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External INFO

NOTE: Some of these settings may not be adjustable prior to starting the meeting

      • Avoid sharing links to Zoom meetings on social media or public websites.

      • Avoid using your Personal Meeting ID (PMI) to host public events

      • Users signed in to UT Zoom accounts cannot be placed in a waiting room and will enter Zoom meetings directly.

      • Do not enable “Join before host”.
      • Make sure "host only" is the setting in share screen.
      • Turn off file transfers so they cannot upload images/documents to the chat
      • Set things up to prevent removed participants from rejoining a meeting (disable "Allow Removed Participants to Rejoin”)
      • Another idea is to make a trusted person a co-host which will allow them to act as a moderator. You can also lock a meeting which prevents anyone from joining, however, this will mean if a student is knocked off the call for some reason, they will not be able to get back in.

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    • ITS is testing a HIPAA compliant site for zoom and that it is a high priority. 
    • Escalate requests for HIPAA compliance in Zoom to ITS-Systems-Zoom. 

UT Zoom Information & Escalation Routes

ITS-Systems-Zoom - UT Zoom escalations can be assigned to this group.

#remotecrew - Ping this slack channel first regarding urgent calls for live Zoom assistance.


Note

Dell Med has their own Zoom instance.Zoom INCs or requests from DMS faculty and staff should be assigned to MDSC-ITS Operations

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Importing Zoom recordings from Desktop Client to Canvas Zoom integration

If a Zoom lecture is recorded and saved to the cloud outside of the Canvas integration (via Zoom Desktop client), then the recording will need to be imported from the cloud to the Canvas Zoom integration. Once imported, it can be published for students to view.

One of the Tier 2 grad students made a handy walk-through on importing Zoom recordings to Canvas: 

Instructors report that their students can’t view Zoom recordings in Canvas.

Zoom Cloud Recording Password Protection

Zoom defaults to protecting cloud recordings with a password. You can change this setting by logging in to your Zoom Web Portal: https://utexas.zoom.us/.

To prevent newly generated recordings from being password protected:

    • On the left, click on Settings and navigate to the 'Recording' section.
    • Scroll down to Require password to access shared cloud recordings and make sure it is turned off.

To turn off password protection on your existing recordings:

    • Click on 'Recordings' on the left.
    • Click Share next to the recording you want to password protect.
    • Disable Password protect by clicking the toggle.

https://support.zoom.us/hc/en-us/articles/205347605-Managing-cloud-recording

Ex: INC0638698

Zoom Private Office Hours

Zoom added a "Security" button in the toolbar. 

What if you tell students that if they try to join during office hours and it tells them that the host has locked the meeting,

See here: https://www.screencast.com/t/UpRFYmhj41l1  

    • That means you are currently with another student and try back later.
    • It's not perfect because they won't know when to check back in and it doesn't let you know that they "stopped by" but may work in some situations.

Editing Zoom Recordings

Users can specify the start time and the end time for the recording from the “Recordings” page of the Zoom Web Portal.

Zoom Age Restriction

Per Legal/ISO: You can use Zoom to interact with persons between the age of 13 and 18.

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Migrating Zoom Accounts from a Free or other Zoom Pro license

Some colleges, such as School of Education, Dell Medical School, College of Communication, and School of Information, have had pre-existing contracts with Zoom. Additionally, there are several thousand individuals with free licenses using University of Texas at Austin email addresses.

    • ITS is working with Zoom to determine a plan and schedule to migrate those accounts into the UT site license account. 
    • Direct to zoom@utexas.edu OR assign to: ITS-Systems-Zoom.

    • Response Template:

      • We are aware that there are individuals with existing / free licenses using University of Texas at Austin email addresses.
      • However, at this time these Zoom accounts cannot be linked.
      • We'd suggest you log out of your previous account and use your new UT account in order to access Zoom and all of its functionality the free UT instance provides.
      • You can access your UT Zoom account here: https://utexas.zoom.us/

Request for Airplay with Zoom

Airplay is not supported at this time, they're looking into it (but no ETA so no promises).

Response Template:

    • At this time we're still looking into all the Zoom tools and features and Airplay is not supported. We have no ETA on when these extra features/integration may be added. We apologize for the inconvenience! Please stay tuned on our website for any updates on tools: https://facultyinnovate.utexas.edu/instructional-continuity

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Request to pre-assign student groups in breakout room for recurring Zoom meetings

Escalate these requests to #onlinecourse_batphone using the guide here:

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Privacy concerns for recorded Lectures in Zoom

For instructors worried about non-students (i.e. for-profit vendors, media, etc) accessing recorded lectures. 

There isn't a technical method to restrict potential reposting of course video, but rather it will be addressed by student conduct policies.

Response Template: 

    • I see you have a few questions related to Zoom. Specific guidance on this issue will be forthcoming over the next several days, and will be updated to the Instructional Continuity website found here: https://facultyinnovate.utexas.edu/instructional-continuity. I'd suggest for now you stay tuned there for more information! 

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