Zoom is a video conferencing application for your meetings, workshops and one-to-one calls, and is integrated with Google Calendar for UCD staff.
For larger formal events such as conferences, seminars or launch events, Zoom Webinars is also available on request. If you or your participants have accessibility requirements, closed captioning and auto-transcription are among the features available in Zoom.
Eligibility for a UCD Zoom account
UCD Zoom accounts for permanent and temporary employees and graduate students are created on request, while other account requests may require authorisation from a Head of School or Unit. Undergraduate students are not eligible for a UCD Zoom account but instead can use Google Meet for video calls.
» Find out more: Am I eligible for a UCD Zoom account?
Which countries are restricted from using Zoom ?
Users in certain countries or regions are unable to access Zoom for regulatory reasons. You can view the list of restricted countries here.
Getting started with Zoom
Once your UCD Zoom account has been set up, you can log in to Zoom with your UCD Connect details via the UCD Connect website (https://www.ucd.ie/connect/) and set up your Zoom call from there while also adding it to your Google Calendar. You can also do this in reverse; create an event in your Google Calendar and then use the 'Add video conferencing' menu to add a Zoom video link.
» Find out more: How do I add Zoom to a meeting in my calendar?
Using Zoom securely
If you are holding a Zoom webinar or a meeting, we recommend that you do not post the Zoom link on a website, forum or social media as this opens the event to unintended guests.
Zoom Webinars provide a solution for hosting large online events such as academic conferences, seminars and recruitment events. It is an add-on to your regular Zoom access which is automatically available to Staff. Please check your UCD Connect Zoom console Account information to confirm you have access.
» Find out more: How do I use Zoom for a large webinar?
Closed captions and auto-transcription for Zoom
Zoom includes settings for closed captioning (where a participant or professional closed-caption provider types live captions) and auto-transcription (where Zoom automatically generates captions). As these functionalities are not the same, you should consider in advance which you may require for your call or event.
» Find out more: How do I use closed captioning and auto-transcription on Zoom?
The Zoom Meetings for Education pre recorded webinar is a great way to get quickly up to speed on Zoom meetings in 45 minutes. It covers the following topics
- Scheduling, Inviting and Joing a Meeting
- Managing and Interacting within a Meeting (Audio, Chat, Waiting Rooms)
- Lectures and Presentations (Share Screen, Whiteboard, Annotations)
- Quizzes and Small Group Activities (Polling, Breakout Rooms)
- Attendance and Recording (note: functionality may not be configured)
- Zoom for Education Use Cases
Zoom short advice videos on ‘How To’ do certain tasks in a couple of minutes
Zoom Tips and Tricks
Practise your webinar?
Zoom provide the following link to practise a webinar you are planning.
Can I have Breakouts in my meeting?
Yes; this option is available in UCD Zoom accounts. The host should turn on the Breakout Rooms functionality within their meeting settings.
Refer to the User section of this article:
Use a Whiteboard in your Zoom meeting?
Transcribe the audio from a Meeting automatically
How to create a Zoom video
Zoom are constantly adding new features, some of which may be available to UCD Zoom Users. What's New
- UCD transition to Zoom EU Data Centres
- Zoom integration with Google Calendar
- Data Retention Policy turned on
- Display 49 participants on screen
In October we requested that Zoom transfer all of the UCD Data to their EU Data Centres. The transition of our service to the EU was informed by enhanced data privacy rules and in particular by the ruling of the Court of Justice of the EU in July, which raised the bar in relation to the requirement to keep data within the EU. The transfer happened over the course of a few weeks and we are now happy to confirm that all UCD Zoom data is now held within the EU.
We recently added the facility to create Zoom meetings easily within your Google calendar. This allows you to set up a meeting in the usual way in your calendar and to make it a Zoom meeting with one extra click. All your meeting invitees will have easy access to the Zoom details at that stage.
A Data Retention Policy has been implemented for Zoom Recordings. By default any recordings you complete will be deleted after 13 months. This is set to 30 days for Student Zoom Account categories.
It's possible to view 49 Participants if you have one of the following CPUs in your PC/laptop
- Intel i5 - 4 cores or higher, gen 4 or higher
- Intel i7, i9, Xeon - 2 cores or higher
- Intel Atom - 6 cores or higher
- Other Intel processors - 6 cores or higher, 3.0GHz frequency or higher
- AMD Ryzen 5 series
- change Maximum participants displayed to 49 participants in the Desktop client or Mobile App.
At UCD, we have configured Zoom, by default, to ensure meetings are as secure and private as possible. .
- Participants are not allowed to join before the meeting host.
- All participants are placed in a “Waiting Room” and the Host individually admits them to meetings.
- Unique meeting IDs are required for each scheduled or instant meeting (rather than using your Personal Meeting ID (PMID).
- Passwords are required for schedule and instance meetings.
- Participants cannot rejoin if the host has removed them.
- Guests from outside UCD are identified.
IN-MEETING SECURITY OPTIONS
RECORDINGS & TRANSCRIPTS
- Messages sent via chat are not saved.
- Participants cannot save a transcript of the call.
- Recording to local files is not allowed (cloud only).
- Meetings are not recorded automatically – only the Host is allowed to do this and to access these recordings. Before the meeting commences, Hosts are prompted to inform participants about the recording of meetings.
- Files cannot be transferred via chat
- Only the Host can share their screen
All the above features are enabled automatically within UCD - you do not need to do anything. However, there may be situations where you wish to override these defaults but please consider carefully before you do so.
In October 2020 Zoom were requested to transfer all of the UCD Data to their EU Data Centres. The transition of the service to the EU was informed by enhanced data privacy rules and in particular by the ruling of the Court of Justice of the EU in July, which raised the bar in relation to the requirement to keep data within the EU. The transfer happened during November and we are now happy to confirm that all UCD Zoom data is now held within the EU. This includes both Zoom Meeting and Webinar data.
Data Retention Policy
A Data Retention Policy has been implemented for Zoom Recordings. By default any recordings you complete will be deleted after 13 months. Should you have a business reason to amend this period, please forward this to the Helpdesk for review.
Enable these security settings:
1. Meeting password/passcode
3. Meeting registration
RECOMMENDATIONS FOR YOU TO CONSIDER
- If you have previously altered any settings, that you reset them back to the UCD Default Settings by clicking RESET next to the individual setting.
- If you have created recurring meetings, that you review the settings for these meetings in light of the recommendations above. You can amend existing meetings by logging into your Zoom account on zoom.us, click Meetings on the left menu and then review and edit any upcoming meeting.
- That you use your UCD Zoom account rather than any personal Zoom account so that you benefit from the UCD security configuration.
- That you actively manage any recordings of meetings which you have taken. You can view them by logging into your Zoom account on zoom.us, click Recordings on the left menu. You should delete recordings when they are no longer needed.
Further information on Zoom security features are available here www.zoom.us/security