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NC State Extension

Best Practices for Extension Conference Presenters

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The following recommendations will help session presenters create a positive virtual 2021 Extension Conference experience for all participants.

Log into your NC State Zoom dashboard to find these settings.

Protect Your Session

Protect your session with a passcode. Do not post the link anywhere other than in the Extension Learning Management System (XLMS) and share it only with registered participants.

For additional recommendations, review DELTA’s factsheet, Protecting Zoom Meetings from Unwanted Disruptions.

File with passcode turned on.

Enable Closed Captioning

Closed Captioning options are found under Meeting Settings on your NC State Zoom dashboard.

Review meeting settings

Make your live session as accessible as possible by enabling Closed Captioning and automatic Live Transcripts. (These settings are enabled by default for all ncsu.edu accounts.)

Closed captioning in Zoom

Enable Live Transcripts when you start your presentation so that all participants may benefit from seeing the captions. You’ll find the icon in the Zoom toolbar or within the More menu in narrower windows. Participants will be notified that this service is available.

Live Transcripts aren’t perfect, but they are the best option we have for providing captions for those with hearing disabilities and other audio challenges. We recommend you make this a habit and enable it for all your Zoom workshops. Enable Live Transcripts

See Zoom’s Help on Managing Closed Captioning for more information.

Take Attendance

Log into your NC State Zoom dashboard and turn on Registration for your session. When participants log in, they’ll be prompted to enter their names.

Zoom Meeting window showing registration option selected

You may still have to ask anyone who is attending as a group to type their names in the chat window.

Return to your NC State Zoom dashboard after the session to access the registration list and use it and any information collected in the Zoom chat window to record attendance in XLMS.

  1. Click on Meetings, then click on Previous Meetings.Preview meeting information
  2. Click on the session title. Scroll to the bottom of the page and View the registration list.View registration list

Record Your Session

There are likely to be participants who are interested in more than one topic per session. Links to recorded sessions will be shared after the conference is complete. Please follow these instructions to record your presentation.

  1. Use the Record to the Cloud option. Zoom will automatically generate and attach a caption file.Record to the Zoom Cloud
  2. Complete this form to share the session title and link to your completed recording with Extension Information Technology.
  3. Your link will be posted on an internally shared conference page. The page link will be shared with the organization via email.

Questions?

Extension Information Technology is here to help. Email ces_help@ncsu.edu or call 919-513-7000 for assistance in preparing for your 2021 Extension Conference presentation in Zoom.