New Zoom Features & Announcements

New updates to Zoom furthering DEI efforts in teaching and learning

6/25/2021

Zoom announced the release of version 5.7.0 on June 21. The new version has updates and features that are exciting and can be counted as wins in the Diversity, Equity and Inclusion (DEI) space leading to student success.

Among many new and enhanced features being offered, a few notable ones include:

• Support for pronouns
  • Users now have the ability to enable their pronouns to be displayed as part of their display name in meetings and webinars.
  • Available for Windows, macOS, Linux, Android, iOS
  • Learn how to show your pronouns in Zoom
• Request Live Transcription enablement as participant
  • Meeting participants and webinar attendees can request the host enable Live Transcription, avoiding interrupting the host to request this verbally or through chat. This can be also requested anonymously.
  • Available for Windows, macOS, Linux, Android, iOS
  • Learn how to request that the host enables live transcription in a Zoom meeting or webinar
• Share screen to all Breakout Rooms
  • When sharing a screen in the main session, the host or co-host can share their screen to all active Breakout Rooms.
  • Available for Windows, macOS, Linux
  • Learn how to share your screen to all breakout rooms

Learn more:

• Refer to the Zoom Release Notes for June 21, 2021 to review all features included in the 5.7.0 version

Action needed: Changes coming to U-M Zoom on May 18

4/13/2021

On May 18, 2021, the university will roll out changes to U-M Zoom to improve security and ensure that U-M Zoom may continue to meet the university community’s needs. U-M Zoom users are being notified of these changes on a rolling basis. It is important that you take action if you are hosting Zoom Meetings on or after May 18 or have Zoom cloud recordings you wish to retain.

Upcoming changes:

• Security Settings: U-M will require all Meetings occurring on or after May 18, 2021, to use Authentication, a Waiting Room, or a Passcode. Webinars will not be impacted.
• Cloud Recording Retention: U-M Zoom’s cloud recording retention policy will change from 180 days to 150 days on May 18, 2021. All cloud recordings will be retained for 150 days before being auto-deleted.
  • This change will apply to both existing and new cloud recordings. Local recordings will not be impacted.
  • On May 18, any existing cloud recordings created on or before December 18, 2020 will be moved to the trash for 30 days before being permanently deleted.
• Breakout Room Capacity: All U-M Zoom meetings occurring on or after May 18, 2021 will have an increased Breakout Room capacity.

Take action before May 18:

1. Add a security setting to your Zoom Meetings before May 18, if you haven’t already. If you don’t take action, a Waiting Room will be turned on for your Zoom Meetings that do not already have a Waiting Room, Authentication, or Passcode.
2. Download any Zoom cloud recordings (refer to Long-term storage and/or hosting options) created on or before December 18, 2020, that you want to keep.
   
   1. If you have a large number of recordings, you can copy them in bulk to your U-M Dropbox for long-term storage and hosting. (Refer to the second bullet in the linked article.)

Learn more:

• Refer to the U-M ITS How to Secure Meetings site for information about Waiting Rooms, Authentication, Passcodes, and other security settings.
• Learn more about Breakout Rooms in Zoom Meetings.

Prevent uninvited guests from disrupting your Zoom events

3/31/2021

It's been a year since U-M began teaching, learning, and working remotely. Take some time to brush up on best practices for protecting your Zoom events from disruption ("Zoombombing") and exciting new features to help you keep your events secure.

General Security Best Practice

Every Zoom Meeting should be secured with at least one security setting.

• For meetings where U-M students, faculty, and staff and 10 or less external participants will be in attendance, ITS recommends Authentication ("Require authentication to join > University of Michigan Users").
• For most meetings where more than 10 external participants will be in attendance, ITS recommends a Waiting Room configured with U-M recommended settings.

New Security Features

1. Allow up to 10 non-UM guests to join your UM-only Zoom meetings and webinars without turning off the Authentication requirement (Require authentication to join>University of Michigan Users).
2. Determine which Zoom Meetings you host may be at risk of Zoombombing and add Authentication, a Waiting Room, and/or a Passcode to the meeting.
3. Be an early adopter of the new security setting, Require that all meetings are secured with one security option. Learn about the setting, how to prepare your meetings, and how to enable the setting.

Public Events

Are you hosting an event on Zoom that is open to the public and posted on a website, social media, or other publicly accessible place? These events are the most susceptible to Zoombombing and it is of critical importance that you take steps to secure the event.

Learn more:

Refer to the U-M ITS How to Secure Meetings site for information on Zoom security best practices.

GREAT NEWS: Changes coming in 2021 to Zoom for Health

12/21/2020

U-M Zoom has been approved for PHI (HIPAA data). As a result, Zoom for Health at U-M will be consolidated into regular U-M Zoom on January 2 and 3, 2021.

Thanks to collaborative efforts of U-M and Zoom, you now will be able to use expanded features, such as:

• Cloud recording
• Live transcription
• Viewing identifying information in reports
• Ability to assign scheduling privileges and alternative host privileges to anyone at U-M
• One Zoom integration in Canvas

Action Required Jan 3 or Later If You Use the Canvas-Zoom Integration

1. Enable the Zoom integration for your course(s)
2. If you set up Zoom course meetings in the Zoom Health integration in Canvas prior to January 2, you will need to import each meeting ID into the newly enabled Zoom integration in your course. To avoid having to take this step, wait until January 3 or later and then create them in the Zoom integration after you enable it.

Temporarily Offline: Jan 2 at 11pm thru Jan 3 at 6am

Zoom for Health users’ accounts will be migrated into regular U-M Zoom beginning January 2 at 11pm and continuing until January 3 at 6am. Your Zoom account will not be available during this time. 

After the migration is completed, Zoom for Health will no longer exist and all U-M Zoom users will be in the same account.

Upcoming and Previous Meetings / Webinars

• Your upcoming and previous meetings and webinars and your personal meeting ID and link will not be impacted. They will migrate with your account.

• People (including alternative hosts) will still be able to join future-scheduled meetings using the URL you have already provided--no need to resend.

NOTE: Download Reports Before Jan 2

• Download any meeting or webinar reports (attendance reports, poll reports, registration reports, etc) that you wish to retain. 

• Reports for meetings and webinars that occurred prior to the migration will be unavailable once your account is migrated into regular U-M Zoom.

Frequently Asked Questions

• How will I log in to Zoom after the migration?

  • The way you log in to Zoom will not change. You will still log in using your level 1 credentials. For more information on logging in to Zoom, refer to Create and Log In to Your U-M Zoom Account.

• Will I be permitted to use U-M Zoom for meetings or webinars involving PHI?

  • Yes

• Will I be permitted to record meetings or webinars involving PHI to the cloud and share those cloud recordings with other people?

  • Yes

• Will I be permitted to use automated live transcription for meetings or webinars involving PHI?

  • Yes

• Will I be able to pull reports on attendance, polls, etc that show individual users’ names and emails?

  • Yes, through either the Zoom web app or Canvas/Blackboard

• What will happen to my Webinar and other licenses?

  • Your licenses will move with your account. You will not need to re-request a license.

• What will happen to my scheduling privileges for other users?

  • Your scheduling privileges will not be impacted. You will still be able to schedule for the same users.

  • After the migration, you will be able to assign scheduling privileges to any members of U-M Zoom, and vice versa, if desired.

• What will happen to reports for my previous meetings or webinars?

  • Reports will not move with your account. Download any meeting or webinar reports (attendance reports, poll reports, registration reports, etc) that you wish to retain. 

• What will happen to my virtual backgrounds and profile picture?

  • Your virtual backgrounds and profile picture will move with your account. You will not need to re-upload them.

• I already added Zoom Health to my Canvas course. Why do I have to enable Zoom after January 3?

  • Zoom Health is tied to the Zoom for Health account, which will cease to exist after Zoom for Health users are migrated into U-M Zoom. The Zoom integration is tied to U-M Zoom, and this is the integration you will need to use after the migration. If you attempt to use the Zoom integration prior to the migration, you will see an error.

• Why do I have to import Zoom meetings to my Canvas course after January 3?

  • The Zoom meetings you created are attached to the Zoom Health integration, which will cease to exist with the migration to U-M Zoom. While your meetings scheduled through the integration will be migrated and will not be lost, they will need to be attached to the Zoom integration in order to be associated with your course. Importing them is the method to attach them to the Zoom integration and allow them to show in your course.

• Will this change impact how I use Zoom through MiChart (i.e. Zoom for Epic)?

  • No. This change does not apply to using Zoom through MiChart (Zoom for Epic). Nothing will change with how you use Zoom through MiChart.