UT Zoom

Owned by Dula, Samantha
Last updated: Dec 19, 2022 by Nathan McVaugh
7 min read

Table of Contents

Quick Links


FAQ

A student needs assistance with Zoom. Where should I route them?

ITS is assisting students with remote learning. You can also provide them this resource: https://onestop.utexas.edu/keep-learning/

    • Assign tickets from students regarding Zoom or etc. to the SD-Instructional Tools queue in ServiceNow.

Where can I find Zoom training videos?

The FIC has training and how-to videos available here: https://quickfics.facultyinnovate.utexas.edu/category/video-conferencing/

How can I prevent ZoomBombing within my live Lectures with students?

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.

Basic Zoom Access Questions?

A licensed version of Zoom is available to all UT associates and can be accessed at utexas.zoom.us.

Can an existing Zoom account be migrated into my UT Zoom account? 

ITS is working with Zoom to determine a plan and schedule to migrate those accounts into the UT site license account. 

Direct them to zoom@utexas.edu OR assign to: ITS-CSS-Tier 2

    • Zoom accounts currently cannot be linked / content cannot be migrated.
    • 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.

I can only locally record with Zoom and I cannot enable the cloud recording option.

To address the storage concerns in Zoom, we've removed the ability for students to record to the cloud.

This does not include graduate students and teaching assistants. They can record to the cloud.

I cannot access Breakout rooms / How can I use Breakout rooms in Zoom ?

Refer to this awesome documentation as well as a live video on this page for more info on how a host or co-host can use breakout rooms: https://support.zoom.us/hc/en-us/articles/206476093-Getting-Started-with-Breakout-Rooms.

    • Users joined into the Zoom meeting from the Zoom Desktop Client, Zoom Mobile App on devices CAN participate in breakout rooms. 
    • However, users joined via the web client and Zoom Rooms are UNABLE to join Breakout Rooms - but the main room can be used as an alternative session for these users.]

I'd like to use write/use a writing function with Zoom is that possible?

How can I screenshare a video in Zoom?

Hosts who want to share a video, like from YouTube, can select 'optimize for full screen video' when screen sharing.

I'd like to allow my participants to screenshare during our meeting can this be done simultaneously?

The host and participants can screen share by clicking the Share Screen icon during the meeting.

Is the Zoom integration in Canvas considered end-to-end encrypted?

It is NOT end-to-end encrypted.

Is the Zoom integration + Zoom desktop application HIPAA compliant?

    • 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-CSS-Tier 2 

UT Zoom Information & Escalation Routes

ITS-CSS-Tier 2 via ITS-CSS-Tier 1 - UT Zoom escalations will need to go to Tier 2 from Tier 1.

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

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


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: 

https://laits.slack.com/archives/C010UMXH9LN/p1586285163319400?thread_ts=1586284804.319300&cid=C010UMXH9LN 

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

Refer users to this guide: Record a Lecture with Zoom#ImportingYourLecturesfromZoomtoCanvas

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. 

There is the ability to "Lock Meeting"

See here: https://screencast.com/t/kufe8tFf

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.

More information here: https://support.zoom.us/hc/en-us/articles/115003001383-Cloud-Recording-Playback Advanced editing should be done with Panopto.

  • If the user requires assistance with this escalate to #onlinecourse_batphone

Zoom Age Restriction

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

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-CSS-Tier 2

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:

UT still exploring options for Zoom tools and features and Airplay is not currently 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

Request for Zoom Outlook integration

The Zoom plugin for Outlook is working now. Moving meetings in Outlook will adjust the Zoom meeting.

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

McCombs Tech Wiki Article - Customer facing link can be shared w/ users

Lectures Online

The Lectures Online system records the in-class presentation so students can review the material at a later time.

It is available in a limited number of classrooms on campus. https://sites.la.utexas.edu/lecturesonline/instructors/which-classrooms-have-it/

Questions about using lectures online or instructors looking for old Lectures Online recordings should be routed to: lecturesonline@la.utexas.edu.

Instructors should first reach out to the Registrar to reserve a room equipped with Lectures Online, then direct them to the lectures online site.

Reserving the room is a prerequisite.

https://sites.la.utexas.edu/lecturesonline/

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! 

Zoom Chat

Copy & Paste

From the web portal Zoom settings: 

Go to the chat tab > toggle on "Allow meeting participants to send a message visible to all participants"

Unselect: "Prevent participants from saving chat"

Save Chats

You can save chats by changing the setting on your zoom account.
This also allows users to copy chat text to their clipboard.

More info: https://support.zoom.us/hc/en-us/articles/210615143-Archiving-chat-messages-using-cloud-storage?mobile_site=true

Refer here for example video: https://www.screencast.com/t/7VrLaioCD

*** Zoom users in waiting room cannot use chat - they can only see messages in chat from the host ***

UT Zoom Waiting Room Default Permissions

Refer her for breakdown: https://utexas.instructure.com/courses/633028/pages/zoom-waiting-room

As a workaround, hosts can hold a meeting in a breakout room and use the main meeting room as a waiting room.

Webinars with Zoom

To host a webinar via Zoom the user will need a specific add-on to their UT Zoom account.

Please have the user fill out this form:

UT has a limited number of Webinar add-on licenses available.

These are granted temporarily (for a few days) and on a first-come, first-served basis.

Max Participants in Webinars: Zoom webinar license tiers go up to 10,000 participants. A department can purchase an annual license for up to this many.  As far as the temporary licenses we have, the largest one is 3,000 seats. For these, future instructional use would be an academic class over 300 or a temporary instructional event. 


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