Videoconferencing with Zoom

Real-time Audio/Video Collaboration Tool

Tools that support audio and video will provide a more reliable experience if video is disabled or only used when needed (e.g. for the speaker). 

ÂÜÀòÉäÇø Enterprise licenses for Zoom now manage information inside Canada.  Ensure you are signed into your ÂÜÀòÉäÇø Zoom account when using chat features and recording meetings if you are discussing any information about an identifiable individual or business sensitive matters.  Any chat logs or recordings created that contain personal information will be stored outside of Canada if you do not use your enterprise Zoom account. Even though the management of our enterprise Zoom accounts’ data now occurs within Canada, you still need to follow proper protocols when you are recording other people on Zoom or any other external platform.  Contact privacy@unbc.ca if you need more information about standard recording protocols.

Zoom resources and training

How to sign in to Zoom

Best practices for Zoom

Zoom Account Creation:

Zoom is now a Single Sign On application at ÂÜÀòÉäÇø.

Anyone with a ÂÜÀòÉäÇø account can now sign in to Zoom using their ÂÜÀòÉäÇø credentials.

  • If you already have a Zoom account (with a unique password), this will log you in to that same account
  • If you do not already have a Zoom account, it will provision one for you automatically with a Basic license
  • If you require more than a Basic license please contact support@unbc.ca
  • Employees are encouraged to install and use the Zoom Plugin for Microsoft Outlook to send meeting invites to other ÂÜÀòÉäÇø folks

Already have an Account and want to use SSO?

Sign In Steps

  • Visit the ÂÜÀòÉäÇø Zoom site
  • Sign in with your ÂÜÀòÉäÇø account credentials to use the application and configure your account
  • Join an existing meeting using a link
  • Host a meeting by signing in
ÂÜÀòÉäÇø Zoom Sign In

Single Sign On - use your ÂÜÀòÉäÇø account credentials

  • Checkbox - Clear prior granting of permission for release of your information to this service - this checkbox will remove any previously set permissions and allow you to reset.
ÂÜÀòÉäÇø Account Credentials Required

Terms of Use at ÂÜÀòÉäÇø

  • Accept or Refuse as appropriate
Zoom Terms of Usage at ÂÜÀòÉäÇø

Responses required for Information Release

  • Choose your option and click Accept to continue.
Information Provided to Zoom
  • Choose reject to exit Zoom.
Information Consent Reject Information

Recommendations 

One-to-one or less than four participants:

  1. : Video conferencing.
  2. Apple iPhone smartphones: phone, FaceTime Video, iMessage instant messaging.
  3. Apple iPad tablets: FaceTime Video, iMessage instant messaging.

More than four participants:

  1. : Video conferencing.
  2. TELUS Audio Conferencing: If you already have a TELUS audio conference bridge, use it when possible.

Zoom Training Resources and Best Practices

Zoom Resources and Training

Zoom Best Practices

Tools optimized for teaching online including questions regarding Collaborate and Learn:

Videoconferencing and Privacy Considerations

When utilizing videoconferencing services for teaching, learning and administrative work at ÂÜÀòÉäÇø, there are privacy considerations that need to be taken into account. ÂÜÀòÉäÇø does not have control over the security of these services nor can we fully understand the information management practices these services employ.  What faculty and staff can do to support the privacy rights of the university community includes being informed about the services you are asking others to use, and being prepared to be accountable for ensuring that the community you are working with has the opportunity to provide informed consent when necessary before you are requiring them to use videoconferencing software, or any other service that operates outside of ÂÜÀòÉäÇø.

As a baseline, assume videoconferencing services manage information similar to social media services unless you have a contractual commitment from the service provider stating otherwise.  When considering how you want to use videoconferencing services, ask yourself if the personal information you are asking others to put into videoconferencing services would be appropriate to find on social media before you ask them to do it.   Some individuals are more comfortable disclosing their personal information than others. The choice to manage personal information in videoconferencing services that wouldn’t be typically found on the average person’s social media posts needs to be accompanied by written informed consent to demonstrate we have considered, respected, and educated our community on the risk to their privacy.  Reviewing and discussing the privacy practices of these services provides a learning opportunity for everyone in the university community.

Every employee of the university has the same responsibility to ensure that we comply with the Freedom of Information and Protection of Privacy Act. You have support managing that responsibility.   You may contact itsecurity@unbc.ca to ask for support assessing whether the service utilizes adequate security measures to protect personal information. You may also contact privacy@unbc.ca to ask for help making informed choices regarding the appropriate scope for the use of a service, gather informed consent from your participants, and recommend the questions to ask your service provider about how it manages personal and business information.