The University of Iowa

In this guide we will go over a common set up for providing Office Hours virtually. We will use a Zoom meeting configured in a specific way and an appointment group in ICON to make time slots available to students.

It is not recommended to use the Zoom integration in ICON to create the meeting. There are two reasons for this. First, it would create a duplicate meeting for one of the courses. Second, the meetings created within ICON come preconfigured, this configuration does not contain some of the options we need for office hours. You can use https://uiowa.zoom.us/ to schedule the meeting.

Set up a meeting in Zoom

To start, navigate to https://uiowa.zoom.us/ and schedule a new meeting:

  1. Apply the following settings:

    • Recurring meeting set to on with the Recurrence set to No Fixed Time.

    • Meeting ID should be set to Generate Automatically.

    • Enable join before host should be turned off.

    • Enable waiting room should be on. This will allow you to tightly control which students are let into the meeting at a given time: https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room

    • Only authenticated users can join should be on and set to the HawkID option. This will only allow users with a HawkID into the meeting.

Zoom: Office hours meeting
  1. Add anyone you would like to be able to start the meeting for you under the "Alternative Hosts" box.

  2. Select Save at the bottom of the page.

  3. Make a note of the Join URL and Meeting ID you are given.

Setting up the appointment group in ICON

 How do I add a Scheduler appointment group in a course calendar?

  1. Navigate to your Calendar in ICON. (https://uiowa.instructure.com/calendar)

  2. Find the date you would like to start your appointment group on.

  3. Clicking on the date will open a new window, from the three tabs at the top, select Appointment Group.

  4. Add a name and put the meeting Join URL in the Location box.

  5. Select the course calendars you would like the appointment group to be available for.

  6. Add a Date and Time Range you would like to have available.

  7. Once you have all of the time ranges in place, you can use the field below to set the length of each individual appointment. Clicking Go to the right will divide up the Time Ranges.

  8. You can then elect to further configure the available appointments. We recommend the following:

    • Limit each time slot to [ 1 ] user. This will make it so each appointment is limited to a single student

    • Limit participants to attend [ X ] appointment(s). This will limit each student to X appointments.

  9. Add the meeting ID/Join URL to the Details along with any other information you would like to be provided.

  10. Click Publish at the bottom to make the appointments available. Students will be notified of the new availability.

How students sign up

How do I sign up for a Scheduler appointment in the Calendar?