Scheduling CaRMS Interviews in Zoom

Before you begin, things you need to know:

Concurrent Interviews

In order to host more than 2 concurrent interview panels, Programs will need to either use multiple Zoom accounts to schedule their meetings (2 interviews per Zoom account) or purchase a "Zoom Concurrent Meeting" add-on for their Program/Departmental account through QHS IT. While it is easier to manage all of your meetings and interviews through your primary Program/Departmental account, it can take up to 10 business days to enable the Concurrent Meeting add-on for your account, and the cost is $336 per year.

Logging in using Single Sign-on (SSO)

All interview panellists must log into Zoom using their Queen's NetID and password through Single Sign-on. If you are logged in with a personal Zoom account or non-Queen's account, you cannot be added as an Alternative Host for your interview panel.

Alternative Hosts

For administrative staff creating Zoom meetings, you must assign your interview panellists as Alternative Hosts when creating the meeting. If you cannot find someone using the Alternative Host search feature, it is likely that they have not previously logged into Zoom using their Queen's NetID. Please have them log into Zoom at https://queensu.zoom.us, and then you will be able to add them as an Alternative Host.

Here to Support You

QHS IT is available to support you while you are creating these sessions. Feel free to contact us if you would like us to review your meeting set up, and don't hesitate to call us if you have any difficulties. We can be reached by emailing qhsit@queensu.ca (non-urgent) or by phone at 613-533-6909 (urgent).

Overview

• Interviewers are assigned as an Alternative Host to a single Zoom link (interview panel) for the interviews.
• Interviewees are given a schedule of multiple Zoom links to join at the appropriate times.

The idea is to treat each Zoom link as a room. The interviewers join the Zoom link assigned to them, while the interviewees move from one Zoom link to another Zoom link throughout the day.

When scheduling for CaRMS (if you are scheduling all the Zoom links under one account), you will need to:

1. know the number of interviewers
2. organize the interviews into panels
3. create a Zoom link for each interview panel
4. assign the interviewers as Alternative Hosts for their Zoom link
5. provide a schedule that contains the Zoom links to interviewees and interviewers

If scheduling is done correctly, the interviewers will be able to start the Zoom meeting, control the waiting room and end the Zoom meeting. Everything to be self sufficient during the CaRMS interviews.

Scheduling a Meeting

To schedule a meeting, please go to https://queensu.zoom.us and click "Sign In" to log into with your Queen's NetID. Once you've signed in, click "+ Schedule a meeting".

When you are scheduling a meeting, please make sure the required meeting options below are set. 

Alternative Hosts

An alternative host can (but is not limited to) start a Zoom meeting, control the waiting room, mute participants, and end the Zoom meeting.

To assign an alternative host you will need the persons NetID email address. (1a.) Simply type the email address into the “Alternative Host” section when scheduling a meeting. (1b.) After typing in the email address, select the appropriate email. This will add it to the “Alternative Host” section. Repeat the steps to add more alternative hosts. 

Please Note: only people that have an active Queen’s University Zoom account can be added. An error will occur when saving the meeting if one of the Alternative Hosts do not have an active Queen’s Zoom account.

REQUIRED ALTERNATIVE HOSTS:

• The interviewers for the selected group
• qhsit@queensu.ca
• Any other participants that require alternative host control (Optional)

Verifying your Zoom License

1. Log into https://queensu.zoom.us
2. Select your “Profile”
3. Under “Account” section (near bottom of page) that account will indicate “Licensed” 
4. Under “Sign In” section, make sure that “Linked Accounts” listed as “Single Sign-On”

Important Things to Remember

• It is REQUIRED for all participants (interviewers & interviewees) to be singed into the Zoom desktop application with an active Queen’s University Zoom account. Anyone that does not have an active Zoom account and/or not signed into the Zoom desktop application will not be able to join the meeting. This only applies if the setting "Authenticate to Join" is set to "@queensu.ca"

• DO NOT remove people from the Zoom meeting unless it is necessary. Anyone removed from a Zoom meeting will not be able to join until the Zoom meeting has restarted.