How to join via Zoom

For Participants

Best practices for joining a virtual Zoom meeting

  • Follow this virtual meeting code of conduct, failure to do so may result in your removal from zoom sessions.
  • Download the Zoom app (for computer or smartphone) in advance of the session you would like to attend.
  • If you aren’t talking, mute or turn off your microphone.
  • If your microphone is on, avoid noisy activities like typing.
  • For better audio quality, use a headset / headphones.
  • If you are having network issues, try turning off your video and/or consider calling into Zoom via phone (more information below).
  • Join a test meeting to familiarize yourself with Zoom and check your system. Learn more on the Zoom help website.
Download the Zoom app

Join with a desktop or mobile application

  • Before joining a Zoom session on a computer or mobile device, download the Zoom app. Otherwise, you will be prompted to download and install Zoom when you click a join link (this can take several minutes and delay your access to a session).
  • Once the app is downloaded, click the Zoom link in the agenda for the session you would like to join.
  • You will be directed to the appropriate Zoom session. You’ll be prompted to join with either computer or phone audio. Select telephone if you do not have a microphone on your computer.  You will also be able to select the audio / video input and output once you are in the meeting.
Screen layout
Communicate with host or participants
Join a session by phone

For Zoom session facilitators and technicians

Key responsibilities

As session facilitator your responsibilities include:

  • Start the Zoom session using the link and password provided to you by Federica Scarpa,
  • Record the session (record to the cloud, see instructions in recording tab.
  • Assign the chat monitor co-host role so that they can manage participants.
  • At the beginning and end of each session, allow time for the chat monitor to read the script.
  • Encouraged, but optional: once the session facilitator starts a Zoom session, assign the zoom technician “host” responsibilities (this is different from co-host). Doing so frees the facilitator up for discussion and allows the zoom tech to handle the nuts and bolts of recording, moving people between breakout rooms, muting people, sharing screens, etc.  
  • Move people to breakout sessions, when applicable (see instructions in breakout rooms tab).
  • Work with chat monitor to remove any participant exhibiting unruly or inappropriate behavior (see Code of Conduct, instructions under chat monitors > troubleshooting).

NOTE: During virtual meetings it is critical to repeat instructions multiple times. List any instructions on a presentation slide, and take the extra time to go through each step. Provide examples of what outcomes may look like. 

Best practices
Make presentations available to phone participants
Breakout rooms

For chat monitors

Key responsibilities

As chat monitor, your responsibilities include:

  • Reading the prepared script and laying out ground rules at meeting start and end.
    • Monitor the chat conversation.
    • Troubleshoot problems.
  • Provide participants with links.
  • Help facilitate questions.
    • Answer the ones you can in the chat.
    • Hold the rest for the end of the presentation.
  • Remove any participant exhibiting unruly or inappropriate behavior (see Code of Conduct, instructions under troubleshooting).

The International Study of Arctic Change (ISAC) ● ISAC International Program Office ●
Arctic Institute of North America ● AOS Secretariat: International Arctic Research Center

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