Zoom Conferencing

Overview

Zoom is a high-quality video and audio online conferencing tool for desktops, tablets and smartphones.

Zoom Meetings are ideal for online classes, meetings, special events, webinars, distance learning, group work, breakout rooms, collaboration, research supervision and collaboration, mentoring and even job interviews.

UNSW Staff can access Zoom online with their UNSW Staff ID and password by clicking here: https://unsw.zoom.us/.

All staff are encouraged to sign in via SSO only, please see the self help guides below. Email accounts will eventually be discontinued.

Students are unable to create a UNSW Enterprise account but can create a free account using their UNSW email which will allow them to access classes and meetings created by staff.

 

Zoom Security Best Practice Guide

This UNSW Zoom Security Best Practice Guide has been developed to keep your UNSW Zoom meetings safe and secure.  If you have any further questions please see the Zoom frequently asked questions page in the first instance, or contact UNSW Multimedia and AV team.
See UNSW Cyber Security tips.

Remember that it is your responsibility to ensure that you are complying with UNSW rules and guidelines when using the UNSW Zoom service

Always sign into the UNSW Zoom service using the Single Sign On (SSO) method and using your UNSW zID and zPass

1. Launch the Zoom application

2. Click Sign in

zoom app signin 1

3. Click SSO

zoom app signin 2

4. If prompted add "unsw" in the company domain field and click "Continue"

zoom app signin 3

5. Enter your UNSW zID and zPass and click "Sign in"

zoom app signin 4

6. Click Open Zoom Meetings

zoom app signin 5

UNSW IT will soon phase out the email sign in method and will be removing email only sign in accounts as part of ongoing security improvements for the UNSW Zoom service.  
For this reason, it is important to always use the single sign on (SSO) method to access the UNSW Zoom service. If you are already signed into the application, and are unsure what sign in method you used, we suggest signing out and signing back in again using the SSO method.


If you do not sign in via SSO, your UNSW Zoom account meetings, recordings and other account data will be lost.
If you need assistance to sign in via SSO, or need any additional information, please contact the UNSW Multimedia and AV team.

UNSW Zoom accounts default so that only the meeting host can record the Zoom meeting.  However, if required, the host can also assign an attendee the ability to record the meeting locally


How to assign the ability to record a meeting locally to an attendee:

1. In the participants menu, navigate to the participant who will be granted recording privlidges and click More next to their name.

Zoom assign recording privlidge

We recommend that you limit the use of Zoom meeting recording where possible, and only ever assign known authorised end users the ability to record your meeting.

It is your responsibility to ensure that meeting recording is carried out in accordance with university privacy and data handling guidelines.  You should read the UNSW Privacy and Security Guide before recording any meetings.  

It is also your responsibility to ensure that your use of UNSW supplied software is in line with UNSW acceptable use of UNSW ICT Resources policy.

Zoom has also published a guide for securing your meetings with helpful tips to make your meeting more secure, such as requiring a passcode, using the waiting room or using the “only authenticated users can join” function, and then locking your meeting once all attendees are present.

See UNSW Cyber Security tips

Always ensure that you only share your meeting recording with known meeting participants.

 
Always check that recipients/attendees are known and are authorised to view the meeting before distributing your recording.

 

Never publicly share your meeting invite details via social media. This will help to avoid rogue attendees joining you meeting and accessing meeting data.


How to view a list of meeting participants:

1. Click Participants in the host controls to display the participants list.

Zoom recording share

2. (Optional) Click the drop-down menu located at the top left corner and click Pop Out to separate the participants list from the meeting window

Zoom share participants

 

We recommend utilising the waiting room and the “only authenticated users can join” security settings.  You should only ever admit known attendees to your meeting.

Hosts must always utilise at least one of the following security methods; passcode protection, the waiting room function, or the “only authenticated users can connect” option for meetings.  If none of the above security settings are selected, UNSW Zoom meetings will default to have the waiting room function enabled.  

Hosts should always passcode protect Zoom meetings in which sensitive data will be discussed or shared.  Meetings that involve sensitive information, or in which sensitive data is shared, should not be recorded.

Never utilise personally identifying information in the title of your Zoom meetingClick here for more information about the UNSW Data Classification Standard.

Unauthenticated users should be held in a waiting room so the organiser can check their identity upon admitting them to the call.


This is especially important where an attendee is dialling from a phone number and no email id/name is displayed to identify the user.  The meeting host should always monitor the participants list and ensure that no unknown participants join.


How to enable the waiting room, passcode or "only authenticated users can join" option:

1. Choose "Schedule" within your desktop zoom client

Zoom app schedule meeting screen

2. Under the security options select at least one of the three security options.

Zoom security setting

Important note: to effectively secure a meeting using the "Passcode" option, the host must use an automatically generated meeting ID and supply only this and the passcode as the means to join.

Zoom meeting ID

You should know and understand your obligations regarding privacy and data security before utilising any video conferencing platforms.  The Working from Home Privacy and Data Security Guide is a useful reference as a starting point.

Consider utilising Microsoft Teams for enhanced security, especially meetings that involve sensitive information, or in which sensitive data will be shared.

Cloud based Zoom recordings are encrypted.  However, if you choose to record your Zoom meeting to your local device then the recording is not automatically encrypted.  

To encrypt future locally saved recordings, select end-to-end encryption within the meeting settings when recording sensitive meetings.

Please also note that a minimum Zoom client version of 5.5.0 is required by all participants to support features in end-to-end encryption.

Please be aware that Zoom end-to-end encryption is still in development.   Therefore, selecting end-to-end encryption in Zoom will disable several features.  For more information see the Zoom documentation here: https://support.zoom.us/hc/en-us/articles/360048660871.


How to use end to end encryption for your Zoom meeting:

1. Select schedule a meeting

Zoom app schedule meeting screen

2. Select end to end encryption and save

Zoom encryption setting

Zoom screen sharing capability is a useful tool but also presents a risk.  Be aware that it is easy to accidentally disclose sensitive information by using this feature.  Always be careful to only share information that is meant for your Zoom meeting attendees.  

Please note that for security reasons file sharing has been disabled for participants on UNSW Zoom meetings.  Only the meeting host or hosts can share their screen.

See UNSW Cyber Security tips

UNSW IT enforces a minimum acceptable Zoom application version for UNSW Zoom users.

To ensure cyber security compliance at UNSW, you may be prompted to update the Zoom application on your device when logging in via UNSW SSO prior to commencing your Zoom meeting.

Always utilise the “check for updates” feature within the Zoom application if you need to check the latest version of the application.


How to check your Zoom version or for Zoom updates:

1. Click you profile logo on the top right in the desktop Zoom application

Zoom profile image click

 

2. Select check for updates

Zoom app updates

3. The Zoom application version will be shown

Zoom App updating

4. Zoom will automatically download the latest version of the Zoom application if there is one available

 

You should never share your UNSW Zoom credentials with another person or use a shared mailbox to set up and UNSW Zoom account.

UNSW Zoom accounts that were set up using a shared mailbox will soon be phased out. Please migrate your shared mailbox to a personal UNSW Zoom account using the SSO method.

Instead of sharing your credentials, you should use the Zoom scheduling privilege function. The delegate who has been assigned scheduling privilege is able to schedule, manage and act as an alternative host for your meetings.  Note that, the delegate and the main account holder must have a licensed UNSW Zoom account to use scheduling privilege.

If both account holders have a webinar license, then delegate will also be able schedule webinars on behalf of the main account holder.


How to assign scheduling privileges in Zoom:

1. Log in to the UNSW Zoom web portal to see your advanced meeting click "Settings" and then click "Other"

Zoom web portal shared accounts setting location

2. click the + next to "Assign scheduling privilege to"

Zoom schedule meeting assignee

3. Type in the email address of the account holder(s) that you want to assign scheduling privilege to. Use commas to separate multiple email addresses.

Note:  If scheduling privilege cannot be assigned because the user does not have a licensed UNSW Zoom account you will receive an error message: "Can't find user [their email]"

4. Click Assign


 

 

How to schedule a meeting for someone else:

1. Once an UNSW Zoom account holder has given you scheduling privileges, logout of the Zoom application and login again to activate your scheduling privilege

2. Click on the Schedule icon

Zoom app schedule meeting screen

3. Choose the user you want to schedule for from the "Schedule for" drop down menu

Zoom app schedule meeting screen

4. Click save

5. This will generate a meeting invite from your email application including the Zoom meeting link.  Enter any additional details into the meeting invite as required and send it out to the intended recipients.  Note, always retain the Zoom meeting link in your invite.

6. Recipients will receive the invite from the delegate’s email address.  The Zoom meeting will be hosted from the main account holder’s Zoom account.

Self Help Guides

1.    Launch your Zoom client and then select “Sign In

2.    Click on “Sign in with SSO”.  

(Please note that UNSW Zoom accounts are currently only available for UNSW Staff. Students will need to use a personal Zoom account.)



3.    Enter “unsw” and then select “Continue


 
4.    Enter your UNSW zID@ad.unsw.edu.au and Password, then click on “Sign in

5.    You are now signed in to your UNSW Zoom account

Zoom Meetings can run on either your computer (PC or Mac) and Mobile device (Tablet or smartphone) using Apple IOS or Android OS.

You will need to download the Zoom application on a computer or laptop or Zoom Meeting app on a mobile device.

To setup a Zoom Meeting on your computer or Mobile device:

  1. Download Zoom application for Meetings for your computer

  2. Or for mobile devices, download Zoom Mobile App for:

    • AppStore for iPhone 

    • PlayStore for Android 

If you already have an invitation link to the meeting, just use the link.

To join a session/meeting:

  1. Or you can start the meeting from your Zoom Meeting client directly.
    image004
    • Start the Zoom Client on Mac or PC or the Zoom app on mobile device

    • Click on ‘Join a Meeting’ and then enter your scheduled meeting ID to start the meeting

                   Note: The meeting ID is the 9digit number at the end of the URL link

If the meeting is open or in progress, you will get:
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  1. Select “Join Audio Conference by Computer”
    • You can test your microphone and speakers by selecting “Test Computer Mic & Speakers”.

  2. If you do not have microphone or having trouble with your computer audio, you can also dial in.

    • Select “Phone Call” Tab to get the details

    • Use your mobile or landline to dial into a phone conference call to participate

      • In Australia +61 (0) 2 8015 2088

    • When prompted, use Meeting ID from the meeting invite, which is listed in the meeting invitation.


                   Note: The Meeting ID is also the last 9 digits of the link used to join the Zoom Meeting

When you are in the meeting, you can reveal the controls by hovering the mouse over the lower edge or select “ALT”.

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Your audio should be on mute and your video stopped by defaulted on when you join the meeting.
1. Audio – During the meeting you can turn on and off your audio

  • In the lower left is the Audio control, where you can click to Unmute or Mute your audio:

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Note: You should leave your microphone on mute unless you are talking

2. Video – During the meeting you can turn on and off your video

  • In the lower left is the Video control, which you can click to stop or start the video:

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What can you do once in the meeting, includes:

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1. Participants – You can list all the Participants in the meeting

  • Start by clicking on Chat:

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  • See Participants list on the right

  • Options you have at the bottom is:

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  • Select Unmute Me to turn on your microphone

  • Select Raise Hand to turn get attention of the Host

Note: Select Lower Hand if you no longer need attention of the Host

 

2. Chat – You can chat (type into a chat area)

  • Start by clicking on Chat:

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  • See Chat box on the right

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  • By default, the chat will be to “Everyone” in the meeting by typing in text:

         i. Typing in text and then enter:

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        ii. Then see what you typed at top of the chat box:

image038

  • You can also choose to have a private chat with the Host or anyone else in the meeting

         i. By selecting from dropdown of list of all participants

         ii. Select “Everyone” to chat to everyone (all participants)

         iii. Select an individual from dropdown to chat privately with the Host or another Participant

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3. Share Screen to share any App screen running or your desktop/home screen with others in the meeting:

  • Click on Share Screen when the Host has enabled you to share or made you the Host of the meeting:

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  • Select an application to share:

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  • Select “Share Screen” to share

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  • To end screen share, move mouse to top of screen and select “Stop Share”:

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4. Leave Meeting when you are done with meeting and :

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  • Select “Leave Meeting”

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  • You have now left the meeting

Zoom recordings can only be enabled by the host who has 2 options, Cloud and local PC. Local recordings are not encrypted by default so the user is required to provide encryption for sensitive material.

Cloud recordings are encrypted AND copied directly to the Hosts Echo360 library ready to upload to Moodle or other platforms.

For security concerns please do not include any participant's name, email or identifiable data on the meeting subject line. Please do not post meeting links on social media platforms.

The following links provide more information on ‘Hybrid Meetings Best Practice Guide’. and UNSW Digital Privacy Policy

 

Zoom allows guests to easily join meetings. It also allows guest speakers and lecturers to talk to students. For teaching and learning, the guests speakers must have a Zoom account to participate, but they can sign-up for a free Zoom account if they are not UNSW staff or students.

Zoom provides AI-powered live transcription for all paid accounts. This can be enabled by the host, and any participants can view the captioning as needed. Live transcription only supports English and it is recommended that you speak clearly for best results.

More information can be found at Zoom Closed Captioning support page

Prerequisites:

    Account type: Pro, Business, Education , Enterprise
    Zoom desktop client for Windows, macOS: version5.0.2 or higher
    Zoom mobile app for Android and iOS: version 5.0.2 or higher


Starting closed captioning or live transcription in a meeting

In a Zoom meeting or webinar that you are hosting, click Closed Caption

Location of closed captioing button

Choose the Live Transcript option

How to enable captioning
  • Enable Auto-Transcription: Allows the system to start providing live transcription. Participants will be notified that this service is available.
  • You will be able to end this service at any time by deselecting Auto Transcription

Viewing closed captioning or live transcription

If closed captioning or live transcripts are available during a meeting or webinar, you can view these as a participant. These can also be viewed while in a Zoom Room.

Sign in to the Zoom desktop client.
    Join a meeting or webinar.
    When enabled by the host, you will see a notification above Closed Caption/Live Transcript in the controls, informing you that one of these services is available.
    If closed captioning is available , click Closed Caption to start viewing closed captioning.
    If live transcript is available, click Live Transcript, and then select Show Subtitle
    Notes: The provided subtitles can be clicked and dragged to move their position in the meeting window.

 

Using closed captioning in breakout rooms

If you're the meeting host, we recommend using a third-party closed captioning service if you want closed captions in breakout rooms enabled via API token.

If you want a participant to type closed captions, make sure you assign them permission to type closed caption before starting the breakout room sessions:

enable closed captioning on mobile device

After you start breakout room sessions, participants can click Closed Caption in the meeting controls to view closed captions.

Notes:

    Only one participant can be assigned to type closed captions in a meeting, thus it is only possible to have one breakout session with closed captioning.
    Live transcription is currently not supported in breakout rooms.

Live transcript limitations

The accuracy of Zoom's live transcription feature depends on many variables, such as but not limited to:

    Background noise
    Volume and clarity of the speaker's voice
    Speaker's proficiency with the English language
    Lexicons and dialects specific to a geography or community

Because of these limitations, if you are required to use speech-to-text support for any compliance needs in your meetings and webinars, Zoom recommend using a third part provider who may be able to guarantee a specific accuracy via API token

The desktop client can be manually updated and best practice is to check you have the current version in advance of your meeting. The web app will always be current.

Log into the client and on the top right click on your profile icon the select "Check for Updates" towards the bottom of the drop down list.

Zoom desktop client update process
Zoom desktop client update process

If updates are available follow the prompts, this will only take 1-2minutes.

Zoom desktop client upgrading
Zoom desktop client upgrading

Troubleshooting Guides

If you are unable to login, please check:

  • If you have the right zID and zPass, please check the How to log into Zoom Conferencing guide above in the self help section.
  • Students do not have access to a UNSW account they will need to create a private account to join meetings or online classes.
  • If you continue to have issues please call the IT Service Desk on Ext51333 ot email servicedesk@unsw.edu.au

If you are unable to join a meeting, make sure:

  • The link is valid

  • The meeting is still happening

  • You got the right Room ID

  • You have access to the meeting room

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