Zoom is available free from the Zoom download center and the University Software Centre. It can be used to record a vignette/presentation for which you will need a web-cam enabled laptop or PC.

Zoom Pro licences are enabled for all University of Auckland staff and doctoral students with @auckland.ac.nz email address. Everyone else with an @aucklanduni.ac.nz address (i.e. all other students) only have access to the basic version of Zoom to create their own meetings. Zoom Pro includes up to 300 participants and meeting duration limit of 24 hours (instead of 3 participants and 40 mins on the basic version).

Please make sure you are logged in to Zoom before you start your presentation, otherwise the recording will end automatically after 40 minutes.

Logging in to Zoom:

1. Go to https://auckland.zoom.us/
2. Sign in using your University username and password.

Using Zoom (or WeChat or other software) for live streaming lectures is not recommended due to bandwidth and connectivity issues. The student experience is likely to be compromised if lecturers are expecting students to participate in a streaming session.

Refer: meetings Waiting Room and Passcode requirements

Zoom’s security enhancements are designed to prevent ‘Zoombombing’ (people who crash your meeting by guessing the URL).

• When you schedule a Zoom meeting, it will include a password (now called a Passcode). The passcode will be embedded into the Zoom link.
• If someone joins your meeting without the passcode, Zoom will put them into a Waiting Room. You may then ‘admit’ them to your meeting manually, if you know who they are, or deny them access if you don’t.
• Please instruct students to log into Zoom using their University credentials, and ask them to enter their full name into their Zoom profile so that they don’t appear in your meeting with a random nickname.

• Getting started with Zoom
• University branded backgrounds for Zoom
• Watch segments of the Zoom training session for the University of Auckland staff, hosted by Tim Page.
  • Zoom training intro
  • Setting up/Scheduling a meeting
  • Running a meeting
  • Recording a meeting
  • Screen Sharing
  • Shared Screen and Active Speaker cloud recording
  • Breakout Rooms
  • Ending a Meeting
• Zoom live training webinars including Zoom meetings for education.
• Record Zoom meetings to the Cloud (includes automated transcripts).
  The cloud recording links are only available for 60 days. If you download your recordings from the cloud, then upload them to Mediastore they remain stored for longer.
• Zoom recording layouts settings for Active speaker, Gallery and Shared window views.
  The recording layout follows the video layout of the participant or host that started the recording. For example, if the host grants permission to a participant to record, and the participant starts a local recording while in active speaker view, the recording layout will be in active speaker view.
• Use annotation tools on a shared screen or whiteboard in Zoom.
• Zoom best practices – a simple checklist for making the most of Zoom (Case Western Reserve University).

Please see the article from the Canvas guides on how to schedule a Zoom meeting within Canvas.

• Using the Zoom Pro LTI in Canvas to schedule meetings for groups can result in multiple notifications for each session sent to all groups and is therefore not recommended.
• Please remind your students use their university credentials to log in to Zoom. This ensures that they will be included if you set up groups before the session.

The Zoom Cloud recording links are only available for 60 days. Downloading your recordings from the Cloud, then uploading them to the Mediastore will ensure that they remain stored for longer.

See instructions on how to:

• Upload video to Mediastore
• Share the video in your Canvas course:
  • Link to the video in Canvas modules
  • Paste the link into a Canvas page
  • Embed the video in a Canvas page
  • add the recording to Canvas’ Recordings page:
    1. Create an Ad Hoc recording from the Recordings page.
    2. Paste the link to the recording that you received from Mediastore.

Audio transcripts are available for Zoom recordings that are saved to the cloud. See the FAQs section on downloading a transcript from Zoom.

Some students may also benefit from Google’s Live Caption feature, whereby captions are provided in Google Chrome browser, whenever they play a video.

1. Go to auckland.zoom.us
2. Click SIGN IN.
3. If prompted, sign in with your UPI (e.g., jbon007) and password.
4. Go to Settings in the menu on the left.
5. Click the Recording tab across the top of the main page.
6. Scroll down until you see Require passcode to access shared cloud recordings. Make sure the setting is turned on.

Now you need to generate a new link to the recording:

1. Go to Recordings in the menu on the left.
2. Find the recording from the list of Cloud Recordings and click Share.
3. Allow the recording to be shared Publicly, ensuring that Passcode protection is turned on.
4. Click Copy sharing information (the link will be copied to your clipboard and you can paste it within an email etc.).

Zoom Cloud recordings are only available for 60 days. Downloading your recordings from the Cloud, then uploading them to the Mediastore will ensure that they remain stored for longer.

Zoombombing is where an uninvited guest enters a Zoom session, potentially disrupting the session by typing inappropriate chat messages, taking over screen sharing, or making inappropriate comments into the microphone.

• Read IT Connect Zoom security guide.
• Watch a video by Tim Page, Senior Technician on Zoombombing countermeasures.

The University recommends using Zoom recording feature instead of live streaming, however, Zoom can be useful for office hours or small group meetings. We also recommend setting scheduling meetings (which generates new meeting link) instead of using personal meeting rooms.

To minimise the risk of Zoombombing, there are options when setting up meeting you should consider:

• Mute participants on entry.
• Disable join before host. Participants will be put in the waiting room until admitted to the meeting room.

The University has enabled the following meeting settings as default to protect against uninvited participants. Host can change the default settings in their Zoom meeting settings before meeting starts.

• Waiting room (guests must be admitted to a meeting) is enabled by default.
  The host can change this setting before the meeting starts by going to the Meeting ‘Settings‘ and scroll down to ‘In Meeting (Advanced)’.

• Screen sharing is enabled by default to host only. Two ways to change this settings:
  • The host can change this setting before the meeting starts by going to the Meeting ‘Settings‘ and scroll down to ‘In Meeting(Basics)’.
    
  • Or during each meeting, in the Zoom meeting window, you can change this setting under ‘Share Screen’ and ‘Advanced Sharing Options’.
    

• File transfer in meetings is disabled by default.
  The host can change this setting before the meeting starts by going to the Meeting ‘Settings‘ and scroll down to ‘In Meeting(Basics)’.

• Allow host to put attendee on hold is enabled by default.
  The host can change this setting before the meeting starts by going to the Meeting ‘Settings‘ and scroll down to ‘In Meeting(Basics)’.