Zoom Video Image

Video Conferencing at MSU

Montclair State University uses Zoom for audio and video conferencing, to conduct and record meetings, and to live stream some classes. Our license allows for you (Faculty, Staff, and Students) access to Zoom with their account and create meetings for up to 300 people without a time limit.

YOU must claim your Zoom account before using Zoom.  This process could be very confusing the first time so please read the directions below to claim your account.

Claim Your Account

You must activate your Zoom account the first time you use Zoom.  Please follow the directions below.

  • Open a web browser and go to https://montclair.zoom.us
  • Click Sign In
  • Choose sign in with your Google account
  • Log in with your Montclair Google Email Account (ex. lastnamefn@montclair.edu) and password

Please Note:  If you do not log in using Google, you will not be logged into our license and will be limited to a 40-minute meeting.

Getting Support

Zoom has a large number of documents, videos, and tips to use to make your Zoom experience the best that it can be. Additionally, they offer Live training and email and chat support.  Please select a topic below to find additional information or visit the FAQs listed at the bottom of the page.

Ready to Log in? https://montclair.zoom.us  Please Note: To ensure your meetings are secure we encourage all users to use Zoom through the app versus an internet browser.

Frequently Asked Questions (FAQs)

Click on the categories below for frequently asked questions:

Using Zoom
  • Zoom offers many one-minute “how-to” videos on its application.  A few key ones that are helpful are listed below.  For others, please go to the Zoom Support page.
  • Is There a Limit on Attendees?
    • Up to 300 users connected via one session
  • Is there a time limit for Zoom?
    • No, time is unlimited. If your time is limited then you are NOT logged in properly.
  • How do I unmute myself on a call?
    • If you mute your audio during a Zoom meeting, you can just hold your space bar down to speak. It will go back to mute as soon as you release it. If this does not work, please check your options in Settings/Audio.
  • Local or Cloud Recordings
    • You have the ability to record your Zoom sessions either locally (to a device) or in the cloud.
      • Canvas will automatically move your videos to Panopto once processing is complete.  Please Note:  You must use Canvas for this to happen.
      • Local or Cloud Recording (Video)
    • You can temporarily store videos in Zoom but you are required to move or delete them based on a schedule. Please Note: Starting on February 15, 2021, we will turn on the automatic deletion of Zoom videos every 90 days from recording/storing.

Delete/Move by 11/06/2020

Spring 2020 Recordings – up to May 13, 2020

Delete/Move by 12/22/2021 (*New Date)

Recordings uploaded between May 14, 2020 – Aug 1, 2020

On February 5, 2021, just before the start of the Spring term, we will delete all recordings through November 15, 2020, and will turn on the automatic daily deletion of cloud recordings after 90 days. Automatic deletion is not retroactive.

Note: Cloud recordings generally take about 2 times the meeting duration to process. Due to unusually high volume during the COVID-19 pandemic, cloud recordings may require extra processing time that may take up to 24 to 72 hours.

  • Closed Captioning in Zoom
    • Zoom does not have a built-in live closed captioning product yet.  We recommend having users open Google Slides.  Find directions here.
  • Do I have to use Zoom or are there other options?
Canvas and Zoom

Zoom is fully integrated into all Canvas courses.

Securing Your Zoom Meeting/Preventing Zoombombing

You should always use the Zoom app and keep it up to date to increase your security.  You can download it through the App Store for your device.

  • Quick Tips to Secure Your Zoom Meeting 
  • What is “Zoombombing”?
    • An unsecured meeting that is “disrupted by anonymous people who used racist, vile language, or share images” in your meeting.
  • Report a Zoombombing
  • Waiting Room – Enabling and Disabling

Attendees cannot join a meeting until a host admits them individually from the waiting room. If the Waiting room is enabled, the option for attendees to join the meeting before the host arrives disabled for all meetings.

  1. Sign in to Zoom and navigate to Settings
  2. Click on the In Meeting (Advanced) option.
  3. Search or scroll to find the Waiting Room option.
  4. Toggle the button next to the Waiting Room to enable this feature.

Full directions on the Zoom Waiting Room can be found here.

  • Password – Setting a Password

You can require a password for your meetings by doing the following:

  1. Sign in to the Zoom web portal and navigate to Settings.
  2. Navigate to the Meeting tab and verify that the password settings that you would like to use for your meetings and webinars are enabled.
  3. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change. Please Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

zoom-password-settings

  • Screen Sharing – Granting sharing permission
    • To allow users to share during a Zoom call click on the arrow to the right of Share Screen and select Advanced Sharing Options and under “Who can share?” select All Participants.
    • You can also lock the Screen Share by default for all your meetings in your web settings.

How Do I Get Support?

Due to COVID-19, there is a lag on Zoom Support via phone, online submission, and chat.  Please check out the one-minute “how-to” videos on the Zoom Support page for assistance. “Support Hours” are 24 x 7, including public holidays, where agents or technical engineers are available for email or live support.

Contacting the IT Service Desk

  • For issues that cannot be resolved via the online resources or chatbot, please contact the IT Service Desk for the issue to be escalated to Zoom directly.  Support Hours:  Monday – Friday 8am-8pm.

Additional Support (Training)

Checking the Zoom System Status

Audio, WiFi, VPN, Troubleshooting

Audio

Zoom tips for resolving issues with audio

  • What if I get an ‘all circuits are busy’ message when dialing in from a telephone?
    • Try connecting with your computer using the link provided for the meeting information as an alternative.
  • What if I have audio dropouts when using the computer audio option?
    • Try using the various dial-in numbers to see if this fixes the problem.

VPN

Zoom recommends turning off VPN if you are experiencing issues with your WiFi while using Zoom.

WiFi

Zoom has provided tips for WiFi connections issues

FERPA and HIPAA Policies

Does FERPA Limit what I Can Record in my Classes?

  • If a recording includes only the instructor, it is not a student record and FERPA does not limit its use. If the recording includes students asking questions, making presentations or leading a class and it is possible to identify the students, then those portions containing the students do constitute protected educational records and FERPA would limit its use. Find further information about FERPA: Recording Classes and FERPA.

HIPAA

  • If you plan to use Zoom to host meetings that involve any type of HIPAA-regulated personal health information (PHI), whether or not the meetings are recorded, you must use a Zoom Health account. Zoom HIPAA accounts have been approved by the Healthcare Committee.
Meeting versus Webinar

Montclair State University has a limited number of 100-seat and 200-seat webinar licenses. Additionally, we own several large meeting licenses for 500-seat and 1000-seat.

Request to Temporarily Use a Webinar License 

Webinar Support & Documentation Page 

Meeting vs. Webinar Documentation

Last Modified: Wednesday, December 16, 2020 3:50 pm