Zoom security update
Refer: meetings Waiting Room and Passcode requirements
Zoom has made some security enhancements to prevent ‘Zoombombing’ (people who crash your meeting by guessing the URL). This should not affect teaching due to the timing of this change, but it may affect staff who have scheduled regular Zoom meetings.
- If you already schedule Zoom meetings using a password (now called a Passcode) or a Waiting Room, the change will not affect you.
- Scheduling meetings after 27 September 2020 will automatically embed a Passcode into the Zoom link; you do not have to do anything else. Existing calendar invites for meetings (scheduled before 27 September 2020) should be resent so the link includes the Passcode.
- If someone opens an old meeting link, that does not include the Passcode, Zoom will enable a Waiting Room. You will then have to ‘admit’ people to your meeting manually.
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).
Logging in to Zoom:
- Go to https://auckland.zoom.us/
- 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.
Guides to using Zoom
- Getting started with Zoom Meetings
- University branded backgrounds for Zoom meetings
- Watch segments of the Zoom training session for the University of Auckland staff, hosted by Tim Page.
- 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. Downloading your recordings from the cloud, then uploading them to the Mediastore will ensure that they remain in persistent storage. - 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).
Uploading Zoom recordings into Mediastore
The 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 in persistent storage.
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:
- Create an Ad Hoc recording from the Recordings page.
- Paste the link to the recording that you received from Mediastore.
Adding Zoom recording transcript into Canvas
Audio transcripts are available for Zoom recordings that are saved to the cloud. Zoom will send you an email with a link to the recordings.
Download the transcript file
-
Click the cloud recording link in the email from Zoom or from the Recordings section on the Zoom web portal.
- Hover over ‘Audio transcript’ and select the download button.
- When prompted, open the VVT file in Microsoft Word and make any edits to mispronunciations. Save it as a Word document or a PDF to your local machine.
Share the transcript file
Share the transcript in Canvas by using the Upload Document function and add the link to the transcript next to your video.
Password access for Zoom recordings URL
You will no longer be able to disable auto-delete in the Zoom cloud recordings. The cloud recording links are now only available for 60 days. Downloading your recordings from the cloud, then uploading them to the Mediastore will ensure that they remain in persistent storage.
- Go to auckland.zoom.us
- Click SIGN IN at the top right
- If prompted, sign in with your UPI (e.g., jbon007) and password
- Go to Settings (on the left hand side)
- Click Recording at the top
- Scroll down until you see: Require password to access shared cloud recordings
- This will be switched on (showing blue), so click to toggle it off
Tips to prevent Zoombombing
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’.
- The host can change this setting before the meeting starts by going to the Meeting ‘Settings‘ and scroll down to ‘In Meeting(Basics)’.
- 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)’.
See also