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Members of the Rutgers community expressed a strong interest in licensing Zoom for web conferencing, including faculty members and researchers, many of whom have colleagues at other institutions who prefer to use Zoom for connecting and collaborating. Due to this strong demand, the Office of Information Technology is providing Zoom to the university community. Zoom is being offered as one of several web conferencing options for Rutgers faculty, students, and staff, that will complement our existing offerings—namely, Webex and Microsoft Teams—and provide further choice for how we collaborate at Rutgers.

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Some benefits of Zoom include:

  • High-quality video and audio support for up to 300 concurrent participants for students and 500 participants for faculty and staff.
  • Ability to customize your own virtual backgrounds during a Zoom meeting.
  • Easy-to-use tools such as Whiteboard and Annotate to share and collaborate with others.
  • Breakout rooms allowing you to split your Zoom meeting into as many as 50 separate sessions.
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Rutgers is constantly working with Zoom to ensure that this will be a safe web conferencing solution for our community. Zoom has addressed previous security concerns and continues to make improvements for users.

For additional information about the best practices for privacy and security, please visit the Zoom website.

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To sign up for a new Rutgers Zoom account, please follow these instructions. Additionally, Zoom offers a variety of resources on its help page to guide new users in getting started.

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Yes, in addition to Zoom, Rutgers continues to offer Webex and Microsoft Teams to faculty, staff, and students as alternative web conferencing and collaboration solutions.

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If you currently have an existing Zoom account with a Rutgers email address or NetID, please review these instructions.

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For those who handle Protected Health Information (PHI), Zoom for Rutgers is compliant with the Health Insurance Portability and Accountability Act (HIPAA). If you handle PHI, you will be assigned an account that is appropriate for your use with restricted data. If your role at Rutgers is not flagged for interaction with PHI, you will see a message upon signing up for Zoom indicating that your account is not for use with restricted data controlled by HIPAA.

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All communication on the HIPAA meeting is encrypted end to end. Users with HIPAA accounts cannot record meetings into the Zoom cloud. Attendance cannot be retrieved from the meeting details once the meeting is over.

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Each Zoom account will have 500 megabytes (MB) of cloud storage per account. Zoom recordings will be deleted after 180 days. After that, you can record on your own computer and share content via the Kaltura video platform.

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Yes, Zoom will be compatible with Cisco hardware for web conferencing in Rutgers conference rooms.

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No, Zoom only allows being logged in from one instance of each device. If you sign into an additional device while logged into another device of the same type, you will be logged out automatically on the first device.

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No, your Rutgers Zoom license only allows one meeting at a time.

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To learn more about managing breakout rooms in Zoom, which is when you can split your Zoom meeting in up to 50 separate sessions, visit the Zoom website.

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You can only pre-assign participants that have a Zoom accounts (internal or external Zoom users). When pre-assigning participants using the web portal, you can only pre-assign internal Zoom users that are in the same account. To pre-assign participants that are external Zoom users, import a CSV file.

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If your Zoom meeting has registration or polling enabled, you can generate a registration or polling report. Login to rutgers.zoom.us ->Report->Meeting->Report Type-> Registration Report or Poll Report

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Deleting meetings on the Rutgers Zoom Web Client is different than the documentation on the Zoom Help Center.

1. Sign into https://rutgers.zoom.us/ and click on Meetings on the left hand panel.

2. You should see the following screen with your meetings listed. When you hover over the meeting with your mouse, Start and Edit buttons will appear and your meeting title will be underlined.

3. Click on the meeting title and scroll all the way down to the bottom of the page. Delete this Meeting will be located on the bottom left of the screen.

To see screenshots of the process please visit the knowledge base article: https://it.rutgers.edu/zoom/knowledgebase/deleting-meetings-in-the-rutgers-zoom-web-client/

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The Virtual Background feature allows you to display an image or video as your background during a Zoom Meeting. You can also upload your own images or videos as a virtual background. For more information on how to change your background on Zoom, visit the Zoom website.

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If you have specific questions or need assistance accessing Zoom, please contact your department’s IT staff or your local Office of Information Technology Help Desk.

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Unfortunately, you will not be able to change your personal meeting ID.

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OIT has authorized certain Zoom authored Zoom plugins, however no Zoom marketplace applications will be approved at this time.

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  1. Sign into rutgers.zoom.us and select Meetings in the navigation bar on the left side of the screen.
  2. Choose the meeting to which you would like to add a passcode and select Edit.
  3. Next to Security, select the box for Passcode.
  4. In the field provided, enter a meeting passcode no more than 10 characters long.
  5. Click Save at the bottom of the page.
  6. Share the new meeting details with your participants, or simply click Copy the invitation and paste them into an email to your meeting invitees.
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To enhance security, when you schedule a Rutgers Zoom meeting, you can check a box that says “only authenticated users can join,” which means only participants with Rutgers accounts can enter your meeting. Choosing this feature can also be used as a way to help manage attendance during your classes. If you enable this feature and a participant does not log in with a Rutgers Zoom account, the participant will not be able to attend your meeting. Instructors, students are not automatically enrolled in a Rutgers Zoom account. If you check this setting, please make sure they have signed up for a Rutgers Zoom account in advance of the meeting.

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When scheduling, you can check the box that says, “computer audio only,” instead of allowing your participants to use a telephone to call into your Zoom meeting. This will prevent participants from sharing the telephone number, which does not have a passcode associated with it.

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To enable waiting rooms for your meetings, navigate to rutgers.zoom.us.
Select Settings from the menu options on the left, and then Security.
From this menu, you will see the option to enable waiting rooms by turning the toggle on as shown below.

 

Additionally, you can control who is put in the waiting room. If you select Users not in your account as shown below, users with activated Rutgers Zoom accounts will be allowed to join your meeting directly, while those who do not have activated Rutgers accounts will be put in the waiting room.

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