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Fall Program Committee Meetings

Joining the Virtual Meeting

The day of the meeting, participants are asked to log in 5-10 minutes before the meeting start time to ensure connectivity and to troubleshoot any technical issues. 

Connectivity:
Position yourself as close as possible to your Wi-Fi router for the strongest possible signal. 

Disconnect any other device that may be using your camera and/or microphone, internet connection and close any other large application on your computer/device that would take up a lot of memory, to have as much bandwidth as possible dedicated to the video call.

Test your internet connection by clicking here: https://zoom.us/test

Audio:
We recommend using a computer or laptop with speakers or headphones. A mobile device will have limited functions in Zoom.

You will have the opportunity to check your audio prior to joining a meeting.

  • A conference call number will also be available, should you have any issues with your computer’s audio. Long distance charges will apply.

If you have any issues while connecting, consult the "Troubleshooting" information section below. If you continue to experience issues, please contact us immediately to assist. 

We highly recommend using the Zoom Desktop Client to ensure the best experience and access to all enabled functionalities. 

OPTION 1:     Joining via the Desktop Client:

Step 1: Click on the link in your email invitation to join. You may be instructed to download or “Launch Meeting” the Zoom  desktop client application. If prompted to perform an update, please do so, and/or click “Open Zoom Meetings”.   
Step 2:  Test your audio by clicking on “Test Computer Audio.”
Step 3:  Click on “Join Audio by Computer”, once the audio test is successful.


OPTION 2:     Joining from your Web Browser Version (via Google Chrome or Firefox):  

Step 1: Click on the link in your email meeting invitation.   
Step 2:  If prompted to open the Zoom desktop client, click “Cancel”.
Step 3:  Click “Join from your Browser” link and enter the meeting ID.
Step 4: Click “Join” and follow the prompts.


OPTION 3:  Joining via Audio Connection only (Dial-in)

  • A conference call number is provided in your email invitation for those who can only dial-in and cannot use Zoom. Please refer to your email invitation for details specific to the meeting. Long distance charges will apply; there is no toll-free number available.
  • If you are only able to join by telephone, it would be like participating on any other conference call which does not provide you with the ability to view presentations or videos that may be shared during the meeting. 
  • Remote Simultaneous Interpretation (RSI) is not available through this option.

Participant Controls:
You may enable the functions below as necessary by hovering your mouse over the bottom of your screen to view the following icons:

 Microphone to mute/unmute your audio (available for Committee Members only)
 Camera to turn on/off camera (“start/stop video”) (available for Committee Members only)
 Participants to view participants in attendance (available for Committee Members only)
 Q&A to pose questions or comments during the meeting
 Raise Hand to raise/lower hand during meeting

Simultaneous Interpretation

Remote simultaneous interpretation is available in French and English via the “world icon” in the participant controls tray at the bottom of your zoom screen.

  • To hear the translation of English to French during the meeting:  select “French”
  • To hear the translation of French to English during the meeting: select “English”
  • *NEW: When listening on a channel (English or French) also select "Mute Original Audio” to only hear the selected language and to mute the audio feed from the meeting.”


Troubleshooting Zoom

We have included some information and links to assist you with troubleshooting common audio issues when connecting to meetings in Zoom.

  • Restart your computer.  Simply restarting your computer or device will resolve common audio or visual issues.
  • Ensure no other programs or apps are using your microphone or camera.  Close any programs or apps that use your microphone or camera such as MS Teams, GoToMeeting, etc. 
  • Make sure you have Computer audio and/or camera mode selected in Zoom If you want to connect with your computer mic and speakers, then you need to make sure Zoom is set to the right mode. See “ Test Computer Audio” or "Test Computer Video" to ensure settings are enabled and adjust as necessary. 
  • Try a USB headset. Built-in microphones on your computer or webcam can pick up other noise and cause an echo. We recommend a using USB headset plugged into your computer or headphones with a mic included plugged into your mobile device.
  • Unplug and replug in your mic. Try unplugging your headset or standalone microphone from the computer or device and then replugging it back in. If possible, try using a different USB port.
  • Move the microphone (if using a standalone one). If you are using a standalone microphone (i.e., not the built-in one on your computer or a headset), try moving it further away from your mouth. Also be sure to move any hand-held electronic devices (such as an iPhone) away from your mic and speakers, as this can cause feedback. 
  • Lower the volume of your built-in speakers. The built-in speakers on your computer might be playing back the sound that your built-in mic is picking up, which could cause an echo.
  • Check for sources of background noise. There could be something in your environment that is causing the unwanted noise, such as a fan blowing directly into your microphone or other voices if you are in a public area. If you cannot move away from these sources of noise, then mute yourself when you aren't speaking.
  • Mute the microphone when you aren't speaking. If you weren't able to resolve your feedback issues, then try muting yourself when you aren't speaking to avoid having the unwanted noise disrupt the session. 

Poor network performance, lack of memory or high CPU usage often causes the audio quality to drop, become delayed or sound robotic.

  • Try closing all applications you aren't using to free up some bandwidth.
  • If you're using a dial-up Internet connection with VoIP, it may cause poor performance. For optimum performance when using VoIP, we recommend using a broadband Internet connection.
  • Try closing the application and restarting to troubleshoot connection issues.
  • If the problem persists, try switching to Dial-in Audio connection instead.

If you have any questions, please contact our team and we would be happy to assist you.