This page provides a step by step guide on how Google Meet should be used with learners. Please refer to the main Google Meet page for full details of the service.
How to set up and end a video meeting with learners
1. Only users with Staff accounts can initiate Meets. Any Meet with a learner involved should be created using a meeting nickname. This can be done directly from Google Meet and Meets created through Google Classroom will automatically be created with a nickname. It is advised that Classroom is always used when you want to have a video call with learners.
2. Nicknames give additional protection to Meets as they can only be used within the organisation and Meets with nicknames will end as soon as the last person leaves. Further guidance on nicknames and Classroom Meets can be found in the links below.
3. When a Meet is set up within a Classroom by adding it to the settings, there will be a link generated and it can be displayed on the Classroom stream.
4. Using a Classroom Meet means that learners cannot join the Meet before it starts and the Meet will end when the last person leaves. This means that staff are in control as all learners can be removed before leaving the call.
5. To end a Meet, staff hosting should make sure all attendees have left and then leave themselves. Each step of this is shown in the table below. Attendees can also be muted as shown in A in the below table.
6. When a Classroom Meet ends it will not start again until a member of staff next accesses it and starts the Meet. Learners will see the below message when trying to access through the Classroom link:
7. Staff should not create Meets with learners through Google Calendar or Google Meet by sharing join codes or the associated URL, i.e. meet.google.com/xxx-xxxx-xxx. These types of Meets can be attended by people external to the organisation and attendees (including learners) could re-join without staff being present.
8. Staff wishing to invite external peers to Meets for collaboration will need to accept each of them individually into the Meet as they join but should be aware that they can re-join after this initial acceptance. If the attendee has a Google account they may be able to join automatically.
9. Staff may also wish to record Meets using the option available through the settings when a Meet has begun. This is a temporary service made available by Google until 30th September 2020 and all recordings will be saved in your Google Drive. This can be used to share Meets with anyone unable to attend, reuse lessons or to refer back to if required.
10. If staff members decide to record Meets, they should ensure that they have all attendees permission to do so. Further to this, they should be aware that, if a learner is sharing video, then they would appear on the recording depending on the view selected by the staff member doing the recording. The sharing of recorded videos should be discussed with local security and safeguarding officers.
11. There is a further temporary option until 30th September 2020 that allows staff to live stream Meets. This can be done by a link created through Google Calendar. This would allow up to 10,000 users within the tenancy to watch a stream and gives attendees the ability to pause and rewind.
12. If learners are joining live streams then only the live stream link should be shared with them to prevent them taking part and presenting. The Meet link should only be shared with colleagues to co-present. Invites should not be sent to learners as they would include the Meet link.
13. Google Hangouts Chat is also enabled by default for all users when video is enabled for learners. This is a separate instant message facility and staff should make learners aware of appropriate use. These chats are recorded and can be inspected by administrators.