Virtual Meetings

All student clubs and organizations are encouraged to conduct meetings and events virtually as a first option whenever possible. The Center for Student Engagement strongly encourages student leaders to think critically about how organization meetings can virtually be held and how you can help your organization continue to operate (and thrive) as we navigate the academic year. We hope the tips below will assist you as you continue your club and organization activities. 

Zoom

All faculty, staff, and students with an @scranton.edu email address have access to a Zoom license. This is a great resource for meeting planning, conducting virtual club events and programs, as well as 1:1 meetings with members. Use your Scranton credentials to log in from the waffle on the portal or at scranton.zoom.us.

Here are some ideas to use Zoom to help manage your organization:

  • Recruitment: Create a Zoom Meet-and-Greet room! You can also use the "breakout room" feature to split attendees into smaller group conversations.
  • Programs/Events: Use Zoom to engage with the Scranton community. Host discussion panels, awareness events, performances, and more! For events Be sure your meetings and events are registered on RoyalSync!
  • Meetings, trainings, and workshops: Use Zoom for general body and executive board meetings, as well as any trainings and workshops you want to host with your organization. Use breakout rooms for smaller committee work!
  • Socials/Hangout: Use Zoom to hangout with your members! Chat, watch a movie together, etc.

If you need technical help with Zoom, contact University Technology Support by emailing techsupport@scranton.edu or calling (570) 941-4357, further instructions can be found on the Technology Support website.

Zoom Meeting/Event Best Practices

How do I protect my meetings/classes from Zoom "bombings"?

The increased use of Zoom for instructional continuity and remote working across the country has led to a rise in uninvited “guests” joining virtual Zoom classes and meetings to eavesdrop or disrupt the session.  There are a few things you can do to protect your classes and meetings from “Zoom bombing”, including:

  • All faculty, staff, and students should sign into their Scranton Zoom account through my.scranton portal
  • Use the Zoom Waiting Room feature
  • Set a password for your class or meeting
  • Check your Zoom settings to ensure that only you have the ability to share your screen
  • Learn how to mute or remove any participant
  • Avoid posting the session link publicly through social media or other channels, unless secured with a password and do not reuse your Personal Meeting ID (PMI)

Tips for Engaging Members

While making sure you continue focusing on your organizations mission and goals, it’s important to remember that your organization is an opportunity for students to connect and socialize. Even when meeting virtually, there are plenty of things you can do to keep your members connected and engaged:

  • Create a “virtual watercooler” 
  • Provide social connections outside of typical meetings and events. This could take place via text messaging platform like GroupMe.
    • Pose a daily "this or that" question or gif challenge via your student organization's text message platform.
  • Host a virtual game night for members.
  • Host virtual office hours outside of meetings for more personal connections and conversations.

General and Executive Board Meetings Tips

  • Keep meetings brief. Zoom fatigue is real. It is important to not meet just to meet. Everyone has online classes, study groups, and Zoom parties to get used to. Make your meetings short, simple and fun!
  • Tips on well-run meetings:
    • Plan out the meeting ahead of time. Know what you are going to say and do before you start the meetings. 
    • Share a brief agenda so everyone can come prepared to contribute.
    • Test out your technology before you start your meeting. Make sure your video and audio are working properly. 
    • Start your meetings with a check-in or an icebreaker, or open the meeting early to allow people to build community and chat amongst themselves before going into formal club business.
      • Take a look at some of these icebreakers for inspiration!
    • Create a document or PowerPoint and share your screen. People lose interest faster when they are just staring at faces in boxes. Try presenting the meeting rather than just speaking to your members.
    • Add more voices. Change it up. Make sure other members are able to speak. Don't meet simply to meet.
    • Create a group chat on any platform to communicate meetings have been canceled. And don't underestimate email meetings, they can be just as effective if there isn't much to share. 

Questions?

We are here to help! All questions regarding clubs and organizations can be directed to Patricia Cummings at patricia.cummings@scranton.edu.