Zoom Video Conferencing

Overview

Important Update: Mandatory Passcodes for Zoom Meetings on August 31, 2020

Beginning August 31st, 2020, UBC will require all new Zoom meetings to have a passcode enabled for increased security.

Any new meetings that you create as of August 31st will have a passcode automatically enabled and generated. Any meetings that were created before August 31st will not be affected by this change.

Beginning September 27th, 2020, Zoom will enforce a system-wide change by automatically enabling a waiting room for any meetings that do not have a passcode. We therefore recommend that you edit your existing meetings to enable a passcode to avoid having the waiting room automically enabled on this date.

If you use Outlook to schedule Zoom meetings and wish to edit your existing meetings to enable a passcode before August 31st, visit our How to Enable Passcodes page.

UBC has opted to implement its own change on August 31st in order to minimize the potential impact of Zoom's own change in September, which is typically a very busy time of year for faculty and staff.

For more information on Zoom's changes, please visit Zoom's FAQ page

If you have any further questions or concerns, please contact your appropriate support team:

UBC Faculty of Medicine staff and faculty
Call: 1-877-266-0666
Email: medit.servicedesk@ubc.ca

All staff and faculty based at UBC Okanagan:
Call: 250-807-9225
Visit: https://helpdesk.ok.ubc.ca

For all staff and faculty based at UBC Vancouver
Call: 604-822-7956
Email: av.helpdesk@ubc.ca

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UBC has a campus-wide license for Zoom as a platform for delivering courses online and larger meetings. Zoom is an easy-to-use video conferencing platform that offers a wide range of features.


Features & Benefits

Zoom allows for video, audio, and screen sharing between participants. It can be used from any computer, laptop, tablet, or phone, and is compatible on PC, Mac, Android and iOS devices.

  • Accessible on multiple devices - Attendees can participate in meetings using smartphone, computer, or audio only.
  • Interactive and engaging - Collaborative whiteboard and annotation, and remote control of screen. Live polls can be prepared and used during the meeting, with live chat used to ask questions or provide visual feedback.
  • Security compliant - Zoom meets FERPA /HIPAA compliance and and complies with UBC's Information Security Standards.
  • Accessibility for all learners - Ensures that everyone can participate equitably with closed captioning and keyboard shortcuts.

Requirements

Sign Up Requirements


Getting Started




Privacy

Under the Freedom of Information and Protection of Privacy Act (FIPPA), it is acceptable to use Zoom provided that you use the following guidance.

Instructors may use Zoom to deliver real-time lectures as follows:

  • Instructors should inform students that they can maintain their privacy by logging in using only their first name or a nickname, turning off their camera, and muting their microphone.
  • Instructors may record lectures using Zoom but must keep these recordings secure and confidential.

Instructors may use Zoom for exam invigilation purposes as follows:

  • Instructors should inform students that they can maintain their privacy by logging in using only their first name or a nickname, but if they do so they should register this name with their instructor in advance.
  • Instructors should also tell students that they will be required to keep their camera on, but the session will not be recorded by the instructor.
  • Students should be invited to a breakout room where they will be asked to hold up their Student ID cards, covering the first four digits of their student number, so that the instructor can check off the name on the class list. Alternatively, the instructor can set up extra "empty" breakout rooms and move students one at a time to that room for ID check before moving them back into their breakout room.
  • Instructors may not record invigilated sessions.

Staff and faculty members who are using Zoom for meetings and collaboration are free to do so, provided that they do not use the Record feature if they are discussing sensitive information. If they are meeting with a student or other individual who is not an employee of UBC, they should advise the individual that they can maintain their privacy by logging in using only their first name or a nickname.


Support

For UBC Faculty of Medicine staff and faculty:
Call: 1-877-266-0666
Email: medit.servicedesk@ubc.ca

For all staff and faculty based at UBC Okanagan:
  • For urgent assistance, please contact the Helpdesk at 250-807-9000
  • To schedule assistance, please enter a ticket at https://helpdesk.ok.ubc.ca
  • Select "Request Training/Technical Consultation”, then “Other” and enter the type of Zoom support you are requesting and the time/dates that you are available.

For all staff and faculty based at UBC Vancouver:
Call: 604-822-7956
Email: av.helpdesk@ubc.ca

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