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.

Zoom Live Transcription

Important Notice: Live Transcription is not available to users in the JHM/HIPAA instance of Zoom. For other subaccounts/accounts, this feature may not yet be available to you. Please follow Enabling/Disabling Live Transcription in User Settings below for instructions on activating this feature. If you do not see the Live Transcription service option, it is not yet available to you. We anticipate this feature being available to all users within the next three to four months. Please check back periodically for updates.

Zoom’s Live Transcription feature automatically transcribes the audio and speech from a Zoom meeting or webinar to text for participants to view during the session. This feature is enabled by the host once the meeting or webinar begins. Participants will not see the transcription if the host does not initiate the feature.

Enabling/Disabling Live Transcription in User Settings

  1. Login to Zoom at the web.
    • From the desktop client, click the Settings icon > General > View More Settings, which will re-direct you to the web.
    • desktop client settings

  2. Navigate to Settings > Meeting > In Meeting (Advanced).

    In Meeting Advanced Settings

  3. Scroll to Closed captioning.
    • Enable Closed captioning by clicking the toggle so it is marked Blue. To disable Closed captioning, click the toggle again until it is marked Gray.
    • Once enabled, select the box next to Enable live transcription service to show transcript on the side panel in-meetingClosed captioning setting
  4. To save a copy of transcript as the host (without recording the session), or as a participant enable Save Captions.

    Save captions setting

    Please Note: If this setting is enabled, participants will also have the ability to save a copy of the transcript. This setting enables the saving functionality for both the host and participants.

Using Live Transcription

As a Host:

  1. Start your Zoom meeting or webinar.
  2. Click Live Transcript from your Zoom toolbar at the bottom of the screen.
  3. Then select Enable Auto-Transcription.

    Enable live transcription

  4. With the Auto-Transcription enabled and running, you will see transcripts displayed as subtitles.

    Please Note: If you are recording the session locally, subtitles will not be included. If you are recording to the Cloud, subtitles will be included when viewing the recording at the web, but not with the downloaded recording.
    subtitle example

    • To disable the subtitles, click the caret (^) above Live Transcript and select Hide Subtitle.
      Disable subtitle setting
    • To adjust your subtitle settings, click the caret (^) above Live Transcript and select Subtitle Settings.
      Subtitle settings
  5. To view the full transcript, click the caret (^) above Live Transcript and select View Full Transcript.

    View full transcript            transcript

  6. To save a copy of the transcript without recording the session, you will need the Save Captions setting enabled above.
    • Click Save Transcript at the bottom of the transcript window.
    • save transcript
      Please Note: If you are recording the session, a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

  7. To disable Live Transcription, click Live Transcript from your Zoom toolbar at the bottom of the screen and then click Disable Auto-Transcription

    disable live transcription

As a Participant:

  1. If the host has Live Transcription enabled, you will see both subtitles and the full transcript.
    • Subtitles will automatically appear on your screen.

      subtitle example

    • To disable the subtitles, click click the caret (^) above Live Transcript and select Hide Subtitle.
      Disable subtitle setting

    • To adjust your subtitle settings, click the caret (^) above Live Transcript and select Subtitle Settings.
      Subtitle settings

    • Click Live Transcript from your Zoom toolbar at the bottom of the screen and select View Full Transcript. 

      View full transcript            transcript

  2. If the host is allowing participants to save a copy of the transcript, click Save Transcript at the bottom of the transcript window.

    save transcript

Please Note: If you join the session after Live Transcription has already been enabled, you will only see the transcript from the point in which you joined (no prior transcript).

Typed Closed Captioning

In addition to Live Transcription, Zoom also offers the ability for the host to assign a designated “closed captioner”. This meeting attendee is then responsible for manually typing/entering the captions as the session progresses. For more details, please visit Zoom’s Managing and viewing closed captioning page.

Please note the following:

  • When using both Live Transcription and manually-entered closed captions while recording locally, the transcript will include both in the same file.
  • When recording to the Cloud with manually-entered closed captions, these will be displayed as subtitles when viewing the recording from the web, but will not be included with the downloaded recording.

FAQ

Please visit our Zoom FAQ page.

Zoom Add-in for Microsoft Outlook

Installing the Add-in

See Zoom’s Outlook add-in documentation for how to install the add-in. Scroll down to the Outlook 2013 or 2016 (desktop app) section. This section also includes instructions on how to schedule a meeting and how to view or edit your meetings.

Logging in

To sign in, click the Sign in with SSO button. Then enter “jh” for the company domain, and click the Continue button.

Click the Sign in with SSO button Enter jh for the company domain

Taking Your Interview Virtual

Need to take your interviews online? Try using Zoom!

The following options outline how to transition in-person interview days/weeks into an online format. This is from the perspective of the interview coordinator. Please review the following to find out what format may best suit your needs.

Prerequisites

Pros & Cons

Option Pros Cons
Option 1: Create a Meeting Per Candidate
  • Less setup needed
  • Not as big of a learning curve
  • More meetings to manage
  • Interviewer(s) more likely to mix up meeting links
Option 2: Create a Meeting Per Interviewer
  • Less meetings to manage for the Interviewer(s)
  • Less confusion
  • Smoother transition moving from one candidate to the next
  • More setup for each meeting
  • More of a learning curve
Option 3: Using Breakout Rooms
  • Great for a smaller number of candidates
  • Gives flexibility but also ultimate control (for us micromanagers)
  • Works well when you have faculty who prefer differing interview lengths
  • Overwhelming for a large number of interviewees
  • More of a learning curve for managing the breakout rooms

Set Up Steps

Step 1: Map out your interview day, EVERY aspect.

Organize every aspect using a spreadsheet. This should include breaks, discussion time, group activities, and any opening/closing sessions. Here’s a sample!

Step 2: Create the Meetings

Option 1: Create a Meeting Per Candidate
Create a separate Meetings for each candidate. So if you have 50 candidates, you will require 50 Meeting IDs.
Option 2: Create a Meeting Per Interviewer
Create one meeting per interviewer. You’ll keep these meetings running ALL DAY, and use the Waiting Room to control the flow of candidates, admitting one candidate at a time.

Steps to running your Zoom interviews with Waiting Room option. Make sure to set up a series of mock interviews to try it!

Customize Your Waiting Room
Try Customizing the Waiting Room to help your candidates know what to expect, or at least, help them to know they’re in the right place.
Option 3: Using Breakout Rooms
Create a single meeting for the interview event… yes, just one!

Step 3: Send out meeting info.

Set your both your Interviewers & Candidates up for success:

Step 4: Practice makes perfect!

Set up a few practice sessions with your team, and have enough participants to make it seem “realistic”.

At the very least, if you cannot find a time to practice that works for all the the interviewers, ensure the interviews know how to log in, get to their meeting, and can operate the Waiting Room (if you go with Option 2).

Step 5: Execute with ease.

With enough practice, the event should go off without any issues.

Need to check in on the interview while they're going on?
You can join multiple meetings from your browser by using this URL pattern: https://zoom.us/wc/join/Meeting ID, then entering your name and clicking “join”. Make sure to insert the correct Meeting ID – the 9, 10, or 11 digit number after the last “/” at the end of a the meeting URL. Please ensure you’re opening a new tab, window, or browser for each meeting you’re looking to join.

For Example: The meeting you are joining has a Meeting ID of 6672087529, you would enter a URL https://zoom.us/wc/join/6672087529.

Recorded Training

You can review the recorded training at your convenience.

Have any questions? Reach out to your JH Zoom Team.

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.

Zoom and MyCloud Desktop/VDI

Background:

The Virtual Desktop (VDI), also known as Hopkins MyCloud, is a virtual desktop (Citrix) thin-client implementation that lets you access pre-installed JH software from your Mac or PC. Zoom, one of the installed applications, offers similar features and functionality when compared to both the desktop and web clients.

Accessing Zoom Application in MyCloud

  1. For getting started with the MyCloud Desktop, please refer to the IT Services documentation on Getting connected to Hopkins MyCloud Desktop.
  2. Once you have logged into the virtual desktop, click the Hopkins Applications folder.
  3. Hopkins Applications Folder

  4. Then select Zoom VDI.

Logging into Zoom VDI

  1. Once the Zoom VDI has opened, you will need to sign into your account. Click Sign In.
  2. Zoom Sign In

  3. Then select Sign In with SSO.
  4. Sign In with SSO

  5. Enter jh for the company domain (no quotes, spaces, etc.) and click Continue.
    JH Company Domain

  6. A new web browser will open and you will be redirected to the enterprise authentication page. Please login using your JHED credentials to finish signing in.
  7. Upon successful authentication, the Zoom VDI client will load the Home screen.
    Zoom home screen

Audio and Video Setup

To ensure that you can properly present your video and hear and speak to your participants, you must allow the Citrix receiver to access your local devices and configure them accordingly.

Windows

Allowing Citrix Reciever to Access your Local Devices

  1. Click the Preferences button on the Citrix toolbar located at the top of your screen.
    Citrix Toolbar

  2. Under the Connections tab, you will see options for Microphones and Webcams; here you can select whether you want to connect automatically or “Ask Me”, so that anytime an external device is being used, you can give permission to the application/VDI to access it.
  3. Citrix Preferences

Configuring Audio and Microphones from Windows Home Screen

  1. Right click the Speaker/Volume icon in the lower right corner of the screen.
  2. Speaker/Volume Icon

  3. Select Open Sound Settings.
  4. Open Sound Settings option

  5. If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.
  6. Permit use of devices screen

  7. From here, you can select your preferred sound and microphone options.
  8. Input and Output settings

Configuring Audio and Microphone from Zoom Settings

  1. Once signed into the Zoom VDI, click the Settings icon in the top right corner.
  2. Zoom Settings

  3. Then, select Video.
  4. Select Citrix HDX Web Camera or the applicable web camera.
  5. Zoom Video Settings

    • If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.
    • Permit use of devices screen

  6. To configure audio, select the Audio tab.
  7. Windows audio settings within Zoom

  8. From here, you will have the ability to select your speaker output and microphone, as well as test them.

Mac OS X

Allowing Citrix Reciever to Access your Local Devices

  1. Go to Citrix > Preferences > Mic & Webcam.
  2. Select Use my microphone and webcam.
  3. Mac Mic and Webcam settings

Please note: For OS X 10.14 or later, you also need to ensure Citrix Viewer has permissions to access your Camera and Microphone.

  1. Go to System Preferences > Security and Privacy > Privacy.
  2. Choose Camera, and make sure the Citrix Viewer application is allowed to access your camera.
  3. Mac Camera Settings

  4. Choose Microphone, and make sure the Citrix Viewer application is allowed to access your microphone.
  5. Mac Microphone Settings

    Still Need Help?

    If you are still unable to successfully set up your audio and video for Zoom after viewing this guide, please contact the VDI team by visiting Support Assistance for Hopkins MyCloud Desktop.

Zoom Webinar Feature

About Webinars

Zoom Video Webinar allows you to broadcast a Zoom meeting to up to 3,000 view-only attendees, depending on the size of your webinar license. Webinar licenses are offered at capacities of 500, 1,000, and 3,000 participants. As the host or a panelist, you can share your screen, video, and audio in a webinar and attendees can use the chat and/or Q&A features to interact with the host and panelists.

For any outlying questions regarding Webinars, please see Zoom’s Webinar Page.

Meeting vs. Webinar
Meetings yield a more collaborative and interactive environment, whereas webinars are better for presentation and lecture. Take a look at the differences between meetings and webinars on Zoom’s support page.

Requesting a Webinar License

To add a Webinar license to your account, you can request the add-on through the IT Services Catalog.

  1. Select Zoom Webinar Add-on from the drop down menu.
    Which Zoom resource are you requesting? Zoom Webinar Add-on

  2. Select the Webinar Audience Size.
    Audience size

  3. Select the Webinar Host Type.
    • Select User for JHED-authenticated, individual user accounts.
    • Select Service Account for shared/service accounts.
      Host Type

  4. Enter the JHED ID of the webinar host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
    Webinar host

  5. For the Webinar[500] license, please proceed to Step #7.
  6. For the Webinar[1,000] or Webinar[3,000] licenses, you will need to enter additional information about the event and the duration of time which you will need the license for.
    • Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
      Event Information
    • You will also have the option to keep a reduced capacity webinar license, Webinar[500], on the account once the event has concluded if you wish to do so. This access is Ongoing.
      Retain access

  7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
    Cost Center

  8. Click Order Now once you are complete.

For webinar pricing, see our product page in ServiceNow.

To cancel a webinar add-on or change a cost center, please visit the Zoom Resource Management Portal.

Multiple Webinars in a Division/School
If multiple users are looking to host webinars in your division, we’d suggest setting up a service account to link your webinars. This way the access can be shared among multiple users. For more information about this process, please contact zoom@jhu.edu.

Webinar Features

Host Controls & Participant Management in a Webinar

There are multiple roles available for a webinar: host, co-host, panelist, and attendee. The role that you have in the webinar will be designated by the host.

The host of the webinar is the user who the webinar is scheduled under. They have full permissions to manage the webinar, panelists, and attendees. There can only be one host of a webinar. The host has various in-session controls, such as stopping and starting the webinar, muting panelists, disabling panelists’ video, removing attendees from the webinar, and more.

Co-hosts share many of the controls that hosts have, allowing the co-host to manage the administrative side of the webinar, such as managing attendees or starting/stopping the recording. The host must assign a co-host. Co-hosts cannot start a webinar. If the host needs another Zoom user to start the webinar, they can assign this person as an alternative host.

Panelists are full participants in a webinar. They can view and share video, screen share, annotate, speak to the attendees, and more. You must be assigned panelist permissions by the webinar host. The host can also disable some features for panelists, including starting video, sharing your screen, and recording. Panelists can be invited to participate in the webinar using only their name and an email address, a Zoom account is not required.

Attendees are view-only participants who can be un-muted if the host chooses. Their view of the webinar is controlled by the host. They can interact with the host and the panelists through the Q&A and chat features. Learn about joining a webinar as an attendee by visiting Joining and Participating in a Webinar (attendee).

For more on how to manage attendees and panelists, see Zoom’s support page.

Webinar Registration & Scheduling

Webinars can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

Scheduling a Webinar with registration requires your registrants to complete a brief form before receiving the link to join your webinar. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees.

With Webinar registration, registrants can be imported via CSV and automatically approved. Once they have successfully been imported, a confirmation email will be sent to the registrants.

You can customize the registration for webinars, by approving attendees, enabling email notifications for registrations, adding registration questions, and more.

Scheduling a webinar without registration will allow attendees to join without needing to sign up in advance. Attendees will be required to enter their name and email address upon joining.

Similar to a meeting, Zoom allows you to schedule recurring webinars during specific dates and times. You can schedule a webinar to occur daily, weekly, or monthly.

Webinar Branding, Emails, & Streaming

You can customize your webinar registration page with a color scheme, title, banner, logo, and speaker information, including descriptions and profile pictures for up to three speakers. Users can customize these settings when you schedule a webinar that requires registration. Customizable settings for webinars include:

  • Title
  • Banner
  • Logo
  • Speaker information
  • Theme
  • Post attendee URL
  • Post webinar survey
  • Social media description

With webinar branding, you can customize the emails sent out to the panelists, registrants, attendees, and absentees of the webinar.

If configured, you can live stream a webinar to a custom platform. If you configure this before the webinar, you can begin streaming with one click after your webinar begins.

Q&A vs. Chat

The Question & Answer (Q&A) feature allows attendees to ask questions during the webinar and for the panelists, co-hosts, and host to answer their questions. Answers can be provided by typing in the answers or choosing to “answer live”. With the public Q&A feature enabled, attendees can answer each other’s questions and also up-vote each other’s questions.

The Chat feature allows webinar attendees, the host, co-hosts, and panelists to communicate for the duration of the webinar. Whether attendees can chat with everyone or only the host will depend on the settings that the host has selected.

Q&A vs. Chat
With higher volume webinars, Q&A is suggested as a better way to keep inquiries organized.

Webinar Reporting

Webinar Reports allows users to generate different metric and information reports including:

  • Registration: Displays a list of registrants and their registration details.
  • Attendee: Displays details about each attendee.
  • Performance: Displays engagement statistics on registration, attendance, and feedback.
  • Q&A: Displays questions and answers from the webinar.
  • Polling: Displays each attendee’s poll result.

These reports can be exported in a .CSV format for further analysis.

For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Webinar Reporting.

Webinar Best Practices

See the Webinar Best Practices and Resources for great tips and tricks to set up and run your webinar with ease.

A Webinar Practice Session allows you and your panelists to get set up and acquainted with Zoom webinar controls before starting your webinar. The practice session can only be started by the host or alternative host. Attendees do not partake in the practice session.

Webinar FAQ

Please see our Zoom FAQ page for common questions about Zoom’s Webinar feature.

Securing your Zoom Meetings

Background

In recent times, there have been numerous reported cases of “Zoombombing” during class sessions and other online meetings. “Zoombombing” refers to an uninvited guest or guests gaining access to a session, in which they typically share racist, misogynistic, and/or vulgar content via Zoom’s in-meeting features such as screen sharing and chat. To help prevent these scenarios, please refer to the settings and in-meeting host controls listed below to further secure your online sessions.

Desktop Client and Release Notes

To access and utilize the newest settings and security features provided by Zoom, it is important to have the latest version of their desktop client. Additionally, please take the time to review Zoom’s release notes as they contain important updates, setting changes, and other feature/enhancement announcements.

Checking your Desktop Client’s Version

  1. Open your Zoom desktop client.
  2. Click on your profile picture (or initials if you do not have a profile picture set).
  3. Select Check for Updates.
    Check for Updates button in the desktop client's menu
  4. If your desktop client is up to date, no further action is needed. If your client is out of date, you will be able to download and install the most recent version from here. You can also view the most recent release notes by clicking on the Release Notes hyperlink.
    Check for Updates dialogue
  5. The latest Zoom desktop client can also be downloaded by visiting the Zoom Download Center.
    Please Note: If you are unable to download and install the update due to the lack of administrative privileges on your machine, please contact your LAN Administrator or Desktop Support team.

Release Notes

Zoom’s most recent release notes can be viewed by visiting their Release Notes page.

In-Meeting Security Options

The new security icon found in your meeting controls allows both the host and co-host to enable and disable features during the meeting to further secure the session and minimize potential disruption. While most of these features can be controlled from your user settings (which applies to all meetings by default), the security icon combines them all in one place for easy access during your online sessions.

Security Icon

Lock Meeting

  • What does it do?
    • This feature allows the host and co-host to prevent anyone else from joining the meeting, even if they have the meeting ID and passcode.
  • How do you set it up?
    • Simply click the Lock Meeting button and new participants will not be able to join your meeting. To unlock, click Lock Meeting again. You can also refer to Zoom’s support page for In-Meeting Security Options (Zoom Desktop Client 4.6.10 or later)
  • How secure is it?
    • New participants will not be able to join the meeting.
  • JHU’s Recommendation
    • Lock Meeting: This feature is ideal for meetings where the host wants to prevent interruptions or where sensitive information may be shared.

Waiting Room

  • What does it do?
    • The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. When this feature is enabled, you will have a “Waiting Room” section under your participants list. From there, you can admit the participants into your meeting.
  • How do you set it up?
    • First, you will need to click Enable Waiting Room to activate it.
    • Once selected, you will have to manage the Waiting Room throughout the duration of the meeting in case of late comers or drops needing re-entry. You can find the Waiting Room under the participant list.
    • Please refer to Zoom’s support page for Waiting Room.
  • How secure is it?
    • The Waiting Room feature does give more control to the host as it allows them to decide who to admit into the session.
  • JHU’s Recommendation
    • If you use Waiting Room, screen your attendees.

Remove a Participant

With the Remove Participant feature, the host or co-host can dismiss a participant from the meeting. The user(s) removed will not be able to rejoin unless you have the “Allow removed participants to rejoin” setting enabled. Once you select “Remove Participant…”, a red Remove button will be displayed next to each participant in the list. Click this button to dismiss that particular attendee.

Report a Participant

As part of Zoom’s new in-meeting security features, the host and/or co-host can now report a particular participant during a meeting. The meeting host/co-host will be able to select which participants they’d like to report, including any written details on why they are being reported, as well as any applicable attachments. The report will then be sent to the Zoom Trust and Safety team to evaluate any misuse of the platform and block the user if deemed necessary.

  1. During your session, click the Security icon in the meeting controls bar.
  2. Select Report… from the available options.
  3. You will then be prompted to fill out the Report Form, where you will include the name of the participant, the problem you were facing, and any additional comments and information. You can also include attachments and a screenshot of your desktop.
  4. Click Send when you have finished completing the report.
    Report a participant form

Please refer to Zoom’s support page for Reporting Participants for more information on reporting a participant during a meeting.

To report a participant after the meeting has concluded, please report the incident to Johns Hopkins corporate security, zoom@jhu.edu, and Zoom’s Trust and Safety team by completing the steps provided at reporting abusive behavior.

To report a matter involving discrimination, harassment or sexual misconduct to the University, please contact the Office of Institutional Equity (OIE), Wyman Park Building, Suite 515, 3400 North Charles Street, Baltimore, Maryland 21218; Telephone: (410) 516‐8075, (TTY): 711, MD Relay; E-mail: oie@jhu.edu. To learn more about OIE, the Sexual Misconduct Policy and Procedures, or the Discrimination and Harassment Policy and Procedures, please visit https://oie.jhu.edu/.

Allow Participants to… (when selected)

Share Screen – Allows your participants to share their computer screens.
Chat – Allows your participants to use the built-in chat window.
Rename Themselves – Allows your participants to rename themselves from the Participants panel.
Annotate on Shared Content (only available when sharing content) – Allows your participants to annotate on your shared screen. Attendees can draw, add text, stamps, and more. For more information on the annotation tools, please refer to using annotation tools.

For a video tutorial of the new in-meeting security icon features or for additional information on this enhancement, please refer to Zoom’s support page for In-Meeting Security Options

Other Host Controls During a Meeting

These settings are configured via the Host and Co-Host controls during a meeting.

Mute All and Unmute All

  • What does it do?
    • You can mute all participants that are already in the meeting as well as new participants joining the meeting.
  • How do you set it up?
    • Please refer to Zoom’s support page for Mute All and Unmute All.
    • When you mute all participants, you can also choose whether to allow them to unmute themselves. The default option is to “Allow participants to unmute themselves”.
      Mute All participants dialogue
  • How secure is it?
    • By default, participants can unmute themselves.
    • If you choose not to “Allow participants to unmute themselves”, then when participants try to unmute, they will get prompted “You cannot unmute yourself as host has muted all attendees”.
  • JHU’s Recommendation
    • Mute participants upon entry: Participants can unmute themselves when it is time for them to talk.

Screen Sharing – Who can Share?

  • What does it do?
    • Zoom allows for screen sharing on desktop, tablet, and mobile devices running Zoom.
    • The host and attendee can screen share by clicking the Share Screen icon.
    • The host does not need to grant screen share access for another participant to share their screen.
    • The host can prevent participants from accessing screen share.
  • How do you set it up?
    • During a meeting, the host can enforce Host Only sharing or allow All Participants.
    • Please refer to Zoom’s support page for Host and Co-Host Controls in a Meeting
    • During a meeting, scroll down to the Screen Share section.
    • Screen Share controls (click the ^ next to Share Screen): Select who can share in your meeting and if you want only the host or any participant to be able to start a new share when someone is sharing.
  • How secure is it?
    • This change would only affect the running meeting.
    • Participants, on trying to share, will be told “Only the host can share in this meeting”.
    • Hosts/Co-Hosts can still automatically share.
    • You could promote a participant to Co-Host temporarily during the meeting to allow them to share.
  • JHU’s Recommendation
    • Restrict sharing to host/co-host only: Allow participants to share as needed.

Meeting Settings

These settings are typically configured during the creation of a meeting or under your user settings.

Meeting Passcode

  • What does it do?
    • In November 2019, we configured our Zoom instances to require a meeting passcode (New Setting: Waiting Room and Passcode Requirement for Meetings)
    • 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.
    • The meeting passcode must meet these requirements:
      • 10 characters maximum
      • Passcodes are case-sensitive
      • We recommend using alphanumeric characters and these special characters: @ * _ –
      • The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ –
  • How do you set it up?
    • For scheduled meetings, the meeting passcode will be in the invitation. For instant meetings, the passcode will be displayed in the Zoom Client or on the Zoom Rooms Controller. The passcode is also included in the meeting join URL. For more information, please see Zoom’s Support page on using meeting passcodes.
  • How secure is it?
    • The (encrypted or hashed) passcode is included in the meeting join URL
    • Example: https://jhjhm.zoom.us/j/123456789?pwd=cUpYWGRHY0JicEFrTWc0L2p3aXJ5UT09
    • If participants are given that meeting join URL, they can join without needing to enter the meeting passcode.
    • Note, that pwd string in the URL (e.g., cUp…) is not the actual meeting passcode. This can cause confusion.
    • If participants are only provided with the meeting ID (e.g., https://jhjhm.zoom.us/j/123456789 or 123-456-789), then they would be prompted to enter the meeting passcode.
  • JHU’s Recommendation
    • Require a passcode: For increased security to reduce the threat of “Zoombombing”, consider requiring a passcode for students to join the meeting.
    • Do not share your Invitation link publicly: You can either email the link to your students or post it in your Blackboard course.

JHU SSO Authentication

  • What does it do?
    • JHU SSO Authentication requires that participants joining your meeting/webinar are authenticated using their JHED credentials. This will prevent unwanted guests from gaining access to your session and will further ensure that only Hopkins colleagues are joining. A Zoom account is not required for those joining.
  • How do you set it up?
    • When scheduling a meeting, select the Only authenticated users can join option. Then, select Johns Hopkins SSO from the drop down.
    • Web Client:
      Web client SSO configuration

      Desktop Client:
      Desktop client SSO configuration

  • How secure is it?
    • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
    • JHU SSO Authentication will prevent unwanted guests from joining. This feature will limit your meeting participants to only those who have JHED credentials.
    • Without a JHED ID and password, they will not be able to enter the session.
  • JHU’s Recommendation
    • Determine per meeting whether you want to utilize JHU SSO Authentication.
    • If your meeting is comprised of only Hopkins employees, we would recommend enabling this setting.
    • If your meeting is comprised of guests from outside of the enterprise, we would recommend not enabling this feature and securing your meeting using another setting.

Join Before Host vs Waiting Room

  • What does it do?
    • Join Before Host – Allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you select join before host, then the participants can join the meeting before the host joins or without the host.
    • Waiting Room – Allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can choose to send all participants to the waiting room when joining your meeting, or choose to send only guests (participants who are not on your Zoom account or are not signed in).
  • How do you set it up?
    • Please refer to Zoom’s support pages for Join Before Host and Waiting Room.
    • Note: Join Before Host does not work if Waiting Room is also enabled.
  • How secure is it?
    • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
    • Join Before Host would not be very secure, as it is meant to let participants into a meeting without a host.
    • The Waiting Room feature does give more control to the host as it allows them to decide who to admit into the session.
  • JHU’s Recommendation
    • Determine per meeting whether you want to utilize Join Before Host or Waiting Room.
    • If you use Join Before Host, require a meeting passcode. 
    • If you use Waiting Room, screen your attendees. 

Mute Participants Upon Entry

  • What does it do?
    • This meeting setting will automatically mute all participants when they join the meeting. The host controls whether participants can unmute themselves.
  • How do you set it up?
    • Please refer to Zoom’s support page for Changing your meeting settings.
    • Under Personal > Settings > Meeting tab, scroll down to Mute Participants Upon Entry.
      Mute participants upon entry setting disabled
    • Toggle the option from off (default) to on.
      Mute participants upon entry setting enabled
    • For existing meetings, please visit Zoom’s support page for managing your meetings.
  • How secure is it?
    • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
    • While this feature mutes participants when they initially enter the meeting, it does not prevent them from unmuting. If you want to prevent participants from unmuting, you will have to do that via in-meeting controls.
  • JHU’s Recommendation
    • Mute participants upon entry: Participants can unmute themselves when it is time for them to talk.

Screen Sharing – Who can Share?

  • What does it do?
    • Zoom allows for screen sharing on desktop, tablet, and mobile devices running Zoom.
    • The host and attendee can screen share by clicking the Share Screen icon.
    • The host does not need to grant screen share access for another participant to share their screen.
    • The host can prevent participants from accessing screen share.
    • Sharing of screen, by default, is given to All Participants upon entry into the meeting. Sharing includes Annotation and Whiteboard functionality. However, you can change this meeting default.
  • How do you set it up?
    • Please refer to Zoom’s support page for Changing your meeting settings.
    • Under Personal > Settings > Meeting tab, scroll down to Screen Sharing.
      Screen sharing settings
    • Change Who can share? from “All Participants” (default) to “Host Only”.
      Who can share? setting changed to Host Only
    • Save the change.
  • How secure is it?
    • This change would affect all your existing meetings.
    • Participants, on trying to share, will be told “Only the host can share in this meeting”.
    • Hosts/Co-Hosts can still automatically share.
    • You can change this during a meeting (see In-Meeting Screen Sharing) if you want All Participants to share.
    • Or you could promote a participant to Co-Host temporarily during the meeting.
  • JHU’s Recommendation
    • Restrict sharing to host/co-host only: Allow participants to share as needed.

Webinar Feature

The Zoom webinar feature allows you to broadcast a Zoom session meeting with up to 3,000 view-only attendees, depending on your license size. Since the attendees are view-only, they cannot share video, audio, or interact with any of the other participants, reducing the possibility for a distraction or disruption from an unwanted guest. Participants can only interact with the hosts, co-hosts, and panelists through the Q&A and Chat features (if enabled). Only the host, co-hosts, and panelists are able to share audio, video, screens, and more during the session.

The meeting platform typically yields a more interactive and collaborative session where attendees may need to participate and engage in the dialogue. The webinar platform is better suited for presentation-style sessions, such as lectures.

To learn more about the webinar feature, how to request a license, as well as other related information, please visit the Zoom Webinar Feature page.

Faculty and Staff Zoom Support by School/Division

Please use the following table to contact the applicable help email for any support needs based on your school or division.

If you are a student, or if you’re not associated with one of the following, please direct your questions to zoom@jhu.edu.

School/Division Support Contact Zoom Site
Advanced Academic Programs (AAP) technology@jhuaap.atlassian.net Contact technology@jhuaap.atlassian.net
Carey Business School carey.zoom@jhu.edu https://jhucarey.zoom.us
Center for Talented Youth (CTY) CTYops@jhu.edu https://jhu-cty.zoom.us
Krieger School of Arts and Sciences (KSAS) ksaszoom@jhu.edu Contact ksaszoom@jhu.edu
Peabody Institute Peabody Help Desk https://jhupeabody.zoom.us
School of Advanced International Studies (SAIS) sais.odl@jhu.edu https://jh.zoom.us
School of Education (SOE) SOE-IT@jhu.edu Contact SOE-IT@jhu.edu
School of Nursing (SON) SON-HelpDesk@jhu.edu https://jhuson.zoom.us
School of Public Health (SPH) JHSPH Virtual Conferencing https://jh.zoom.us
Whiting School of Engineering (WSE)
Engineering for Professionals (EP)
ep-help-desk@jhu.edu https://wse.zoom.us

Premium Audio Settings

What is Premium Audio?

Zoom’s Premium Audio add-on feature allows a licensed user to provide toll-free numbers, dial-in numbers for additional countries, call-out numbers, and dedicated dial-in numbers to participants in the meeting, all with no additional costs to the users who are dialing-in. Meeting participants do not need the feature enabled to access the toll-free numbers. To learn more about the different audio options Zoom currently supports, please visit the Audio Options page.

Premium Audio Rates

To view Johns Hopkins’ pricing for Premium Audio, please visit the Premium Audio Rates page. In addition, please note the following:

  • For each country, two rates are provided. The rates are listed as (landline | mobile). These charges are per minute, per participant when they are dialed-in and the charges will be billed back to the host (when using Premium Audio).

    Zoomtopia | 0.141 $ | 0.305 $ | Y

  • The “Callout” column provides the rates for each country when the participants or host choose to dial other participants or themselves into the meeting.
  • E.g. – Users dialing into the meeting from Zoomtopia (by landline or mobile) without Premium Audio enabled (Toll-Free column) will be charged $0.946 for each minute they are on the line. If Premium Audio is enabled, the host will be charged $0.062 per minute, per participant dialing-in. If the Call-Out feature is used for a landline, the host will be charged $0.155 per minute for each user who calls themselves or another participant ($0.153 for mobile).

    Toll-free, premium, and callout pricing for Zoomtopia

Accessing Premium Audio

The Premium Audio feature is only available for licensed Zoom users. You can request the feature add-on by visiting the Zoom Resource Request form.

  1. Select the Premium Audio option under the Which Zoom resource are you requesting? drop down.

    Premium audio option

  2. Select the Premium Audio Host Type.
    • Select User for JHED-authenticated, individual user accounts.
    • Select Service Account for shared/service accounts.
      Premium Audio Host Type

  3. Enter the JHED ID of the Premium Audio host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
    Premium Audio Host

  4. Enter a valid SAP Cost Center Number which the Premium Audio add-on will be billed to.

    Please note: the Fund Number will populate automatically.

    SAP (Cost Center/IO/WBSE) Number text box

Premium Audio Settings

Premium Audio settings can be configured one of two ways: for all future meetings (not already scheduled) or per meeting.

Configure for All Future Meetings

  1. Log in to Zoom and under the Personal tab, click Settings, and then Telephone.

    Telephone settings

  2. Under the Global Dial-in Countries/Regions, click the pencil icon next to the countries listed.
  3. Check the boxes next to the countries you would like include in your Zoom meeting email invitation.
  4. To ensure that your meeting participants are accessing the toll-free dials-ins provided by Premium Audio, select the checkbox Include toll-free numbers. If you do not want to provide Premium Audio/toll-free dial-ins for future meetings by default, deselect this check box.

    Include toll-free numbers checkbox

Please Note: Once these selections have been made and saved, all future meetings will use these settings by default. This does not affect previously scheduled meetings.

Configure Per Meeting

  1. To adjust Premium Audio settings for a new meeting, click Meetings and then Schedule a New Meeting. For a previously scheduled meeting, click on the meeting’s topic.

    Schedule a New Meeting button

  2. Under the Schedule a Meeting page, navigate to the Audio section and click Edit next to the list of countries following Dial from. If you are editing a previously scheduled meeting, click Edit this Meeting and follow the same steps.
  3. Check the boxes next to the countries you would like include in your Zoom meeting email invitation.
  4. To ensure that your meeting participants are accessing the toll-free dials-ins provided by Premium Audio, select the checkbox Include toll-free numbers.

    Include toll-free numbers checkbox

Please Note: Once these selections have been made and saved, only this meeting will use these settings. Other future meetings and previously scheduled meetings will not be included.

Call Me and Call Out Features

These features are automatically included with the Premium Audio add-on.

Please Note: Any charges incurred from using these features will be billed back to the Premium Audio host, not the meeting participants. To learn more about pricing and billing, please refer to Premium Audio Rates.

Call Me

The Call Me feature allows the host as well as other meeting participants to dial their own phone device into the meeting via the Join Audio tab. The participant will enter their phone number and Zoom will call that number so they can join the meeting. To use Call Me, please follow the steps below:

  1. Join a meeting.
  2. When you are prompted for what type of audio option you would like to use to join the meeting, select Call Me.
  3. Change the Country dial-in number by clicking the flag icon if necessary. Otherwise, enter the number and click Call Me.

    The 'Call Me' page, with a textbox to enter your phone number

  4. You should then receive a call from Zoom which will allow you to join the meeting.

Call Out

The Call Out feature is similar to Call Me and allows a meeting participant to invite others into the meeting by dialing-out to their phone instead of the users dialing-in. If you are not the host, you can only call out to international numbers after the host has joined the meeting. To use Call Out, please follow the steps below:

  1. Join a meeting.
  2. Click the Invite button at the bottom of your meeting screen. Then select Invite by Phone.
  3. Enter the Invitee Name.
  4. Change the country dial-in number by clicking the flag icon if necessary. Otherwise, enter the number and click Invite.

    The 'Invite by Phone' page, with a textbox to enter the invitee's name, and another textbox to enter their phone number

  5. The invitee will then receive a call from Zoom allowing them to join the meeting.