OIT Zoom

Are my teams and zoom meetings available to anyone and everyone?
As meetings are not recorded by default, someone would need an invitation to have access to your meeting. Security Best practices are important to ensure that only those you want in your meetings may attend.  In general avoiding placing meeting invitations in public platforms, such as Facebook.

Here are some Zoom Best practices:
The following in-meeting security capabilities are available to the meeting host:

• Secure a meeting with encryption
• Create Waiting Rooms for attendees
• Require host to be present before meeting starts
• Expel a participant or all participants
• Lock a meeting
• Screen share watermarks
• Audio signatures
• Enable/disable a participant or all participants to record
• Temporary pause screen-sharing when a new window is opened
• Use a passcode to protect a meeting
• Only allow individuals with a given e-mail domain to join
• Use unique passcodes and meeting IDs for each meeting

Visit the zoom help center for more information: https://support.zoom.us/hc/en-us/articles/206618765-Zoom-video-tutorials

Are zoom meetings recorded?
No, by default, Zoom meetings are not recorded.

Who has access to Zoom at SFCC?
Zoom is provided for Academic use at SFCC. Pro Licensing is provided automatically to all SFCC faculty. Students may join meetings, but are not provided with licensing.

Are my zoom meetings available on YouTube?
No. Occasionally OIT and Marketing host Zoom events on YouTube, but this must be configured for each meeting. Classes should not be presented on YouTube. SFCC does not have a contract for general YouTube usage in this manner.

Who may record a zoom meeting?
Only the host may turn on the meeting recording option.

Who may attend my zoom meetings? In general, anyone with the link and security information may join your meeting. 
If you would like to ensure that only SFCC students, faculty, and staff may attend a meeting, select the “only authenticated users,” option. All invitees will be required to authenticate with SFCC credentials.

At a minimum, all Zoom meetings should use the waiting room or a passcode. Zoom will require either a password or the waiting room beginning September 27^th, 2020.

Should I share meeting recordings?
Internal documents are the property of SFCC. Sharing of files is the file owner’s responsibility and should be considered prior to sending via email or through any other sharing mechanism. Any sharing of information must be compliant with FERPA, copyright, relevant laws, and all SFCC policies. End users should consult with their manager to determine a proper method for managing, storing, disposing of, or transmitting any documents. Managers and individuals may consult with OIT to determine the technology for sharing documents.

Who is allowed to monitor or access my zoom or Teams activity?
Only appropriate OIT employees are allowed to review logs and traffic. Here is a segment of Policy 7-1 outlining OIT’s privacy and monitoring policy statement:

Policy 7-1 Section: Privacy and Monitoring

1. While respecting user privacy and academic freedom to the fullest extent possible, SFCC reserves the right to monitor and examine any network traffic or data for the following purposes which include, but are not limited to:
   1. Enforcing policies against discrimination, harassment and threats to the safety of individuals (policy 4-9 Discrimination and Harassment and Policy 4-10 Sexual Harassment);
   2. Protecting against or limiting damage to information technology  resources
   3. complying with a court order, subpoena or other legally enforceable discovery request (Policy 8-6 Public Information/Notices and News Media Contacts);
   4. Upgrading or maintaining information technology resources;
   5. In response to a notification, investigating and preventing the posting of proprietary software or electronic copies of texts, data, media or images in potential violation of copyright, licenses or other contractual and legal obligations or in violation of law.
   6. Issues outlined, in Policy 4-4 Fraud, Waste and Abuse.
2. OIT employees and individuals authorized by OIT, are the only groups allowed to utilize monitoring and log capturing tools to examine traffic on information technology resources.

Here are explanations of some (not exhaustive) of the ways monitoring, log review, or review of documents may occur:

1. In the course of investigating employee conduct, requests for access to employee files or logs must be provided in writing from the Director of Human Resources.
2. In the course of investigating student conduct, requests for access to student files or logs must be provided in writing from the Vice President for Academic and Student Affairs.
3. IPRA requests are the realm of the Marketing office. These requests are provided by Marketing and Legal counsel in writing to OIT. See Policy 8-3 Inspection of Public Records for additional information. https://www.sfcc.edu/policy/sfcc-inspection-of-public-records-policy/
4. The Office of Information Technology engages in proactive monitoring to ensure the proper functioning of tools and services and for the preservation of security logs for future review. Occasionally, this work leads us to problems related to individual accounts or user activity. The resulting actions depend on the nature of the activity. OIT may simply contact the end user to resolve the issue, but if the intent seems malicious we may report to HR or the Behavioral Intervention Team as appropriate.

Employee

I received an email invitation to activate my Zoom account. I get an “activation link expired” error.
Please send a ticket to OIT (link is on mySFCC) or call (505) 428-1222 and request a new link.

My class has a complex meeting pattern. How can I schedule that in Zoom?
In Canvas, you can schedule more than one recurring meeting, to match what is required. Then you can delete any individual meetings that aren’t needed (e.g., if they fall on a holiday).

How do I enable Zoom in my Canvas class?
In your Canvas course, choose Settings > Navigation, activate the Zoom tab by dragging it up to the active items.

Some of my students can’t get into the Zoom.
In Zoom, click on your meeting, and under “Meeting Options,” see if you’ve checked “Only authenticated members can join.” This setting is not checked by default. If you do check it, each user will need to log into Zoom before joining the meeting – that is an extra step that some users find confusing. You can uncheck that option.

The waiting room is hard to manage.
Zoom requires you to have a Passcode or Waiting Room. If the Waiting Room is not needed, Zoom allows you to have just the Passcode.

I created my meeting in Zoom. Can I import it into Canvas?
You can paste the meeting invite into your course home page.  It is always better to create your course meetings using the Zoom link inside Canvas. That way, the students can easily join the meetings.

I don’t have a Zoom account.
Current faculty can get Zoom accounts.  You may have received an email invitation asking you to activate your account.  If not, and you are a current faculty, please send a ticket to OIT (link is on mySFCC) or call (505) 428-1222 and request a zoom account. You should receive an activation link in your email once the account is created.

General Questions

I share a computer (or have more than one Zoom account).  How can I tell which account is logged into Zoom?
In the upper right-hand corner of the Zoom program, there should be an icon with either someone’s initials, or a tiny picture. Click on that icon – the name of the logged-in user appears. (If the name is abbreviated, click on the small eye icon to reveal the full name).

I get the error “You are not authorized to join this group”
The host (instructor) appears to have checked an optional additional “meeting option”: “Only authenticated members can join.”  This setting is off by default and is not required. The instructor should disable this option, and instead choose Passcode and Waiting Room (or just Passcode, if that is all that is desired.)

I can’t see the Zoom icon in mySFCC.
The Zoom icon is enabled for the faculty role only. If you are a staff member who requires Zoom, please ask your supervisor to submit a ticket and your account will be created if possible (the number of licenses is limited).

I received an email invitation to activate but Zoom tells me I need to “switch” accounts.
If you created a personal Zoom account with your SFCC email, Zoom asks your permission to merge your personal account into the SFCC organizational account.  You can decline, but your Zoom account will remain a Basic account (rather than Pro).

I get the error “Something went wrong while you tried signing in with SSO”
You have not yet clicked on the email invitation to activate your account.

I can’t log into Zoom. My username/password is invalid.

In the Zoom program, click Sign In, then Sign In with SSO. Then enter “sfcc-edu” (that’s a dash, not a dot) and click Continue. Now you will see the mySFCC login page.  Log in as you normally would, then you will see (still in the browser) a blue button, Launch Zoom.  Click on that button to launch Zoom.  You are now in the Zoom program (or app) logged in with your SFCC account.  However, be sure to schedule any Canvas course meetings inside Canvas, not inside the Zoom program. 

I can’t log into Zoom.
Zoom accounts have been created for current faculty, and some employees. If you are a current faculty member, please send a ticket to OIT (link is on mySFCC) or call (505) 428-1222 and request a zoom account. You should receive an activation link in your email once the account is created.

Student 

I can’t see Zoom in my Canvas class.
In your Canvas class, Zoom should be an option on the left-hand course navigation menu.  If the option is not there, the instructor has not enabled it.  Please let us know the class and the instructor will be contacted.

I don’t have a Zoom account.
Students do not need an authorized SFCC Zoom account to join SFCC class meetings.

My Zoom video is blank or not working on my computer.
It sounds like you’re using Zoom in the browser.  Please download the Zoom program from https://zoom.us/support/download for Windows or go to https://zoom.us/download and download Zoom Client for Meetings.

My Zoom program on my Android tablet crashes.
Older versions of Android may not run the Zoom app correctly.  We have no fix for this. Please try another device.

Please send a ticket to OIT (link is on mySFCC) or call (505) 428-1222 for any other questions.