Any Meeting or Webinar recording saved to Zoom Cloud storage will be retained in the Zoom Cloud for 365 days, after which the recordings will be deleted from the Zoom Cloud. For more information please see the Zoom Cloud Recording Retention Policy.

ITS - Working with Zoom and Zoom Privacy and Security

Information Security Office's ZOOM PRIVACY AND SECURITY

Set up Zoom Breakout Rooms to use as small discussion groups, Office Hours or Advising Sessions

Pre-Assign Students to Breakout Rooms. Download a sample CSV file to use as a template.
Remember to format their email address as UTEID@eid.utexas.edu

Zoom Waiting Rooms are back! See Zoom Waiting Room for more information

Zoom in Canvas
Privacy & Security
Outside UT Attendees
Desktop/Web Clients
Best Practices

Set-up Zoom in Canvas

Make everything easier for your students to find and access!
- Using Canvas Zoom adds meetings automatically to the Canvas calendar.
- Post recordings in a central location.
- Ability to co-host meeting (add additional Moderators).
If you do not see Zoom in the course navigation, go to Settings > Navigation > find Zoom > click to Enable > click Save.
- Click on Zoom and authorize it to access your account.
Schedule Your Class Meetings
- Click Schedule a New Meeting
  - Decide how you are going to name future meetings (lectures, discussion groups, office hours, etc.).
  - You can select "Recurring Meeting" for recurring class sessions while setting the meeting up.
  - As matter of best practice, you may wish to "Mute participants upon entry." New meetings will default to "Enable waiting room."[1]
    - This feature helps authenticate users. If they are logged in to their utexas account, they will automatically be added to the meeting.
    - If it’s a guest or someone who isn’t logged into their utexas account, they’ll sit in the waiting room until the meeting host allows them in.
    - Enabling or Disabling Waiting Room During a Meeting
  - Select "Record Automatically" and "In the Cloud" if you would like classes to record and automatically upload to your Canvas course after processing [2]. "In the Cloud" provides a URL to the video and an interactive transcript.
- Want to involve a co-instructor or your TA? Select "add Alternative Hosts" to give another user Moderator permissions [3]. You will need to format their email address as UTEID@eid.utexas.edu.
Start Your Session
- Click the "Start" link and allow it to open Zoom.
- Don't forget to test your speaker and microphone before clicking "Join with Computer Audio."
- Before clicking "Record," make sure to select the appropriate video layout for your meeting [1]. If you are still on mute, Zoom will offer to unmute you [2].
  
  If you have selected to record the session, warn students they are being recorded.
  - This gives them the chance to decide to mute and/or turn off video.
Check Your Zoom Configurations (bottom of screen)
- Mute and Start Video allows you to control whether students can see or hear you. We recommend that you start your video to let students see your face.
- Manage Participants lets you see students, and, if necessary, mute them.
- Chat lets students post messages to you and to the course as a whole. It’s especially useful for troubleshooting, so you might want to assign your TA as a moderator.
Share Your Content (slides, whiteboard, etc.)
- Click Share Screen in the bottom menu. You will see options to share your whole desktop, a specific window, or a "whiteboard."
  - If you don't see what you need, make sure they are open in the background and try again.
  - Under Advanced, you can share only a portion of your screen, computer audio only or content from a second camera.
- Once you start to share, the top menu will have options to annotate and stop sharing.
  - If you navigate away from the screen you are sharing, Zoom will pause Screen Sharing [1] and give you the option to Resume Share or Stop Share [2]
Click "End Meeting" When Finished
- If you recorded the meeting, the video should be uploaded within several hours to a day, depending on the length.
- You and your students can access the recording from Canvas > Zoom > Cloud Recordings tab

Zoombombing

Zoom-bombing is the term for when individuals "gate-crash" Zoom meetings. These uninvited guests share their screens to bombard real attendees with disturbing pornographic and/or violent imagery. Most of these are perpetrated via publicly available Zoom links; but that is not always the case. To address Zoombombing, the University has implemented several default security settings for all UT-created Zoom meetings (faculty/staff/student). Users will now be required to use the desktop or mobile application and be signed into their UT Zoom account (https://utexas.zoom.us) to join a Zoom meeting.

Additional Security Settings

The following settings are disabled, but not locked. This will allow faculty to enable them if they want. Keep in mind, that when you change a setting in your profile, it DOES NOT change that setting for previously created meetings. You will need to go back and manually change each meeting. For some meetings, this change may require you to cancel and recreate them.

File transfer , which allows sharing of files among meeting participants via Zoom (default=off)
Screen sharing for non-hosts , which allows someone other than you (the host), or your co-hosts, to share their screen (default=off)
Join before host, which allows students or others to enter the meeting before you or your co-hosts are present (default=off)
Remote control, which allows you to let others control the shared content (default=off)
Annotations, which allows others to mark on shared screen content (default=off)
Private chat, which allows users to comment to one another and not the whole group (default=off)

Messages from Provost McInnis regarding Remote Teaching and Zoom:

[4/1/2020] - Zoom Access Controls (Faculty)

[3/28/2020] - Zoombombing - Being Prepared

Host Zoom Meetings with Non-UT Affiliated Attendees

In an attempt to combat Zoombombing, the University has set in place several security settings that may interfere with legitimate use cases, for example guest speakers, interviews, and research with external collaborators. Hosts can adjust the default Zoom settings by logging in to https://utexas.zoom.us/ > click Meeting title > Edit this Meeting. Alternatively, external participants may call into the meeting to be admitted to the waiting room.

Collaborating with Users Outside of UT Austin

Anyone outside the UT Austin faculty, staff, and student community attempting to access a UT Zoom meeting must have an external Zoom account (free, licensed with another institution, etc.). Prior to the meeting, the host will need to change the meeting authentication settings from “UT Austin” to “Sign in to Zoom (Guest).”

Zoom - Meeting Settings Authenticate Users

External participants will be considered a guest and placed in the Zoom Waiting Room until admitted by the meeting host. When students click on the Join button from inside their Canvas course, they will be asked to log in. If their account is linked to utexas, they will be admitted to the meeting and bypass the waiting room.

Waiting Room

Only users who are not authenticated with utexas Zoom accounts will go to the Waiting Room.

The wording below has been added to the Waiting Room message by default:

If you are an invited guest, please wait for the instructor to add you manually. If you are a student, you can login at https://utexas.zoom.us to create an account and be added automatically.

As the meeting Host, the instructor can admit students one by one. To admit someone from the Waiting Room, open the Manage Participants window and click Admit next to their Zoom identity. You can admit all waiting participants by clicking Admit all. However, for large groups this is not recommended as uninvited guests could be waiting and admitted without your knowledge.

Hosts can appoint Co-Host to help assist with meeting management, such as admitting participants from the Zoom Waiting Room. To appoint someone as a co-host, hover over their Zoom identity, select More and click Make Co-host.

Screen Sharing

In an effort to combat Zoombombing, the screen sharing settings default to "Only Host." This setting gives instructors (hosts) sole permission to share content within their meetings. If an instructor would like to give participants screen sharing permission when hosting their meeting, they should click the arrow to the right of the Screen Sharing icon, select Advanced Sharing Options and select All Participants.

Desktop & Web Clients

Zoom Desktop Client

Getting Started - install the Zoom Desktop client (Windows or Mac)

Click Sign In > Sign in with SSO > enter your UT EID and password

Zoom Sign in with SSO

After signing in, you will see the Home tab, where you can click these options:

Zoom - Desktop Client Home

New Meeting: Start an instant meeting. Click the downwards arrow to enable video or use your personal meeting ID (PMI) for instant meetings.
Join: Join a meeting that is in progress.
Schedule: Set up a future meeting.
Share Screen: Share your screen in a Zoom Room by entering in the sharing key or meeting ID.
Date and time with background image: To change the background image, hover over the picture and click the camera icon.
Upcoming meeting: Displays the next meeting for the current day.

Click your profile picture for these options [1]:

Verify that you are in your UT Zoom/Licensed account [2]

Add a personal note.

Settings: Access settings you can change in the client [3]. These include personal settings like using dual monitors, video and audio set up, share screen and chat options, adding a virtual background, etc.

Change your status to Available, Away, or Do Not Disturb.

My Profile: Opens the Zoom web portal to edit your profile, edit scheduled meetings, access recordings, etc. [4].

Help: Open the Zoom Help Center.

Check for Updates: Check if Zoom is up to date [5].

Switch to Portrait View: Switch the Zoom window to portrait view if you prefer a narrower window.

Switch Account

Sign out

Meetings

Select the Meetings tab and click Upcoming to view, start, edit, and delete scheduled meetings.

Zoom - Desktop Client Meetings

You can click the following options after selecting a scheduled meeting in the left-side panel:

Add icon : Schedule a new meeting.
Refresh icon : Refresh the meeting list if you don't see your scheduled meeting.
Start: Start the scheduled meeting that you have selected in your upcoming meetings.
Copy Invitation: Copy the scheduled meeting's invitation text, allowing you to manually paste into an email, instant messenger etc. Click Show Meeting Invitation if you want to view the invitation you're copying.
Edit: Edit the meeting options for your scheduled meeting.
Delete : Permanently delete your scheduled meeting.

Zoom Web Client

To get started in the Zoom Web Client, go to https://utexas.zoom.us/, click Sign In using your UT EID and password: Zoom - Web Client log in

This will take you to your 'My Meetings' page:

The Zoom web client allows joining a Zoom meeting or webinar without downloading any plugins or software. However, the web client has limited features and functions best on Google Chrome .

Best Practices for Using Zoom

Suggestions from ITS Zoom Privacy and Security:

Before a meeting	During a meeting
Generate a unique meeting ID Require participants to register Require a password Require participants to be logged in Turn off participant video upon entry Mute participants upon entry Enable the waiting room Disable private chat Public Events	Designate a co-host Mute the participant Stop the participant's video Remove the participant Lock the meeting Other tips

Host in a quiet place with a strong, stable internet connection. Be mindful of your surroundings/background.
Do a test run to ensure your mic and speakers are working.
Ask students to follow conference call etiquette - muting themselves and speaking in turns
Request that students submit their questions via Chat; ask TA to monitor/answer questions
Prepare a few items or problems to discuss in case there are no student questions
Use Zoom's polling feature to gather feedback on sticking points or topics for future discussion
Use Breakout Rooms for discussion groups

How to add pronouns to your profile

Customize your profile to include your pronouns, and choose when to share them during a meeting or webinar.

Sign in to the Zoom web portal.
In the navigation panel, click Profile.
On the right side of your name, click Edit.
In the Pronouns field, enter your pronouns.
In the How would you like to share your pronouns? drop-down field, choose from the following options:
- Always share in meetings and webinars: Your pronouns will appear next to your display name automatically in any meetings that you host or join, and any webinars that you’re the host or panelist for.
- Ask me every time after joining meetings and webinars: You will be asked if you want your pronouns to appear next to your display name in every meeting that you host or join, and any webinars that you’re the host or panelist for.
- Do not share in meetings and webinars: Your pronouns will not appear next to your display name in any meetings or webinars. You will have to manually choose to share your pronouns.
  Note: Even if you choose not to share your pronouns in meetings or webinars, your pronouns will still appear in your profile card and be visible to your Zoom contacts if you have entered them in the Pronouns field.
Click Save.