Zoom is available free from the Zoom download centre 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.

Log in to Zoom:

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

Note: You cannot be logged in on more than one device at a time. Logging in on a second device will log you out of the first one.

Zoom’s security features are designed to prevent ‘Zoombombing’. This is where an uninvited guest enters a Zoom session, potentially being disruptive 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.

Consider adjusting your Zoom settings:

1. In your web browser, go to https://auckland.zoom.us/profile/setting
   NOTE: Ensure that you are logged in to your University account. You can check this under your profile image at the top-right; it should say LICENSED.
2. Ensure Waiting Room is turned on (guests must be admitted into a meeting by the host).

3. Click Edit Options and choose: Users who are not in your account and not part of your whitelisted domains
   Make sure that *.auckland.zoom.us is added to the whitelisted domains.

4. Mute all participants when they join a meeting is on.

5. Disable Allow participants to join before host. Participants will be told that the host hasn’t started the meeting yet.

6. Screen sharing is set to Host Only. The host can grant screen sharing access to others (if appropriate) during the meeting.

7. Send files via meeting chat is disabled.

8. Allow removed participants to rejoin is disabled.

Scheduling meetings

If you like to schedule Zoom meetings in advance, we recommend the following settings:

1. go to https://auckland.zoom.us/meeting/schedule
2. Use an Automatically Generated Meeting ID, rather than a personal Meeting ID. This prevents people gate crashing your meeting if they have followed an old link.

3. If you are only expecting staff or students of the University to join the meeting, select Require authentication to join, then select University of Auckland from the dropdown menu.*

* The Require authentication to join setting is useful for increasing the security of your meeting, requiring staff or students to log in with their University of Auckland account. If you are scheduling lectures, tutorials, lab demonstrations etc., please provide clear login instructions (example below), otherwise they may complain that they cannot connect to the meeting. This may not be an issue with small cohorts or stage II or III classes, so please use your discretion.

Paste the link that Zoom provides into your Canvas Syllabus page or use a Canvas Announcement, e.g.,

Join Zoom Meeting
https://auckland.zoom.us/j/94348750215?pwd=aBCdEfhg

Copy and paste this instruction into your Canvas course:

 

To join the Zoom meeting you will need to sign into Zoom using your University account:
1. Click Sign in with SSO
2. Then for Domain, type auckland and click Continue

• Getting started with Zoom
• University branded backgrounds for Zoom and changing your Zoom background
• 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
  • Breakout rooms
  • Ending a meeting
• Recording shared screen and active speaker (e.g., for recording PowerPpoint)
• 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 Panopto they remain stored for longer. If you integrate Zoom with Panopto, the upload process will be done automatically.

• 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).

The Zoom Cloud recordings are only available for 60 days. Downloading your recordings from the Cloud, then uploading them to Panopto will ensure that they remain stored for longer. Integration with Panopto also allows you to start a Zoom recording that uploads to Panopto automatically.

See instructions for:

• Download a Zoom recording
  Note: Staff can access their Zoom Cloud recordings from https://auckland.zoom.us/recording
• Upload video to Panopto
• Integrate Zoom with Panopto so it uploads recordings to Panopto automatically.
• Recommended Zoom settings for recording a PowerPoint presentation

See the Frequently Asked Questions page for the recommended settings for recording a presentation.

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.

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

Uploading videos to Panopto auto-generates closed captions and transcripts, and students can search for keywords to quickly jump to the relevant chapter.

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 Panopto will ensure that they remain stored for longer. Integration with Panopto also allows you to start a Zoom recording that uploads to Panopto automatically.

Please review our suggestion on the frequently asked questions page.