Art Institute Staff Zoom Account (AVS managed)
April 30, 2021
Art Institute Staff Zoom Account
SUMMARY
The Art Institute general use Zoom account is available for any staff member who has to host a video meeting for Art Institute business purposes, but Google Meet will not suffice.
HOW TO RESERVE THE GENERAL USE ZOOM ACCOUNT
To reserve time with the artinstitute@artic.edu Zoom account, follow the instructions below:
Find an available time:
Email Devin Davis at ddavis1@artic.edu to request access to the AIC Zoom Account Google calendar, in order to view and reserve available time in the Zoom account.
Wait for access to the AIC Zoom Account calendar, then “add this calendar” to your calendars in order to view it. (You may then toggle between it being in active view and hidden by checking and unchecking the box beside it.)
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Now you can see what times are available. To reserve a spot, just create a g-cal event in that AIC Zoom Account calendar and include the following information:
Title of the meeting
Date of the meeting
Time/ duration of the meeting
Applicable description to give context about the meeting
Feel free to add attendees straight to this g-cal item (or you can send a separate email invitation to them)
Zoom info (you’ll come back to add this after steps 4–5)
Get your Zoom login info:
Sign in to the general use staff Zoom account using the username and password below:
Zoom Acct & Login:
Username : artinstitute@artic.edu
password: AICZoom1
Once signed in, you should land on the Meetings screen. Click “Schedule a Meeting” and enter the details required. Select Save at the bottom of the page.
Once the meeting is saved, copy the invitation details by selecting “copy invitation” at the far right under the Invite Link. Paste it into the g-cal description, and also paste the just the Zoom link into the location section of the g-cal. Sharing the invitation information in a separate email to attendees might also be helpful.
Once the meeting is created please sign-out of the artinstitute@artic.edu Zoom Account (click the black AIC logo in the top right corner, click “sign out”).
PLEASE REVIEW BEST PRACTICES
DO NOT schedule back-to-back meetings. Best practices are to allow for an hour window before and after scheduled meetings, since only one person may be signed in to the artinstitute@artic.edu Zoom account at a time.
DO NOT sign in to the artinstitute@artic.edu Zoom account when it is scheduled for use.
DO NOT stay signed into the artinstitute@artic.edu Zoom account when not in use.
Please be careful not to click into (or worse, delete!) existing events scheduled by other colleagues.
If you have any questions or concerns with the process, please contact Devin Davis (ddavis1@artic.edu)