Thank you for hosting A&O meetings in your personal UW Zoom account. Please follow the steps below to prepare for A&O.
Feedback: These settings were last verified on 05/30/2025. Zoom updates frequently — please email uwao@uw.edu if you notice any issues.
Zoom recording instructions
- If sharing a Zoom recording with NSTP, view this Zoom recording guide
Step 1: Update Zoom settings
- Sign in to the UW Zoom portal (washington.zoom.us) using your UW NetID and password.
- Select "Settings" from the navigation menu, then select the "Meetings" tab.
- Using the tables below, update your settings to work with processes for A&O.
- Required Zoom settings must be selected for A&O.
- Recommended settings are suggested for the best experience, but are not required. Since these settings apply at the account level, please ensure they do not interfere with your other Zoom uses.
Required Zoom settings
Section |
Setting |
Selection |
| Security | Waiting Room | On |
| Security | Only authenticated meeting participants and webinar attendees can join meetings and webinars | On |
| Security | Meeting & Webinar Authentication Options: Anyone with a Zoom account | Set to default |
| Security | Require a passcode when scheduling new meetings | Off |
| In Meeting (Basic) | Meeting chat | On |
| In Meeting (Basic) | Screen sharing | On |
| In Meeting (Basic) | Allow participants to rename themselves | On |
| In Meeting (Basic) | Meeting reactions | On |
| In Meeting (Advanced) | Full transcript | On |
| In Meeting (Advanced) | Manual captions - Allow host to type or assign a participant to type | On |
| In Meeting (Advanced) | Manual captions - Allow use of caption API Token to integrate with 3rd-party Closed Captioning services | On |
| In Meeting (Advanced) | Automated captions | On |
| In Meeting (Advanced) | Breakout room - Meetings | On |
| In Meeting (Advanced) | Breakout room options: Broadcast message/voice, create/rename/delete rooms | On |
|
Recording |
Cloud recording | On |
Recommended Zoom settings
Section |
Setting |
Selection |
| Security | Meetings & Webinar Authentication Options: Anyone with a Zoom account | Set to default |
| Security | Only authenticated users can join meetings from Web client | On |
| Schedule Meeting | Allow participants to join before host | On |
| Schedule Meeting | Mute all participants when they join a meeting | On |
| In Meeting (Basic) | Meeting chat - Direct messages | On |
| In Meeting (Basic) | Send files via meeting chat | Off |
| In Meeting (Basic) | Co-host | On |
| In Meeting (Basic) | Meeting Polls/Quizzes - allow alternative host to add or edit polls and quizzes | On |
| In Meeting (Basic) | Show Zoom windows during screen share | On |
| In Meeting (Basic) | How many participants can screen share at the same time? | Multiple |
| In Meeting (Basic) | Who can screen share? | Host only |
| In Meeting (Basic) | Allow removed participants to rejoin | Off |
| In Meeting (Basic) | Hide participant profile pictures in a meeting | Off |
| In Meeting (Basic) | Meeting Reactions | On |
| In Meeting (Advanced) | Q&A in meetings | On |
| In Meeting (Advanced) | Virtual background | On |
| In Meeting (Advanced) | Allow livestreaming of meetings | Off |
| Email Notification | Notify host when cloud recording is available | On |
| Email Notification | Options 1 & 3: send a copy to person who scheduled meeting, notify when audio transcription available | On |
| Email Notification | Option 2: Send a copy to the Alternative Hosts | Off |
Step 2: Schedule Your Meeting
- Sign in to the Zoom web browser using your UW NetID and password: washington.zoom.us
- Select Meetings from the navigation menu on the left side of the screen.
- Select the Schedule a Meeting button on the top right side of the screen.
- Use the following information to schedule your meeting:
- Topic for staff: A&O Meeting: Office Name (e.g. A&O Meeting: Psychology Advising)
- Topic for Orientation Leaders: A&O: OL Name, OL Connection Group (e.g. A&O: Emma M, OL Community Group)
- Skip: When, Duration & Time Zone
- Select: Recurring Meeting
- Recurrence: No Fixed Time
- Meeting ID: Generate Automatically
- Security: Select Waiting Room
- Security: Select Require Authentication to join
- Require authentication to join: Select "Anyone with a Zoom account" (UW NetID not required)
- Audio:
- Select both telephone and computer audio
- Choose "Select All" for global dial-in countries/regions
- Options: Select Show
- Options: Select Allow participants to join anytime
- Options: Select Mute participants upon entry
Step 3: Add/Update Alternative Hosts
Copy and paste the emails in the dropdowns below into Zoom's alternative hosts field. Instructions for adding alternative hosts can be found here.
| Campus Partners |
|
| Virtual Orientation Leaders |
|
| NSTP Staff |
|
Alternative Hosts for All A&O Meetings
| NSTP Professional Staff | mcoletta@uw.edu, ekolby@uw.edu, claney2@uw.edu, sarahor@uw.edu, csaben@uw.edu, esmith27@uw.edu, nwedler8@uw.edu, ljwiles@uw.edu, aniw@uw.edu, haleet14@uw.edu, emmajinp@uw.edu, mikkiu@uw.edu |
| NSTP Student Coordinators | zahmiya@uw.edu, emelyl2@uw.edu, nraat23@uw.edu |
| NSTP Orientation Leaders | yyang98@uw.edu, aegoode@uw.edu, zhongw27@uw.edu, anh183@uw.edu, anunaga@uw.edu, abehn25@uw.edu, elisaliu@uw.edu, exyl@uw.edu, ireneshw@uw.edu, izaiahe@uw.edu, jdchia@uw.edu, kasvina@uw.edu, kgupta7@uw.edu, macsadow@uw.edu, manthanj@uw.edu, mlaguan@uw.edu, mlopez36@uw.edu, mreyes24@uw.edu, svaniksa@uw.edu, sdittle@uw.edu, shramiah@uw.edu, stellann@uw.edu, tarak19@uw.edu, vainat@uw.edu, vatsala5@uw.edu |
| NSTP Student Assistants | adecaire@uw.edu, adepano@uw.edu, yuenakim@uw.edu, elisam8@uw.edu, jazzos@uw.edu, mouhamed@uw.edu, emilymw@uw.edu |
| NSTP Virtual Registration Assistants | siham@uw.edu, deanb03@uw.edu, nithya06@uw.edu, gcarls4@uw.edu, graceh38@uw.edu, sampro22@uw.edu, krishak4@uw.edu, brycea5@uw.edu, hayleenw@uw.edu, agomez05@uw.edu, wohlfcai@uw.edu |
Alternative Hosts for FYP & Select Departments
| UAA Advisers | ajplant6@uw.edu, cpayne2@uw.edu, dfeetham@uw.edu, dnetz@uw.edu, rlp28@uw.edu, solomonj@uw.edu, joslinb@uw.edu, kxy@uw.edu, kylaek@uw.edu, laurav11@uw.edu, marrilau@uw.edu, lilyp2@uw.edu, malikag@Uw.edu, mrich87@uw.edu, shemmett@uw.edu, shshio2@uw.edu, mccoytj@uw.edu, lbatac@uw.edu |
| ENGRUD-All EPEs & Advisers | vaguil@uw.edu, eba14@uw.edu, sboczek3@uw.edu, jacobc63@uw.edu, nadiac6@uw.edu, acipra@uw.edu, wylie237@uw.edu, mcrist2@uw.edu, edunla@uw.edu, nenman@uw.edu, alaclanc@uw.edu,, simonera@uw.edu, jgome@uw.edu, kyla4@uw.edu, yj78@uw.edu, sierrakg@uw.edu, jaykim2@uw.edu, preranak@uw.edu, skraft2@uw.edu, weronika@uw.edu, abirl@uw.edu, ktl2023@uw.edu, nleung2@uw.edu, clim1@uw.edu, jananiii@uw.edu, arjun4uw@uw.edu, nelsm2@uw.edu, ecm29@uw.edu, willm3@uw.edu, emillar@uw.edu, brockm5@uw.edu, kirinaka@uw.edu, havtu@uw.edu, aaco@uw.edu, hpark11@uw.edu, hemilp@uw.edu, map265@uw.edu, nivpra@uw.edu, opriya@uw.edu, addiprov@uw.edu, mreyes24@uw.edu, melisanc@uw.edu, vsk30@uw.edu, sshan854@uw.edu, aids2005@uw.edu,, hyukie@uw.edu, samtho03@uw.edu, thornkat@uw.edu, jyt27@uw.edu, mrw05@uw.edu, rwickl@uw.edu, erikaw16@uw.edu, rachel74@uw.edu, gzaher3@uw.edu, anniezh@uw.edu, tayholl@uw.edu, lechts@uw.edu, alliecar@uw.edu, lfryhle@uw.edu, jschleus@uw.edu, schrok3@uw.edu, lliao8@uw.edu, truggles@uw.edu |
| OMAD Advisers (include all not just ES) | mvdorn@uw.edu, kurosg@uw.edu, demic@uw.edu, lnorse@uw.edu,kmonte23@uw.edu; jono2@uw.edu; andres09@uw.edu; kaebee@uw.edu; agaeta@uw.edu; tiana14@uw.edu |
| Business Advisers (AIS) | aaronr4@uw.edu, bilenm@uw.edu, dsprenge@uw.edu, markmsul@uw.edu, garcim2@uw.edu, rzenno@uw.edu, newcomer@uw.edu |
