Zoom is a web-based video conferencing tool that allows users to meet online.
It's useful for setting up virtual meetings enabling users to connect through audio, video and chat.
You should always sign in to Zoom with your University account.
For the best experience we recommend using the Zoom desktop app, downloadable from the Software Center on managed devices, or the Zoom website on unmanaged devices.
When choosing Zoom as the conferencing option for the first time in Google Calendar, you will be asked to log in:
Alternatively, if you select ‘Log in’ in Google calendar before signing in on the University Zoom website, you will see a sign-in window. You must scroll down to find Sign in with SSO.
Do not choose the option to sign in with Google or enter your username and password. Instead, enter york-ac-uk as the company domain.
You can then sign-in using your University username and password.
You will then be prompted for your Duo authentication method.
Eligibility
All staff and students at the University of York can access this service.
With Zoom you can:
If you need to host meetings for more than 300 participants IT Services can enable the following feature on a case by case basis:
If you require these features please submit a request using this form.
IT Services provide comprehensive guidance on how to get started with Zoom and FAQs on managing, securing and recording your Zoom meeting on our Zoom Guidance wiki (login required). You should take a look at the guidance provided on the wiki before contacting IT Support.
Zoom provides comprehensive online guidance and daily webinars (on weekdays):
Zoom have also written a blog post on preventing unwanted participants from disrupting your meeting:
See the below document for University guidance on recording meetings:
If you’re having problems using Zoom, that are not answered by the above online guidance, please get in touch with IT Support.
The University has contractual agreements with Zoom for secure and compliant data processing and storage. This covers live meetings and the storage of recordings and chat transcripts on their cloud platform.
The recording of meetings is subject to GDPR and existing departmental policies. Participants must be informed that they are being recorded and recordings must be managed in a manner compliant with GDPR. For example:
It may not always be appropriate to record meetings, eg because of the sensitivity of the discussions or because individuals have objected to a recording taking place. If in any doubt on how to proceed, get in touch with the University’s Data Protection Officer at dataprotection@york.ac.uk.
Zoom has an optional feature called Attention Monitoring which enables meeting hosts to see when participants tab away from an active Zoom meeting (i.e. to another window). This feature will be disabled globally as participants are unlikely to realise that their behaviour is being monitored.
Target Availability | Service Standards |
---|---|
Hours of service | 24/7 |
Service support |
Zoom support is available 24/7, via online form, live chat or phone: Zoom provide extensive self help and live training: If you are unable to find the answer to your problem please contact the Library and IT Help Desk. |
Fault management |
Zoom provide a status page indicating any known faults with their services: If you are experiencing a fault with Zoom please submit a support ticket. |
Policies |
The recording, storage and retention of meetings is subject to GDPR: |
Our performance | Service Standards |
Complaints procedure |
If you wish to give us general feedback on this service, please see our Feedback page for ways to get in touch. If you wish to make a complaint, please see our complaints procedure. |