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:

• Service Fees Waived
• Zoom Software Lifecycle Policy
• Updated Newsletter, Coming Soon!
• New & Improved Meeting Features
• Automated Captioning Spotlight with Features, Tips, and Tricks
• Zoom Stats from Q1 2023

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

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:

• New Meeting Join Flow
• Translated Captioning
• Zoom Software Lifecycle Policy
• New & Improved Meeting Features
• Global Accessibility Awareness Day Spotlight with Kathy Cahill & Zoom Accessibility Features, Tips, and Tricks
• Zoom Stats from Q4, 2022

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

Zoom has introduced a new meeting “Join Flow” that streamlines the user experience when joining meetings. Currently, users see up to three separate dialogue windows before entering a meeting:

• “Please wait for the host to join”, if the host has not started the meeting
• The video preview window, if the participant has this setting enabled, and/or,
• The Waiting Room

With the new join flow, the functionality of the “waiting for host” window is combined with the Waiting Room window. If the video preview is enabled within a participant’s video settings, they will also have the ability to preview their video before entering the meeting.

The new join flow is available now and can be enabled ahead of the enforcement. Users interested in enabling this feature will need to log in at the web and navigate to Settings > Meeting > Security > New waiting room and join before host experience.

Have additional questions or need more information? Please see Zoom’s New Meeting Join Flow support page.

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:

• Introducing the Zoom Whiteboard
• Zoom Software Lifecycle Policy
• New & Improved Meeting Features
• Host Spotlight & Pro Tips with Barbara Fowler
• Zoom Stats from Q3, 2022

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

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.

Setting your Pronouns in myJH

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

1. Under the myProfile tab, scroll down to Pronouns.
2. Select your pronouns and desired visibility using the drop-down menus.
3. 
4. Click Save myProfile at the bottom of the screen once you are finished.
5. To remove your pronouns, repeat steps 4 and 5.

Zoom Pronoun Settings

1. 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.

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.

– 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:

• Alternative Hosting
• Designated Scheduling

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.

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.

– 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.
• Reporting – Zoom reports will now include identifiable participant information.

For more information, please see our HIPAA FAQ.

– 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.

– 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.

.

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.