Until further notice, all WSPC meetings will be conducted by Zoom (which is similar to Skype).
What will I need to attend using Zoom? You will need a desktop computer, laptop, or smartphone that are equipped with a camera and microphone and a stable internet connection. If you do not have access to those devices, see Call-In Options at the bottom of this document.
The instructions for attending a remote meeting are as follows:
First Step: Install Zoom For Free
For smartphones and tablets, install ZOOM from the Play Store or App Store.
For your desktop computer, laptop or notebook device with webcam and microphone, please visit www.zoom.us and follow the instructions to download the app.
Second Step: Create an Account
Create a Zoom account by going to Zoom.us, and click, “sign up, it’s free” and follow the prompts from there. You will need to use your email address and create a password. You only need to do this one time; this is the account you will use each time you enter a Zoom meeting.
You should test audio and video at least 24 hours before the meeting. This can be done in the “Preferences” or “Settings” window of the program. You will also want to test the program to be sure that you have a strong Wi-Fi connection. If your signal strength is too weak this may impact your ability to participate in the meeting.
If you are unable to participate by video, see the section titled “Call-In Options”.
Third Step: Join the Zoom Call
Be sure to join the Zoom call at least 5 minutes before the start time.
To join, you will need to access the Zoom meeting information, which includes the meeting ID and password. This information can be found on the official agenda posted prior to the meeting. Please take note of the Meeting ID and Password for that specific meeting.
A “Join Now” link to the meeting will be provided. Clicking on the Join Now link will open your Zoom app and ask you to enter the Zoom session’s meeting ID and password.
After you enter the meeting ID and password, a screen should load showing your face, after you see this screen, click “join with video”.
Once these above steps have been completed, you will have joined the Zoom session and be placed into the Zoom Waiting Room. (When in the Waiting Room, you cannot hear or see the meeting proceedings.)
The name that you choose for yourself will be shown on the screen during the call. Please use both your first and last name. If you fail to do so you may not be admitted into the meeting from the Waiting Room.
You will be allowed entry into the Zoom meeting from the Waiting Room.
A message box will then appear asking you to “join with computer audio,” or “join with internet audio.” Selecting this will allow you to hear the meeting and speak through your device.
Tips:
Do not join the Zoom meeting while in a moving vehicle. Internet connectivity may affect your Zoom connection.
You may join the Zoom meeting session if you join before the host is ready to start the session. Please do not leave the meeting; once the host begins the session, you will be placed into the Waiting Room.
Join the Zoom Session at least 5 minutes before the scheduled time. If you arrive late, you will end up waiting longer in the Waiting Room.
When you are admitted from the Waiting Room, you should mute yourself by clicking on the microphone icon. If there is a red line through the microphone you are muted and cannot be heard by the people in the meeting. When it is your turn to speak, you will need to unmute yourself by clicking the microphone.
If you have not previously clicked on the “Join by Video” button, you may click on “start video” after joining the meeting so that others can see you. If the “start video” icon on the bottom left corner has a red line through it, that means that no one else can see you.
Make sure you are not sitting directly in front of or behind a window, because the light or reflection can affect the video.
Choose a quiet place to participate in the meeting. Cell phones should be muted, doors to rooms closed and disruptions minimized.
You should remain on mute until it is your time to speak. Do not speak over anyone and do not interrupt anyone. Use appropriate language as you would in a meeting.
Recording/Photographs/Reproduction: Any video recording, audio recording, photographing, taking screenshots, and/or reproducing of the livestream is strictly prohibited.
Other Zoom Features
Breakout Room: If two or more participants need to have a private conversation, the host can send them into their own meeting and then bring them back into the meeting when the conversation is over. • Share Screen: This feature can be used to share documents that you have on your computer. If a document needs to be shared with the participants, be prepared to show a PDF version from your computer with the “Share Screen” feature the host will be the only one to assign participants to share screen.
Chat Room: This feature can also be used to send documents or messages.
Call-In Options
If you are unable to join using a computer, laptop, or smartphone, you may join the hearing by calling in. While you will not be able to see the other participants, and they will not be able to see you, you will still be able to hear each other.
The number to call to join the meeting can be found on the official published meeting Agenda.
You will then need to enter the phone number followed by the pound sign (#) located on the Agenda.
You will join the meeting on mute. To unmute yourself when dialing in by phone you, will have to press *6. You should remain on mute except when it is your turn to speak. Please identify yourself when it is your turn to speak, please speak clearly and loudly so that everyone can hear you.
