JH Zoom Quarterly, September 2022

You can now peruse the newest edition of the Johns Hopkins Zoom Quarterly Newsletter

The Johns Hopkins Zoom Quarterly Newsletter is intended to keep our community informed on recent and relevant information about Zoom. In this Issue:

  • Basic User Meeting Duration Change
  • Zoom Software Lifecycle Policy
  • New & Improved Meeting Features
  • Host Spotlight & Pro Tips with Victoria Dawe
  • Zoom Stats from Q2, 2022

Please enjoy this issue and let us know of any thoughts and feedback you may have by contacting zoom@jhu.edu.

New Feature: Preferred Pronouns Now Available!

We are happy to announce that preferred pronouns are now available within Zoom! Once users have set their preferred pronouns in myJH, they will automatically become visible on their Zoom profile within 24 hours. See below for steps on setting up your preferred pronouns.

Please Note: Automatic transfer of preferred pronouns from myJH to Zoom is only available for Zoom accounts where Single Sign On (SSO) is being used for authentication. For Zoom accounts not utilizing SSO, pronouns must be manually configured in Zoom. Please refer to Zoom Support by School/Division for the appropriate support contact.

Setting your Pronouns in myJH

    1. Login to myJH
    2. Click your JHED ID in the top right corner and select myProfile.

myProfile option in myJH

  1. Under the myProfile tab, scroll down to Pronouns.
  2. Select your pronouns and desired visibility using the drop-down menus.
  3. Pronoun selection in MyJH
  4. Click Save myProfile at the bottom of the screen once you are finished.
  5. To remove your pronouns, repeat steps 4 and 5.
Please Note: It may take up to 24 hours for your pronouns to populate on your Zoom profile.

Zoom Pronoun Settings

    1. Login into Zoom at the web.
    2. Under your Profile page, click the Edit button to the right of your pronouns and name.
    3. Under the How would you like to share your pronouns? menu, select your preferred pronoun visibility in Zoom.

How would you like to share your pronouns option in Zoom

  1. Click Save at the bottom of the screen once you are completed.

Need Help?

If your preferred pronouns are not displaying after your name during a meeting, please ensure your Zoom Desktop Client is on version 5.7.0 or higher. Pronouns will not display on versions prior to 5.7.0. Refer to Zoom Desktop Client and Release Notes for steps on updating your client.

Visit Adding and Sharing your Pronouns for Zoom-specific support regarding pronouns.

For any other support needs, please refer to Zoom Support by School/Division.

New Feature: Alternative Hosting and Designated Scheduling across the Enterprise

Effective July 16, 2021:

We are excited to announce that alternative hosting and designated scheduling are now supported for all Licensed users within the JH Zoom Enterprise. Users can now assign other members to serve as alternative host(s) and/or designated scheduler(s), regardless of what subaccount/instance of Zoom their account resides in. Additional details for each of these features are outlined on Zoom’s related support articles below:

When assigning alternative host(s) or designated scheduler(s) within your account, it is imperative to use the correct email address of the assignee. Below, you will find the typical email format associated with each account type when searching for users.

Account Type Email Format
Faculty and Staff JHEDID@jh.edu
Student JHEDID@johnshopkins.edu

If you are having trouble locating the account, we recommend the following:

  • Search using first and last name
  • Search using JHED ID with the at symbol appended at the end (e.g. ‘JHEDID@’)
  • Ensure that the user you are attempting to assign is Licensed (Basic/free users cannot serve as alternative host(s) or designated scheduler(s))
  • Please Note: Internet Explorer is not a supported browser and may be unable to locate the user in the search results. Use either Google Chrome, Mozilla Firefox, Microsoft Edge, or Safari when searching

For more details and information on how to utilize these features, please visit Faculty and Staff Zoom Support by School/Division for the appropriate divisional support contact. For any additional questions, please contact zoom@jhu.edu.

New Setting: Cloud Recording & Reporting Now Available for JHM (HIPAA-Compliant) Users

Effective February 22, 2021:
We are excited to announce that we have signed a revised BAA with Zoom to lift restrictions on Cloud Recording and Reporting in the JHM (HIPAA-compliant) instance of Zoom in the JH enterprise. This impacts the following features:

  • Cloud Recording – Users now have the ability to record to the Zoom Cloud, which includes automatic, post-recording transcription.
    Please Note:

    • Recording of clinical care, including telemedicine care, is prohibited without with the written consent of the patient.
    • Automatic Live Transcription is not a suitable replacement for medical transcription services. Please contact JHM Language Services for more information on real-time transcription service for medical discussions.
    • Cloud Recordings are automatically deleted after 180 days. You will need to download them locally before they are automatically deleted if you wish to retain a copy. Zoom will send you a reminder email before the deletion occurs.
  • In-Meeting Chat – Allows copy/paste from chat messages and [if configured by the host] saving of the meeting chat.
  • Automatic Live Transcription / Closed Captioning – This feature is now available for use during live Zoom sessions. Copies of the transcript(s) are also included with both Cloud and Local recordings. If you are recording to the Zoom Cloud, a transcript will automatically be provided within the recording. If your session requires live captioning/transcription or you are recording locally, please refer to our guide on Live Transcription and review the HIPAA Guidelines.
  • ReportingZoom reports will now include identifiable participant information.

For more information, please see our HIPAA FAQ.

New Setting: Passcode or Waiting Room Required for Zoom Meetings

Effective September 27, 2020:
In efforts to heighten security, Zoom will require that all users have either a Passcode OR Waiting Room enabled for their meetings starting September 27, 2020. These security measures will provide hosts more control over meeting security options while keeping the join experience as friction-less as possible.

  • For meetings that do not have either a Passcode or Waiting Room enabled by September 27th, Zoom will automatically enable the Waiting Room for you.
  • You can customize the Waiting Room experience with an approved list of domains that can bypass the Waiting Room and join the session directly.
  • The meeting host is required to admit participants from the Waiting Room into the meeting for them to join.
  • Zoom has renamed “Passwords” to “Passcodes” to better align with their role in allowing participants to join a meeting.

At this time, no action is required. Any scheduled meetings without a passcode will automatically have the Waiting Room enabled.

For more details, including a comprehensive FAQ document, please visit Zoom’s support page. If you have additional questions, please reach out to zoom@jhu.edu.

New Setting: Recording Disclaimer Enabled

Effective August 29, 2020:
To comply with Maryland’s law requiring all parties to consent before being recorded, all Zoom meetings and webinars will now have Zoom’s Recording Disclaimer enabled by default. With this feature, attendees will receive a notification when a recording starts or if they join a session that is already being recorded. The participant can then consent to stay in the session and be recorded or choose to leave the session altogether (disclaimer pictured below).

The disclaimer reads: This meeting is being recorded by the host or a participant. The account owner can also watch this recording if it’s stored in the cloud. Any participant granted permission can (1) record to their local device or (2) invite an app to record for them. These individuals can share these recordings with apps and others. By staying in this meeting, you consent to being recorded.

Zoom recording disclaimer.

Faculty, instructors, and other academic personnel should review the Instructional Recording Guidelines for Zoom

Tips to Maintain your Privacy during a Recorded Session

Actively engaging in Zoom sessions is important. Participants may have concerns, however, of a Zoom session recording capturing their participation. Meeting hosts or instructors are taking steps to minimize this. In addition to the consent, participants can also use the following steps and features to take control of what is shared when a session is being recorded.

  • Change your participant name displayed in Zoom (e.g. only use your first name, replace your name)
  • Disable your video
  • Mute your audio
  • Do not communicate via the chat feature
  • Do not upload an identifiable profile photo

Please refer to Zoom’s Attendee Controls for more information on how to use these features.

New Setting: Passcode required for all Zoom Meetings

Effective November 23, 2019:
All newly scheduled Zoom meetings, instant Zoom meetings, and Personal Meeting ID (PMI) meetings (where join before host is enabled) will require a passcode by default.

  • How will this affect users joining my meetings? This change will not affect users who join by clicking the meeting link or through the desktop calendar integration. Users who join by manually entering the meeting ID will need to enter the passcode manually as well.
  • Where can I find the meeting passcode? For scheduled meetings, the meeting passcode will be located within the invitation. For instant meetings, the passcode will be displayed in the Zoom Client or on the Zoom Room’s Controller. The passcode is also included in the meeting join URL.
  • Can I disable these settings? You can disable these settings for your meetings by going to the Meeting tab under Settings.

    Require a password settings found under meeting settings

For more information, please see https://support.zoom.us/hc/en-us/articles/360033331271-Account-Setting-Update-Password-Default-for-Meeting-and-Webinar.