FAQs For Faculty

You can host online classes from the AMS in two ways:

From Course Dashboard

• You will see a list of your courses under “My Courses” tab.
• Select the course for which you want to host an online class.
• Click on “Schedule Class”.
• You will now see the page that has timings of classes for the selected course.
• Click on “Generate Remote Session”.
• You will be able to generate Google Meet/Zoom links for your class.

From Course Timetable

• Under Faculty Dashboard, click on “My Time Table”.
• Under each scheduled class on your timetable, you will see “Generate Remote Session”.
• Upon clicking “Generate Remote Session”, you will be able to generate Google Meet/Zoom links for your class.

• Share Educational Content With Your Students.
• Meet Your Advisees/Mentees.
• Make Announcements.
• Plan And Share Your Class Schedule.
• Give And Receive Mid-Semester Feedback.
• Save And Publish Grades.
• Plan And Start Remote Sessions

Mentees are first year students who require guidance about general aspects of academic life at Ashoka. They may require help deciding their majors/minors etc.

Advisees are students who have completed their first year and have decided a field to major in. This chosen field is taken into account so that the mapping of advisor to advisee done is beneficial to both parties involved. For eg. A CS major would be advised by a CS professor.

• Navigate to AMS portal
• Under tab “Student Interaction”

You can use the “Announcements” feature on AMS to send messages to:

• Individual students
• Multiple students
• Pre-defined groups such as a particular LS or DS.

For step by step instructions please visit this Page

You can use the “Share Content” page in AMS to upload new content to the following:

• To all students from LS and DS sections of the course you are teaching
• To individual/multiple students or a custom group
• To co-faculty teaching the same course

For step by step instructions please visit this Page

You can edit/update the course information directly from the page “Course Catalogue”, by following the below steps:

• Log into AMS>>Manage Courses>>Click “Edit Course Catalogue”.
• Select the programme and Session.
• Click on “Get”. The list of your courses should appear.
• Clicking on “Add/Edit Info” and make the desired changes.

All changes are made in real time and will reflect in the course catalogue immediately on saving.

Log into AMS >> Navigate to “Student Directory” on Dashboard and you will see the following two pages:

• “All Students Page” – You can search and get any list of students from All Students Page.
• “My Student Page” – You can search and get a list of students in any of your LS.

You can use the “Enter feedback” against each student to add any confidential comments against a student.

• Faculty can mark attendance of the students from the “Enter attendance” page under course dashboard.
• Student attendance from online classes like Google Meet and/or Zoom is available on AMS within 24 hours after the class has ended. Online attendance is synced externally from Google and Zoom servers and hence they may take some time to sync to AMS.
• Students and faculty are required to join sessions using their Ashoka email ID, the attendees will get recorded and the attendance will be marked automatically.

For step by step instructions please visit this Page

The AMS does not have this feature currently. However, we are currently building a feature that will allow the same.

At the top-right of your screen there is a panel that has a person icon showing the number of people who have joined your meeting. If you click on it, it will also show you the names of people who have joined the meeting.

• Click on the “Present Now” button on the bottom-right corner of your screen.
• It will prompt you to choose whether you want to share your screen OR a specific window.
• Choose your option.
• Once you start sharing your screen, the Google Meet window will say “You’re presenting to everyone.

• Share your screen- Makes your entire screen visible to participants. They will be able to see you navigate through different tabs/windows/apps.
• Specific window- Makes only the selected window visible to participants. Other apps/windows that you are working on, will be hidden.

You can stop presenting your screen by clicking the button ‘Stop presenting’ being displayed in the center of your Google Meet window.

• Navigate to the control panel at the bottom of your screen.
• Click on the three dots at the extreme right.
• Click on the “Record Meeting” at the top of the pop up menu.
• You should now see a red recording icon at the top left of your screen.

• Navigate to the control panel at the bottom of your screen.
• Click on the three dots at the extreme right.
• Click on “Stop Recording”.
• The recordings should automatically be saved in your drive under a “Meet recordings” folder.

Google Meet recording will be saved on the Google drive in Folder “Meet Recordings” of the user who created the session, you can share the access of this folder with students or you can share the link of the link a particular recording via announcement function available on AMS.

At the bottom of your screen, there is a panel that has the option to turn on/off your camera/microphone. These options are also available to edit before joining the call/meet.

• Name of the meeting is displayed on the bottom-left corner of the screen.
• Upon clicking the name, a pop-up message shows the details of the meeting.
• Click on “Copy joining info” and share the link by pasting it.

You can schedule additional classes as per need from AMS.

• Log into the AMS with your Ashoka email id.
• Under the Faculty Dashboard, click on “Remote Interactions (Other than timetable)”.
• Click on “Click to Schedule”, fill the requisite information and “Submit” to schedule additional sessions.

You can schedule additional classes as per need from AMS.

• Log into the AMS with your Ashoka email id.
• Click on “My Time Table” tab OR “Remote Interactions” on your dashboard.
• Under each scheduled class, there will be a link to join, “Click to Join”.

Yes, it is advisable to end the zoom/google meeting.

You will be able to end your session/meet, by clicking on the red button with a phone icon, at the centre bottom of your screen.

For more specific problems, visit Google Meet Help to solve your issue.

• Log into the AMS with your Ashoka email id.
• Click on “My Time Table” tab OR “Remote Interactions” on your dashboard.
• Under each scheduled class, there will be a link to join, “Click to Join”.

If you have used Google Classroom for the session, the recording can be accessed from the google classroom itself, if you have used Google Meet recording will be saved on the drive of meeting creator in folder named ‘Meet Recordings’.

IMPORTANT NOTE – If the TA/TF has scheduled the session(s), the recording(s) will be available in their drive and NOT yours.

You are required to share your Meet Recordings from your google drive with the students. Alternatively, you can copy the link of the meeting and share through “Announcements” on AMS.

The count in G-CR is updated when the students join the class from the AMS.

To share the folder through google classroom, please follow the following steps:

• Go to the folder/document that you want to share.
• Click on “Share”.
• Copy Link.
• Click “Done”.

The students will now be able to access the folder. Please go through the Google Support Site for the same.

However, the recommended way is to make an announcement regarding this through AMS. Please follow the steps given below:

• Log into your AMS.
• Copy the link and send it as “Announcements”.
• To a group (pre-defined).
• To an Individual, by choosing from drop down the list.
• You could also create a group (from “Define Groups” under Miscellaneous tab).
• By clicking on “Announcements” on Dashboard.
• Click “Compose”.
• Add mandatory details and click “Submit”.

It is a 6-digit PIN used to claim being the host. The host is the person in control of the meeting in terms of managing the number of participants, their privileges, etc.

• Navigate to “My Courses” on your AMS dashboard.
• Select the course for which you want to start the zoom meeting.
• Click on “Class Schedule”.
• You should now see a list of your classes for the course along with their corresponding host keys and joining links.
• Watch video

• Click the “Participants” icon on the panel at the bottom of your screen.
• Click “Claim Host” at the bottom of the participants list.
• Enter your host key and tap OK.
• Watch video

Yes, Hosts can create co-hosts from the participants.

• Click the “Participants” icon on the panel at the bottom of your screen.
• Search for the participant you want to make a co-host.
• You will see two options next to the name on the participants.
• Click “More” and choose the “Make co-host” option to make that participant a co-host.

At the bottom left of your screen, there is a panel that has the option to start/stop your video and mute/unmute your microphone.

• Navigate to the bottom of your screen and locate the control panel.
• Click on “Share Screen”.
• This will initiate a pop-up window asking you to pick which screen to share.
• After choosing the appropriate window, click ‘Share’ to start sharing.

There is an option of “Stop Share” on the top right of your screen. Click to stop sharing.

Yes, the participants can share their screen. However, only one person can share the screen at a time.

• If you are not the host of the meeting, you will need to ‘Claim Host’ to record the meeting.
• Navigate to the control panel at the bottom of your screen.
• Click on the “Record” button to start recording the meeting.
• Once you start recording, you should see a “Recording…” label at the top left of your screen. Here, you can click on the pause and stop icons to pause the recording at specific moments and/or only record a portion of class.

Students will get access to the zoom recording the next day (or up to 24 hours) of the session, students can download the session recording from their “Remote Interaction Dashboard”.

Breakout rooms allow you to break your Zoom meeting in up to 50 separate sessions. This feature can only be used by hosts and co-hosts.

• At the bottom of your screen, you will see the “Breakout Rooms”.
• Upon clicking you will be required to enter the number of rooms you want to create.
• Choose option “Automatically” to assign the participants automatically OR “Manually” to manually assign participants.
• Once done, click on “Create on Breakout Rooms”.
• A pop-up window titled “Breakout Rooms” will be displayed with the rooms you have created. You can move participants from one group to another in the same window.
• Click “Open All Rooms” to begin the separate sessions.
• As a host/co-host, you can hop between the different rooms from the “Breakout Rooms” window

For more information on managing breakout rooms, Click here.

The gallery view allows you to view 25 participants at a time. To see more participants, click on the arrow next to the icon. You should now be able to go back and forth to see all the participants in a maximum group size of 25.

Navigate to the bottom right corner of your screen. You should see an “End Meeting” button. Clicking on this will end your meeting.
Note- There are two options at this stage:

• End meeting for all – This will end the meeting for all participants.
• Leave meeting (assign host) – This gives you the option to assign another host for the same meeting (eg. a TA). This way, you can leave but the participants can still interact and continue with discussions.

For more specific problems, visit Zoom Help Center to solve your issue.

You will be able to access the recording on the AMS in the ‘Class Schedule’ of the respective LS or DS. The system synchronizations will take place at night, therefore the recordings may take up to 24 hours to get synced in the AMS.

Recording is not started automatically. The host needs to start and stop the recording after joining the session.