Guidance, Protocol, and Tips for 106th OSSDAR State Conference

Zoom Sessions

People everywhere are transitioning to distance communication virtually through our computers using
techniques we are unfamiliar with, many for the first time. When you prepare, just like at a real meeting,
you should find a place that is comfortable where you can watch, perhaps eat, and interact at our
meetings. But don’t forget the protocol that we observe in a regular meeting, it is just as important in
a Zoom session.

General Suggestions during a Zoom meeting:

● First thing – make sure you have the latest version of Zoom installed on your computer or tablet.
If you have an older version some of the functions may not be available. We recommend that
you not use your phone, as the voting capability is not available on them.
● Find a quiet place with minimal distraction, set up a desk or table, where you can write or take
notes with pen/paper. Be aware of the lighting in your room. Stay away from bright lights and
sunny windows – they provide harsh backlight that will put you into the shadows. Also, avoid
moving objects such as ceiling fans – they are very distracting.
● To help not be distracted while staring at a screen nod your head, smile, and react as if you were
in a room together. People are watching their screens too. If you are working on something else
(with your head down), not only do you not look like you are interested or participating, but you
are probably not getting the most out of the meeting. (see Stop Video below)
● Always MUTE yourself and continue to check if you are muted during the entire
session. If you are called upon to speak, then press your space bar down, this will unmute you
and will resume the mute status when you release the space bar. You are only muted while the
space bar is pressed.
● In the same vein, if you don’t want everyone to see you because you are dealing with other things,
e.g., dogs, cats, family members, delivery people, etc., then turn off your video by clicking on the
Stop Video icon. Others will see your name on a black background, or you can use your photo
instead. To do this click on the caret (up arrow) next to Stop Video. From this click on Video
Settings, then Profile, and then Edit My Profile. You can add or change your photo this way. This
photo will show whenever you use Stop Video. Click on this link for instructions on adding a
photo: Customizing your profile
● If something goes wrong, please keep calm and do not panic. Take steps to check what has
happened by checking the WiFi connection, logging on again, or restarting the computer, and
check text or email for communication from the tech group. If all else fails, keep calm – and try
logging on again!

A virtual zoom meeting is different than a physical one, and the way to respond can be challenging.
Practice patience because there might be delays in the computers.

● Use the CHAT BOX or the RAISE HAND feature to be called upon or be recognized.
o Use the chat area to ask a question and share information with others as everyone can see
what you write in the chat area. You can also send a chat message directly to a specific
person in the meeting. Please be polite with comments. Do not send personal chats to
another participant as the session will be recorded and so will your chat messages.
o How to raise your hand in Zoom
1. During a meeting, click the icon labeled “Participants” at the bottom center of your
PC or MAC screen.
 2. At the bottom of the window on the right side of the screen, click the button labeled
“Raise Hand.”

If your window looks like this, click where it says “Reactions”

A new widow will open. Click on “Raise hand.”

3. Your digital hand is now raised. Lower it by clicking the same button, now labeled
“Lower Hand.”
4. The same method can be used to raise your hand in a Zoom meeting on a mobile
device, simply tap “Raise Hand” at the bottom left corner of the screen. The hand
icon will change color and the text below it will switch to say “Lower Hand” while
your hand is raised.

• Everyone who wants to speak can, however, as with any meeting one must raise their hand and
wait to be recognized. This is why we ask that people mute themselves so that all can hear when
another is speaking. The Zoom host is watching her screen for people to raise their hand; other
tech persons and Pages are watching the chat room and answering questions or passing those
questions to the person who is speaking. We have the ability to mute you, but we don’t want to,
so please mute yourselves unless you are speaking.
Remember these important points during this State Conference Zoom session.

• When you enter the meeting, your name will need to be changed to bring it in line with the format
included in the Standing Rules for the 106th State Conference. Delegates must have a V- before
their names, alternates and non-voting members should have NV- before their names, and all
others should have a G- before their names. You can change your name by right-clicking on your
photo. A menu will appear. Go to Rename and change your name accordingly.

• Recognition is given by standing at certain times or for certain people. Although it might seem
awkward with Zoom, it is still appropriate. Be sure to adjust your camera slightly when you
stand so your face can still be seen and not your mid-section. If you have health issues and find
it difficult to rise, then please remain seated. Times to stand include:
o Opening ritual including the Opening Prayer, Posting of the Colors, Pledge of Allegiance,
and the America’s Creed.
o When the State Regent is presented.
o When official communications from the President of the US, Governor of Oregon, or the
President General are read.
o Chapter members briefly rise when their regent reads her chapter report and when the
chapter is called during the Memorial Service.

• When you are called upon to speak, please remember that you always address the person leading
the meeting. In this case you say, “Madam State Regent.” Then be sure to give your name and
your chapter name.

Zoom can be fun and here is a tip for you to try.

• If you don’t want everyone to see your cluttered workspace, you can use a virtual background.
Go to the caret next to Stop Video. In the dropdown menu select Video Settings, then
Background and Filters in the next menu. You have several options provided. Or you can add a
photo by clicking on the plus sign at the top right-hand corner of this box. This allows you to
add one of your own photos from your computer or you can download a background such as
from the National DAR website at https://www.dar.org/members/committees/zoom-backgrounds

• We look forward to “seeing” you at this virtual event! Remember to breathe and enjoy!