JH Zoom Quarterly, March 2021

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

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

  • New Features Available for the JHM Instance
  • Live Transcription
  • Host Spotlight & Pro Tips with Trish McGinty
  • Zoom Stats from Q4

Please enjoy this issue, and let us know any thoughts and feedback you may have to 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.

JH Zoom Quarterly, November 2020

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

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

  • Single Sign on Authentication
  • Managing Your Meeting Space
  • Host Spotlight & Pro Tips with Zane Baker
  • Zoom Stats from Q3

Please enjoy this issue, and let us know any thoughts and feedback you may have to zoom@jhu.edu.

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).

Recording Disclaimer

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.

JH Zoom Quarterly, August 2020

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

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

  • Passcode Setting Update
  • Managing Your Meeting Space
  • Host Spotlight & Pro Tips with Madeline Satin
  • Zoom Stats from Q2

Please enjoy this issue, and let us know any thoughts and feedback you may have to zoom@jhu.edu.

Invalid Meeting ID when Starting Meeting from Web

Status: Resolved – As of 07/20/2020, Zoom resolved this issue over the past weekend.

Beginning 07/06/2020, some users are experiencing a “meeting ID is not valid” error when starting a Zoom meeting by clicking the Start button next to their meeting on their meetings page (https://jh.zoom.us/meeting) in a web browser.

This meeting ID is not valid. Please check and try again.

This issue is only affecting users in our JHM account who sign in at https://jh.zoom.us/. (You can check the name of your account on the Account Profile page.)

If you get this error, please try one of these workarounds:

If you are still having issues after trying these workarounds, please contact zoom@jhu.edu.

JH Zoom Quarterly, May 2020

We are proud to introduce the 1st edition of the Johns Hopkins Zoom Quarterly Newsletter, intended to keep our community informed on recent and relevant information about Zoom.

In this Issue:

  • Zoom 5.0 – did you make the switch?
  • Tips to Host from Home
  • Host Spotlight & Pro Tips with Nicole Pennington
  • Zoom Stats from Q1 & COVID-19

Please enjoy our inaugural issue, and let us know any thoughts and feedback you may have to zoom@jhu.edu.

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.