Our programming is entirely virtual on two platforms: Gather Town and Zoom.
- 1 Create a Zoom Account
- 2 All Attendees – Tips for Using Zoom
- 3 Zoom Access Features
- 4 Interpreters – Instructions
- 5 Admin Set-up – Instructions
- 6 Additional Zoom Support & Resources
- 7 Access Guide Pages – Navigation Menu
- 8 Site Menu
Create a Zoom Account
You will need to have a Zoom account set up in advance.
- Visit the Zoom website.
- In the top right corner, select the orange button Sign Up, It’s Free and follow the instructions.
- Please ensure that you create your Zoom account with the same email address that you used to register for the event to avoid being removed from sessions.
All Attendees – Tips for Using Zoom
- Please mute your microphone when you are not speaking.
- Avoid posting comments in the Chat during a presentation, unless specifically invited to, because a screen reader will speak out every chat entry and override the presenter’s voice.
- If you speak, say your name at the beginning (i.e., “This is Jodie speaking…”), and when you’re finished speaking, say that you are done (i.e., “That’s the end of my comment.”) This provides context for your listeners and for the Interpretation team.
1. Choose Your View: Gallery View vs Speaker View
Gallery View lets you see small thumbnail displays of everyone on the call, in a grid pattern. Speaker View lets you see a large display of the person who is speaking.
On a PC or Mac computer: Click the Gallery View or Speaker View button in the upper-right corner of the Zoom window.
On Android or iOS: Swipe left to shift to Gallery View. You will see up to 4 participants at time. Keep swiping left to see more participants. Swipe right to return to Speaker View.
On iPad: To switch to Gallery View tap the Switch to Gallery View button in the upper-left corner of the Zoom window. If you don’t see the controls, tap your screen to get them to appear. You will see up to nine participants at a time. Swipe left to see more participants. To switch to Speaker View, tap the Switch to Active Speaker button in the in the upper-left corner.
2. Hide Self View
The Hide Self View button will remove your video block from your view. Remember that when your video is off, everyone on the call will still see you even though you won’t see yourself.
To return your video to your view, click the Show Self View button on the upper right corner of the Zoom window. To turn your video off completely, see the section below called Turn your video on and off.
3. Activate or Disable Call Features
On a PC or Mac computer: Find the toolbar across the bottom of the Zoom window.
On a tablet or cellphone: Tap the screen until the toolbar appears at the top or bottom of the screen. The toolbar is a long black rectangular box that contains several buttons and controls.
4. Activate or Disable Control Options
On a PC or Mac computer: Find the … button (looks like three dots) by hovering over your own or another participant’s video grid. It’s in the upper right corner of each participant’s video. Click on the … button to find a menu of controls.
You can also find the … button and menu next to your name in the participants list. To see the list of participants, find the Participants button on the toolbar – it looks like an illustration of two people with a number beside it. Click the Participants button. It opens a list of participants on the right-hand side of your screen. Find your name in the list and hover the mouse over your name. Two blue buttons will pop up next to your name; click on the More button to find a menu of controls.
On a tablet or phone: Tap the screen until the toolbar appears at the top or bottom of the screen. Find the … More button (3 dots followed by the word More). Tap it to enable more control options.
5. Leave the Session: Use End Button to Exit
On a PC or Mac computer: To leave the meeting on a PC or Mac computer find the End button on the toolbar. It’s a red button with white text located on the lower right corner of the Zoom window. Click the End button. A small window will pop up with the Leave Meeting button. Click the Leave Meeting button to leave the Zoom call.
On a tablet or cellphone: To leave the meeting on a table or cellphone, tap the screen to see the toolbar. Find the Leave button in the upper right corner of the screen. It’s a red button with white text. Click the Leave button and the Leave Meeting button will appear. Click the Leave Meeting button to leave the Zoom call.
Zoom Access Features
- You can phone into a Zoom meeting as well as joining with video.
- Zoom is accessible with a screen reader.
- Live Transcription will be provided in real time for all sessions. All spoken content will be transcribed and appear during the presentation as subtitles, visible to all participants.
- Chat messaging function is accessible to screen readers. However, we recommend that users turn off their screen reader voiceover during the presentations. If you have your screen reader on during a zoom presentation, the tech will speak out every chat entry and override the presenter’s voice. The moderator will read aloud anything relevant posted in the chat.
- Zoom supports Keyboard Shortcuts for easy navigation and is compatible with screen readers such as NVDA, JAWS, VoiceOver, and Android Talkback.
- For more information, visit X University’s guide to Keyboard and screen reader accessibility in Zoom.
In Zoom sessions, we will “spotlight” our ASL Interpreters.
- Choose “Speaker View” from the top right-hand View menu, and you will always be able to see the session speakers and the ASL Interpreter.
- For more information, please read X University’s guide to ensuring ASL interpreter is always visible.
- Participants are given “Interpretation” option (on the bottom bar)
- Participants must choose “Audio Description” in order to hear Audio Description (with original audio quiet in the background).
- Participants can also select “Original Audio” or “Off” to mute Audio Description.
Interpreters – Instructions
- ASL interpreters join the meeting just like any other participant.
- ASL interpreters need co-host status to spotlight themselves while signing.
Audio Description Interpreters:
- AD interpreters join the meeting just like any other participant.
- Host selects “Interpretation” button on bottom bar.
- Selects “Manage Language Interpretation.”
- Host adds interpreter from participant list and selects “Start.”
- Interpreter receives on-screen message and selects “OK.”
- Interpreter can be heard by participants only on “Audio Description” channel.
- Interpreter’s voice will override original audio (which will remain quiet in the background).Host must make interpreter “Co-Host” in order to unmute themselves.
- NOTE: For Host and interpreter to communicate, both must switch to “Original Audio” to hear each other, and then switch back to “Off” for Host and “Audio Description” for interpreter.
Admin Set-up – Instructions
General Zoom Access Features:
- Set-up online (not desktop app)
- Assign ASL interpreters co-host status.
- Under “Schedule a meeting,” enable “Interpretation” (and add Original Audio and Audio Description, if not shown as options).
- Using Language Interpretation in your meeting or webinar – Zoom Help Center
Additional Zoom Support & Resources
- Download the Zoom app
- Zoom’s Quick Start Guide for New Users
- Zoom’s 1-minute video tutorial on Joining a Meeting
- Zoom Accessibility Information
- Virtual Events & Meetings – Accessibility – X University
- Accessibility in Zoom – X University Guide
- ReVision Workshop Culture & How to Zoom
- Event Activities
- Online Platforms
- Partners and Sponsors
- Programme At-A-Glance
- General Access Information
- Access Practices
- Gather Town – Access Guide
- Zoom – Access Guide
- Presenters, Performers, & Moderators – Access Guide
- Access Support Team
- Glossary of Terms
- Keynote Speakers
- Restricted Access – Registered Attendees only