Virtual Office Hours

When doing virtual office hours, there are two ways to proceed:

  • Office hours that occur at the same time each week
  • Office hours that are scheduled at different times during the week

Virtual office hours that occur at the same time each week

In this scenario, teachers can set up one recurring Zoom meeting with no fixed time and the waiting room enabled. To do this:

1) Log into Moodle and navigate to your Zoom plug-in. Information regarding how to add the Zoom plug-in to your Moodle course can be found under the heading “Scheduling virtual course meeting through Moodle”.

2) Click Schedule a New Meeting.

Click Schedule a New Meeting

3) Complete the form as shown here and click Save.

In "topic" field, indicate the time of the virtual office hours; in "Time Zone" field, check "Recurring meeting"; in "security" field, check "waiting room"; in "video" field, under participant section, check "on" or "off" to decide whether participants will join with video on or off; In "meeting options" field, do not check "enable join before host" and do not check "use personal meetind ID"; finally, click save

4) Your office hours will appear at the top of your scheduled meetings. You will start the meeting at the scheduled time. Students will click to join the meeting. They will automatically be put into the waiting room. You will control when to invite the student from the waiting room into the meeting.

Your office hours will appear at the top of your scheduled meetings.
Click Schedule a New Meeting

Virtual office hours that are scheduled at different times during the week

In this scenario, you will not have fixed office hours. Instead, students will schedule virtual meetings with you on an as-needed basis. To do this, you will use the Moodle Scheduler plug-in. You will indicate blocks of time when you are available, and students will book a particular time slot.

1) Log into Moodle and navigate to your Zoom plug-in. Information regarding how to add the Zoom plug-in to your Moodle course can be found under the heading “Scheduling virtual course meeting through Moodle”.

2) Click Schedule a New Meeting.

Click Schedule a New Meeting

3) Type “Office Hours” into the Topic field without indicating a specific time.

Type “Office Hours” into the Topic field without indicating a specific time

2) Copy and save the URL generated by completing the previous step. You will need it later.

office-hours-different-times-step2

3) Navigate to the main page of your Moodle course and Turn editing on.

Turn editing on

4) In the top section of the course, click Add an activity or resource.

Add an activity or resource

5) Click Scheduler

Click Scheduler

6) Complete the form as shown here and click Save and display.

Under General section, in "name" field, enter a name; Under Options sections, in "mode" field, select unlimited; in default slot duration field, enter, in minutes, the length of each time slot; In notifications field, select yes or no to decide if you would like to receive an email notification of a booking.

7) Click Add slots, and then Add repeated slots.

Click in the arrow besides add slots, select "+ add repeated slots" in the drop down menu

8) Complete the form as shown and click Save changes.

office-hours-different-times-step8

9) The available time slots will be generated…

Screenshot of the available time slots generated

…and the Scheduler will appear on your Moodle course page.

Screenshot of scheduler

10) When a student clicks on the link, they will be able to reserve a time slot by clicking Book slot. They will also see the meeting Location.

Arrow points Location's link which is the Zoom session's link. Another arrow points to "Book Slot" button where students can click and reserve a time slot.

11) As the instructor, you can see if someone has booked a time slot when you click on the Scheduler. You will also receive an email notification if you selected that option in Step 6.

Screenshot showing a student booked a time slot under student tab.
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