Features and benefits

What features are available in UM Zoom?

What is the UM Zoom License Agreement?

A university-wide UM Zoom License Agreement has been signed for the university.  This agreement provides fully featured Zoom licensing for all University of Manitoba faculty, staff and enrolled students in our account.

I already have a free or paid Zoom account that I use for university purposes. Is it now included under this new UM Zoom License Agreement?

No. The UM Zoom License Agreement is separate from any existing free or paid licenses used for university purposes, including any purchased by individuals or groups within the university.

Existing free or paid accounts used for university purposes are eligible to be moved into this new agreement. This move is not automatic. Zoom users or Zoom account administrators must follow the steps below to move their user accounts into this new agreement.

Using Zoom securely

The increasing use of Zoom for remote work has resulted in a new security threat called, "Zoombombing." This is where an individual joins a Zoom meeting with the sole intent to disrupt it.

To help prevent this from happening in your meetings, read our Zoom security tips and recommendations for how to properly configure your meetings, set up a waiting room and mute or block unwanted participants.

What is Zoombombing, and how do I reduce my risk?

Zoombombing is when a meeting participant, including one not invited by the meeting host, disrupts a Zoom meeting by saying or showing inappropriate content (images, video, audio, or chat messages) with the specific intention of disrupting or subjecting meeting participants to inappropriate behaviour.

To prevent Zoombombing, move your account to our UM Zoom for Education agreement.

If are unable to move your account, follow the best practices for meetings outlined in UM Today's, "How to prevent Zoombombing." and in "How to Keep Uninvited Guests Out of Your Zoom Meeting" from Zoom.us.

 

How does UM Zoom help reduce the risk of Zoombombing incidents?

UM Zoom accounts are pre-configured with the UM recommend security settings that mitigate the risk of unauthorised access to your meetings.

Non-UM Zoom accounts may place the responsibility to apply the UM recommended security settings on the account administrator or user.

Accounts outside of the UM Zoom agreement may not have the UM recommended security settings in place that support UM Zoom meeting best practices.

How can I add a participant without a umanitoba email address to my meeting in UM Zoom?

You can either add an authentication exception or turn off the authentication requirement.

Add and authentication exception

UM Zoom is pre-configured to mitigate the risk of unauthorised access to your meetings. Only authenticated users (Zoom accounts connected to an @umanitoba.ca or @myumanitoba.ca email account) can join a meeting started with your UM Zoom account.

If you need to include someone without a UM Zoom account, you can schedule the meeting and explicitly add outside Zoom accounts using an authentication exception.

Please note: The person you are inviting must have a Zoom account in order to successfully join the meeting.

Disable the authentication requirement

Alternatively, if you need to include someone without a UM Zoom account, you can turn off the authentication setting for your meeting. This can be done on a per-meeting basis when you schedule your meeting through both the Zoom desktop application and the Outlook add-on. This will allow anyone with the meeting link to join the meeting.

Recommended configuration examples

For online classes with:

  • no external participants keep the default setting of Authentication enabled
  • one or more invited external participants eg: a guest speaker(s):
  • keep the default setting of Authentication enabled
  • invite external participants as exceptions through the UM Zoom Web portal

For meetings with:

  • a small number of external participants the recommended configuration is:
    • keep the default setting of Authentication enabled
    • invite external participants as exceptions through the UM Zoom Web portal
  • the majority of participants external to the University of Manitoba the host can choose to either:
    • keep the default setting of Authentication enabled and invite the external participants as exceptions through the UM Zoom Portal

 or;

    • choose to turn off Authentication and enable the Waiting Room feature to allow the host screen and admit only expected participants

RISK STATEMENT: If the host chooses to turn off authentication and not enable the Waiting Room, the meeting will have an increased likelihood for Zoombombing if the meeting link is shared with unwanted/uninvited individuals.

If you have already scheduled your meeting, you can turn off authentication in your meeting in the UM Zoom Portal settings before your meeting starts.

What do I do if I am Zoombombed?

To respond quickly to a disruption or Zoombombing event, open the Security menu and click Suspend Participant Activities.

This will freeze the meeting by turning off all participants' video, audio, Zoom Apps and screen sharing. It also locks the meeting and turns on the waiting room to prevent people from joining. This suspension of activities applies to all participants, including those who joined using a Zoom Room.

When you are ready to re-start, first turn on your mic and video, then open the Security icon and turn on those options you deem appropriate.

For a complete list of controls available in the Security menu, please refer to the Zoom in-meeting controls reference guide (PDF).

For more information visit Zoom security.

When should I use a Zoom meeting vs. a Zoom webinar?

Zoom meetings are intended for bi-directional communications and lectures with invited and authenticated university participants and guest speakers. Zoom meetings should not be used to engage public audiences, given the risk of Zoombombing attacks that may subject participants to inappropriate behaviour.

Zoom webinars are intended for uni-directional presentations for public forums by webinar hosts and panellists. The webinar format restricts audience participants to a view-only mode, with moderated interaction with the host and panellists via Q&A, chat and polls. This reduces the risk of attendees experiencing Zoombombing and contains the exposure of inappropriate audience behaviour to the host, panellists and moderators.

How do I comply with the university guidelines for storing and handling data classified as Restricted Information, including personal health information?

You are responsible for ensuring the use of appropriate security measures when handling data classified as Restricted Information.  Restricted Information includes information such as personal health information, payroll information, and sensitive research data. 

Please read the University of Manitoba's Data Security Classification for more details.

The Zoom recordings and Zoom chat features do not store data in an encrypted format and therefore do not meet protective security measures for Restricted Information. Zoom users should ensure they do not use these Zoom features when handling data classified as Restricted Information.

Our UM Zoom account has an optional security settings group named "Restricted Information User" that disables access to use Zoom Recordings and Zoom Chat for all meetings hosted by that user.   You can request users be assigned to this security settings group by contacting the IST Service Desk.

Zoom and UM Learn

First, move your account to UM Zoom and then log in to Zoom through UM Learn.If you have not moved your account yet, you will not be able to use Zoom through UM Learn. You will receive a "User does not exist" error message.

You will find Zoom at the top of your UM Learn course under a heading titled "Integrations." From there, you can add Zoom meetings to your course. If you have already set up meetings in Zoom for your course, you can import them directly into UM Learn.
   

FAQ for instructors

Planning to use Webex for Fall 2021?

If you plan to use Webex this term, there is no requirement to migrate to UM Zoom. Webex continues to offer a secure UM Learn-integrated environment. We are simply providing an additional option for Zoom users.

I am an instructor and my course requires Zoom. Who should I contact to request an account?

You will get an account automatically when you access Zoom in UM Learn. In your course navigation, select Integration > Zoom.

I already have a Zoom account. How do I access and link my Zoom account in UM Learn?

If you have an existing Zoom account, please consolidate your account by following the instructions provided on UM Zoom prior to accessing Zoom in UM Learn. Once consolidated, your existing account will be linked in UM Learn when you access Zoom.

Who should I contact to book a training session?

The Centre for the Advancement of Teaching and Learning (The Centre) offers technical training sessions for instructors. Visit https://umanitoba.ca/centre-advancement-teaching-learning/technologies#training to find dates and times.

You can also book a one-on-one consultation session with an expert from the Centre: https://thecentre-learning-technologies.youcanbook.me

How do I access Zoom in UM Learn?

In UM Learn, select your course and under the course navigation, select Integration > UM Zoom.

Error while accessing Zoom in UM Learn

If you receive the “User does not exist” error message, you will need to consolidate your account first.

Follow the instructions provided here to consolidate your account to the University’s license and then access Zoom in UM Learn.

Do I need to install the Zoom app in my computer?

We recommend installing the Zoom Desktop App as some features are not available in browser or mobile version.

Audio - microphone and speaker issues

During the meeting, click on the arrow beside the Mute button to expand a list of options.  With these options, you can test your audio settings or to switch to a different Microphone or Speaker.

FAQ for students

I am a student and my instructor will use Zoom in my course. Do I need a Zoom account?

Yes, students need an account to attend a Zoom class. You would be provided with one automatically when you access Zoom in your UM Learn course.

If you have an existing Zoom account, please consolidate your account by following the instructions provided here  prior to accessing Zoom in UM Learn.

Do I need to install Zoom in advance in my computer to participate in the meetings?

We recommend installing the Zoom Desktop App as some features are not available in browser or mobile version.

What browser should I use for Zoom?

We recommend Google Chrome or Mozilla Firefox to access Zoom in UM Learn.

Can I join the meeting using my smartphone?

Yes, but we recommend using the Zoom Desktop App as some features are not available in mobile version.

Can I join the breakout sessions using my smartphone?

Yes.

Audio - microphone and speaker issues

During the meeting, click on the arrow beside the Mute button to expand a list of options.  With these options, you can test your audio settings or to switch to a different Microphone or Speaker.

How do I mute and unmute myself?

You are on mute if there is red line over the microphone icon. Click on the microphone icon to unmute yourself.

If you see Join Audio, then you are not connected to the meeting.

Click on the icon and select Join with Computer Audio.

Move your existing Zoom account

  1. Go to umanitoba.zoom.us and select Sign in.
  2. Sign in using your @umanitoba.ca or @myumanitoba.ca email address and UMNetID password. 
  3. Zoom will send an email to the address you signed in with. Check your inbox and follow the instructions.  
  4. If you are an existing user:
    • With a paid account, you will receive a prompt to refund the outstanding balance before consolidating. Select the correct radio button and check the box beside I agree to join the new account.
    • With a free account, you will see the, "Switch to the new Zoom account" page. Choose I Acknowledge and Switch.
  5. A confirmation page will display stating your account has been switched successfully. 

If you are an existing user with a paid account, an email will be sent when the refund process is complete.  

What do we mean by "moving your account?"

Moving your account is the act of merging your Zoom user account into the UM Zoom account. 

Administrators of group accounts with less than 20 users can merge with the UM Zoom account on a self-service basis.

Large group accounts of more than 20 users may request assistance from Zoom Support and Information Services and Technology (IST). This process can take up to 10 days or more to be completed.  During this time existing Zoom users may continue to use their existing accounts or may individually opt to move their account into the UM Zoom account.

What information from my existing Zoom user account will be transferred to the UM Zoom account?

The following Zoom user data or configuration from an existing paid or free Zoom user account is transferred automatically when you move your account.

  • Your profile information including name and picture
  • Scheduled meetings including recurring meetings
  • Cloud recordings
  • Instant Messaging (chat) history and contacts

Your reporting data, such as attendee reports, will not be transferred when you consolidate your account.

I am an owner or administrator of a paid Zoom account with multiple users. Can I move all users in my account at once?

Yes. Assisted consolidation of large group accounts of more than 20 users is possible with help from Zoom Support and Information Services and Technology (IST) on a request basis. This process can take up to 10 days or more to be completed. 

During this time existing individual Zoom with a users with a @umanitoba.ca or @myumanitoba.ca email address can follow the instructions above to move their account at any time.

To request assisted consolidation for a large group account please submit a request through the IST Service Desk.

Get a UM Zoom account

I already have an existing free or paid Zoom user account. Do I need to do anything?

Yes!  If you are using your Zoom account for teaching, learning or university business, please see the FAQs under Moving an Existing Zoom User Account.

I don't have a Zoom account. How do I get a UM Zoom user account?

  1. Go to umanitoba.zoom.us.
  2. Click Sign In.
  3. Enter your @umanitoba.ca or @myumanitoba.ca email address and UMNetID password and click Sign in. Your UM Zoom profile page will open.

 

How do I download and install Zoom?

On a UM-owned Windows device managed by IST:

  1. If you are working remotely, connect to the UM network using VPN (Pulse Secure).
  2. To launch Software Center in Windows, click Start and type "Software Center" in the search bar.
  3. Click on the Zoom Meeting icon. The Zoom details window will open.
  4. Click Install. You will see a new desktop icon for Zoom on your computer after it has been installed.

On a Windows or Mac computer, employees may contact your IT support team or:

  1. Visit http://zoom.us/download.
  2. Download and Run the "Zoom Client for Meetings.”
  3. Open Zoom and select Sign in with SSO.
  4. Enter "umanitoba" for the Company Domain.
  5. Click Continue.
  6. A browser window will open to the UM login page — enter your UM email address and password and click Log in.

On your mobile device:

  1. Install the app for iOS or Android.
  2. Tap Sign In.
  3. Tap Sign in with SSO.
  4. When prompted to enter your company domain, enter "umanitoba" and click Continue.
  5. A browser window will open to the UM login page — enter your UM email address and password and click Log in.

Administration and support

Who administers the UM Zoom account?

Information Services and Technology (IST) is responsible for the administration and configuration of the UM Zoom account.

Who can I call if I can't get connected?

Contact the IST Service Desk.

The IST Service Desk will provide information and support for:

  • Obtaining new accounts or consolidating accounts into the UM Zoom account
  • Logging in to a UM Zoom user account
  • Installing Zoom on an IST-managed computer
  • Requesting add-on Zoom licenses for large meetings or Webinars
  • Joining a scheduled Zoom session from a video conferencing system in a supported learning or meeting space on campus

General 'how to use Zoom' support is not available through the IST Service Desk.

Where can I get 'how to' support for using Zoom meetings or webinars?

 Zoom's Help Center is a great resource for quick start guides, video tutorials and knowledge articles.

The Centre is providing training for Zoom for faculty.

UM Zoom users can also contact Zoom support directly for help with using Zoom meetings or webinars.

General ‘how to use Zoom' support is not available through the IST Service Desk.

Will the university be implementing groups so that each unit will have its group, and some settings could be implemented at a group level if needed?

Information Services and Technology, in consultation with The Centre for the Advancement of Teaching and Learning and the Access and Privacy Office, has developed two groups. These groups follow UM-recommended security practices for the safe use of Zoom. These settings also support compliance with university requirements on restricted data handling. They are:

General User

This settings profile was developed for both teaching or general meeting purposes and will serve as the default assigned profile for users. This settings profile follows UM-recommend security practices for safe use of Zoom while allowing access to features commonly used for both teaching and general meeting purposes.

Restricted Information User

This settings profile was developed to support compliance with the university's requirements on restricted information data handling. Data associated with Zoom Recordings and Chat are not stored in an encrypted format and do not meet university restricted data handling requirements.   This security settings profile disables the Zoom Recordings and Chat features. A UM Zoom for Education account holder must opt into the assignment of this feature restricted profile. Please contact the IST Service Desk to request users be assigned to this Restricted Information User profile.   

 
If you have any questions, please submit a ticket to the IST Service Desk.

Will existing owners or administrators of Zoom accounts have administrative privileges to control or manage settings or licensing for users inside UM Zoom?

Administration of key account wide settings, including important security-related parameters and assignment of add-on licensing, will be limited to the Information Services and Technology (IST) department.   

Individual users will have access to adjust their user profile settings, excluding those enforced through the baseline group profiles administered by IST.

If you have any questions, please contact the IST Service Desk.

Webinars and large events

Are you planning an event that is open to the public (posted on a website, social media etc.)? You can prevent potential disruptors from joining the event by hosting a Zoom webinar instead of a meeting.

Zoom webinars support 500-1000 attendees in a “listen-only” mode. During a webinar, only the host and panellists can use their microphones and cameras or share their screens. Polling and Q&A features are available as well as registration and post-webinar reporting.

If you need to host a webinar or large event, please contact the  IST Service Desk to request one. 

If you need to host a large meeting with the same functionality as a Zoom meeting, please contact the IST Service Desk.  

Training

The Centre for the Advancement of Teaching and Learning is offering two types of Zoom workshops: one for using Zoom for delivering lectures and one for how to effectively use breakout rooms.

Contact the IST Service Desk

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