & Time: as per validated planning
- Duration: according to the number of hours in the module
- Recurring meeting: tick if applicable (weekly, biweekly)
Under Security, activate:
- Waiting Room
- Meeting Passcode
- Host and Co-Host access only before students
Set video and audio to “on” for both host and participants.
- 3. Assign Host and Co-Host
Under the Advanced Options:- Set the instructor as Host if they manage the session directly
- If the session is organized by the school, the coordinator remains Host and the instructor is Co-Host
Check that recording permissions are granted to the instructor if the session must be archived.
- 4. Save and Copy the Meeting Link
Once saved, click Copy Invitation and paste it into:- The Planning Tracker (PED-LOG-017)
- The LMS session (MasterStudy or equivalent)
- The internal Drive folder for the relevant module
The meeting ID and passcode must be kept internal and not published publicly.
- 5. Communication to Participants
The Administrative Assistant sends the Zoom invitation to:- The instructor (confirmation copy)
- The group or class concerned (via CRM or institutional email)
The email subject follows this format:
“[DPMU] Lien ZOOM – [Course Title] – [Date]”
It includes:- Course title and instructor name
- Date and time
- Zoom link and passcode
- Reminder: punctual connection and camera activation required
Communication is logged in PED-LOG-017.
- 6. Session Follow-Up
During the session:- Ensure attendance is taken via LMS or Zoom participant list
- If recorded, rename the file following the model:
DPMU_[CourseName]_[Instructor]_[Date].mp4
The recording is stored in WorkDrive › Pedagogy › Zoom Sessions › [Month-Year].
- 7. Post-Session Control
The Academic Coordinator verifies:- That the session occurred as planned (attendance sheet or LMS log)
- That any recording has been archived correctly
- That no duplicate or overlapping sessions exist
The control result is noted in the “Zoom Session Tracker” (PED-LOG-017).
✅ Controls
- Each online session must have a unique Zoom link and a named instructor
- Recordings are stored with date and course title
- Tracking file updated weekly and validated by Academic Coordination
📁 Records
- Zoom session logs and meeting IDs
- Zoom Session Tracker (PED-LOG-017)
- Recordings (if applicable)
- Stored in WorkDrive › Pedagogy › Zoom Sessions › [Month-Year]