Zoom Videoconferencing
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Need assistance with your Online Course(s)?
View the UH Hilo Distance Learning website or email the UH Hilo Distance Learning Team at uhhilodl@hawaii.edu.
Important Notes:
Stay up-to-date to ensure that Zoom is working properly! The UH Zoom Support team recommends that you and your students upgrade to the latest software version regularly to receive the best video/audio experience, and to ensure full, bug free functionality. Zoom regularly provides new versions of the Zoom desktop client and mobile app to release new features and fix bugs.
FERPA Guidance for Online Lectures and Recordings (UH Institutional Data Governance)
What is Zoom?
Zoom is a web collaboration tool available to all University of Hawaiʻi students, faculty, and staff.
Zoom Toolkit (Start here!)
This document will show you how to:
- Acquire a UH Zoom Licensed Account .
- Request access to the UH Zoom cloud service.
- Manage your Zoom Rooms.
- Add student engagement.
- Access Tutorials and Technical support.
Use the button below to view the dynamically updated document:
Zoom Credentials (Sign-in Options)
UH Google Zoom vs. Zoom.us Accounts
We recommend that all teaching faculty have both a UH Google and a Zoom.us sign-in.
If you can't sign in or launch Zoom with your UH Google sign-in (by clicking the Google icon), use your Zoom.us to sign in directly. Some classroom computers may require a Zoom.us vs. Google sign-in to launch Zoom properly.
Background
Two types of accounts exist. You may have one or both.
- UH Google Zoom account (Signed up via clicking a Google icon)
- Directly registered account with Zoom.us (UH email and password)
Account #1 Zoom (direct sign-up)
Direct Zoom Sign-in
If you were an early adopter of Zoom, you probably signed up for an account directly via the Zoom.us website with your UH Google email. By doing this, you created and registered a Zoom username (email) and password directly with Zoom. This account is entirely independent of your UH Google account. To sign-in directly to Zoom, enter your Zoom email and password.
Account #2 UH Google Zoom (most common)
For those who didn't sign-up directly with Zoom.us, this is your only sign-in. You simply click the Google icon to sign in. In this case, you don't have a direct Zoom.us username and password. Your credentials are verified with Google and not directly with Zoom.
UH Google Sign-in
We suggest that you try signing in to Zoom directly to test whether you have a direct Zoom account or just a UH Google Zoom account. If you can't remember your Zoom password, the video walkthrough below will provide you with all the steps to get you up and running. If you don't have a Zoom direct account, the second video will help you create and link your newly created Zoom account to your pre-existing UH Google Zoom account.
Zoom Password Reset
This video will walk you through the simple process of resetting your Zoom account. Remember, this is NOT your UH Google Zoom account.
Walkthrough Overview
- Click "forgot password"
- Enter your UH Google email
- Check your email for a password reset link
If you receive a message informing you that you initially signed up with Facebook or Google, see the next section on creating and linking a Zoom.us account with your pre-existing UH Google Zoom account.
Creating and Linking a Zoom Account with an Existing UH Google Zoom Account
Users that initially created their Zoom account with their UH Google sign-in, as mentioned, will not have an established Zoom sign-in credential. This walkthrough will help you create an new Zoom sign-in credential and link it to your pre-existing UH Google Zoom account.
The benefit is that you will have the ability to use either credential (sign-in) if one does not work properly.
Walkthrough Overview
- Go to: https://zoom.us/signup
- Signup with your UH Google email address
- It is Highly Recommended that you mirror your UH password
- Confirm your signup (email)
Protecting Your Zoom Room
Zoombombing
Zoombombing refers to uninvited participants joining a zoom video conference sharing their screen and showing inappropriately graphic content, shouting constantly so no one can hear, or behaving inappropriately on their webcam.
Basic Practices
The default settings of the service are configured in the expectation of trust between participants, Zoombombers (uninvited guests) use these settings to broadcast unwanted images, videos, and or text.
We recommend the following:
- Post your embedded Zoom sessions in Laulima to control access
- Advise students not to distribute links outside of your course
- Set Screen Sharing to host only
- Utilize the Waiting Room feature to control who enters your Zoom session
- Disable Screen Sharing Annotations
- Disable File Transfers
- Disable Guest Renaming
- Get familiar with the Zoom Host controls
Inital Setup Before Your Session
The following changes must be done from the Zoom.us webpage before your meeting. You cannot make these changes from the desktop or mobile application.
Hosts are Highly Recommended to enable the following settings to maximize your Zoom room security. You must create an account for these settings to persist. If you have not done so, create your Zoom account using your Hawaii.edu information.
Disabling Screen Sharing Annotations
Disable this function to avoid guests being able to draw or annotate onto your screen share.
Disabling File Transfers
As an extra layer of security, it is recommended that you disable file share capability. Files should be distributed via Laulima.
Disabling Member Renaming
Disable this function to avoid distracting or inappropriate name changes after guests have been admitted into your Zoom room.
Inviting Participants (Password Required to Enter All Zoom Rooms)
Starting April 5, Zoom will be enabling meeting passwords for all meetings. Previously scheduled meetings will have passwords automatically added to them (including your Personal Meeting Room/ID). Zoom recommends resending your meeting invitation to all participants. See the UH System informational Zoom page for more details: Zoom updates
Use the "Invite" button in your Zoom meeting to access the options below.
Click on the "Copy Invitation" to copy the invitation information to your clipboard. The invitation will contain your meeting link and your password. Copy and paste this information into your email or Laulima.
- It is highly recommended that you only post your embedded Zoom link(s) in Laulima to control who has access to your meeting.
- Do Not share your embedded Zoom(s) links publicly or on social media platforms.
Your meeting password can also be found in the bottom right corner of the invitation window.
Invitation screenshot - The hyperlink will automatically login to your session with the required password.
Optional: If you prefer to send or post your Zoom session with a separated password, there are several options:
Have guests go to Zoom.us, See the figure above.
- Enter the Meeting ID
- Enter your Meeting Password
Send a meeting link without an embedded password.
- Remove the password information from the link by deleting everything after the "?" symbol.
- Provide the guests with the required password via email, phone, etc.
- Remove the password information from the link by deleting everything after the "?" symbol.
During Your Session - Host Controls
Screen Sharing
Disable this option to prevent unauthorized guest screen sharing. Anyone publicly sharing Zoom links should be sure to change Share Screen to “Host Only” before a call starts or as soon as they see the feature being abused.
Waiting Room
Enable Waiting Rooms to prevent uninvited guests from joining. Click Security at the bottom of your Zoom window to access the feature. The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.
Locking Sessions
Lock the Meeting when you’re in the meeting, click Security at the bottom of your Zoom window. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
Participant Menu
Use the Participant menu to access the functions:
Muting All Guests
- If you're lecturing, mute all students to avoid distractions.
Stopping the Video Feed
You have the option to stop a video feed (video only) during your session. Participants will not be able to reactivate their video feed without the host.
Note: By muting the conversation, participants can unmute themselves.
Removing Participants
To remove an individual from your Zoom room, select to remove option. The person will not be able to re-join the session unless he or she joins using a different device.
After removing individuals, we suggest you lock your session.
Additional UH System & Zoom Resources
Zoom Help Center - Setup and Tutorials
ITS Recommended Zoom Settings
ITS Zoom Scheduling Recommendation
UH Data Governance site
Updated 02/10/2023