Distance Learning Services at Kyoto University

Each department at Kyoto University is making an effort to prepare distance learning services due to COVID-19.
The information processing office introduces to the related information.

Please pay attention to the security measures and settings if you serve as the host.

Zoom

Kyoto University supports the Zoom for distance learning toward the faculties.

Please be careful to appreciably do the settings in the case of Zoom because it seems that the Zoom system is very popular including Kyoto University.

• Security at Zoom (Zoom)
• End-to-end (E2E) encryption for meetings (Zoom)

Since 12 March 2021, the zoom account of Kyoto University has been turned on the end-to-end (E2E) encryption option. If you want to have a more confidential meeting, try enabling this option.
Please keep in mind that the following conditions must be met in order to use this service.

1. Each participant and host should be using Zoom software (application) 5.4.0 or higher.
2. End-to-End (E2E) encryption meeting must be enabled in the host’s zoom.us settings, and End-to-End (E2E) encryption must be checked in each schedule.

In detail, please see the document of End-to-end (E2E) encryption for meetings (Zoom).

It can be a secure communication method to protect more sensitive meetings. I recommend using it if you have no problems(Out-of-support devices, using the web version of Zoom, etc).

• If “join before host”, “Cloud recording”, “Breakout rooms”, “Polling”, etc. functions are turned on, the e2e encryption is automatically disabled.

How to turn on End-to-end (E2E) encryption on a schedule.

If the End-to-End (E2E) encryption meeting was enabled in the host’s zoom.us settings, the following “Encryption” item will be displayed on a schedule. Chech on “End-to-end encryption” button and save the setting.

Simultaneous Interpretation

The Zoom has the language interpretation feature in the meetings and webinars.
We introduce how to use the feature.

• [En] Host (Administrator) – Let’s use the simultaneous interpretation feature on Zoom! (Google Slide)
• [EN] Interpreter – Let’s use the simultaneous interpretation feature on Zoom! (Google Slide)
• [EN] Guest (Participants) Let’s use the simultaneous interpretation feature on Zoom! (Google Slide)

Troubleshooting

• Webcam/camera not working or cannot turn on in Windows 8.1/10 – Ideapad, ThinkPad (Lenovo document)

Security information

• Control your Zoom data routing
• Let’s hide the background for protecting your privacy using the “Virtual Background” feature.
• Disable Photo, Screen & URL Sharing for Participants on Zoom to Prevent Unwanted Images During Video Calls (regarding Zoom)
• In-Meeting File Transfer (Zoom Help Center)
• Meeting and Webinar Passwords (Zoom Help Center)
• Waiting Room (Zoom Help Center)

Other Helpful information

• Focus mode
  • The focus mode can’t hide participants completely like in a webinar. It is a feature that allows you to control video and screen sharing. It seems to be intended for use in classes.
  • Incoming Updates! Start Using Focus Mode, Limit Screen Sharing, and Seamlessly Transfer Meetings (Zoom Blog)

How to create the video file to merge the presentation and speaker’s voice

ex 1. Use Zoom

1. Use  “Sharing slides as a Virtual Background”
   * Please turn on the “Share computer sound” button.
2. Record the shared slide on Zoom.

ex 2.Use Microsoft PowerPoint

1. Add or delete audio in your PowerPoint presentation (Microsoft)
2. Save a presentation as a movie file or MP4 (Microsoft)

Our Services  (Center for Southeast Asian Studies)

The information processing office has been providing the remote meeting system “Google Hangouts Meet” among G Suite (Google) cloud services to our staff.

• Google Meet Service
  • [EN] Let’s use the virtual background in Google Hangouts Meet utilizing Snap Camera (for Mac)
  • Google Meet implemented the Virtual background! (Nov 11, 2020)
• “Zoom Pro + Webinar 500” (Jan. 2021 – Dec. 2022 / Rental Only for CSEAS staffs)
  • Simple User Manual for Webinar – Zoom – (Nov 26, 2021)

About the security measure of Google account, please see the following document.

• How to set the two-step verification to Google account

Then, the Office has been supporting the distance meeting using Google Hangout Meet Hardware (Chromebox for Meetings)  linked with Google Calendar.

Note: Please keep in mind that sufficient preparation and arrangements with an organizer, a moderator, a supporter, and an IT support staff. Therefore, please contact the information processing office as soon as possible because a long time is needed by supporting it.

Helpful tools & information

• Sharing ideas using  Jamboard
• Present high-quality video and audio in Google Meet
• Accept and present audience questions
• Volume adjustment for each tab in Google Chrome: “Volume Master” add-on.
  The tool is very helpful if you join or manage multiple meeting rooms.
• Tile view of all participants of a meeting room in Google Chrome: Google meet Grid View add-on

Online Learning at Kyoto University

The information regarding online learning has been uploaded or introduced as below.

Online Learning System (Center for Information Technology)

The detailed manuals (only Japanese) have been uploaded.

[New] Working using ICT (Graduate School  of Education, and Faculty of Education)

The manuals (only Japanese) easy to understand have been uploaded.

Online Learning Resource (Next Education and Communication with Technology)

Support resources of each department at Kyoto University and the support website of overseas universities (only Japanese) have been introduced.

Distance Learning Support Service of Kyoto University (Institute for Information Management and Communication)

Kyoto University has been striving the support regarding various distance learning.

Note: Please keep in mind that sufficient preparation and arrangements with an organizer, a moderator, a supporter, and an IT support staff. Therefore, please contact the information processing office as soon as possible because a long time is needed by supporting it.

29th May, 2020.