Video Conferencing at MSU

Zoom Frequently Asked Questions (FAQs)

Montclair State University has moved to a site license for Zoom across campus. The new “Licensed” (formerly Pro) version gives all Faculty, Staff, and Students access to Zoom.  This license no longer has a time limit for its usage. Zoom is one of the industry leaders on meeting solutions along with Microsoft and Cisco. Zoom offers a robust and growing set of collaboration features to satisfy relevant use cases, with integrated room systems. Zoom is the officially the recommended Video/Web Conferencing tool across campus.

Information Technology is recommending all Faculty, Staff, and Students to secure their Zoom meetings by using this guide to prevent Zoombombing.  We also listed steps below on steps that you can take.

Please Note: To learn more about what Zoom is doing about security, please check out their blog that is consistently updated.

How Do I Log Into Zoom?

The first time you use Zoom, you must activate your MSU Zoom account.

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

Please Note: For security reasons, please do not use generic accounts to log into Zoom or share passwords.

How Do I Join, Schedule, Record a Meeting or Share Your Screen?

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.

How Can I Use Zoom in My Canvas Course?
  • Zoom is now integrated into all Canvas courses, and you can schedule your meetings directly from your course. For more information on how to use the Zoom page in Canvas, please review our Faculty Canvas Guide.
  • Have questions?  Feel free to contact ITDS through their virtual walk-in sessions.
How Do I Prevent Zoombombing?

On March 26, 2020, Inside Higher Ed (Digital) published an article on an issue that occurred where anonymous users “disrupted by people who used racist and vile language that interrupted lectures and learning” via Zoom.  This terminology has been coined “Zoombombing”.  Instructional Technology and Design Services provided a set of recommendations to help Faculty stop this from occurring.  Their set of recommendations can be found here.

Additionally, there are selections in our list for Enabling or Disabling the Zoom Waiting Room, Setting Up a Password and Managing your Screen Sharing for your Meetings.

Enable or Disabling the Zoom Waiting Room

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.

Setting a Password for your Meetings

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

Managing Screen Sharing

Another way of decreasing the chance for Zoombombing is to turn off the ability for users to share their screen.  You can do this a few ways:

  • 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.

 

Is There a Limit on Attendees?

You can have up to 300 users connected via one session.

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.

There seems to be a lag with Zoom. How can I check the status?
Go to https://status.zoom.us. You can also subscribe to these updates.

What if I am having audio issues with Zoom?

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.  You can also visit Zoom support for suggestions on 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.

What if I am having trouble with Zoom or Canvas Conference?

If the Zoom and Canvas conferencing options are not working, potential alternatives are freeconferencecall.com, GoToMeeting and Skype.

Zoom Meeting versus Webinar Licenses

Montclair State University owns 20 (100 seat) and 3 (500 seat) webinar licenses.  Webinar licenses are good for events that have panelists.  As we are limited, we encourage Faculty, Staff, and Students to use a Zoom Meeting versus a Webinar license.

  • Meeting – An event where one person hosts and all other participants have equal footing. The host can share hosting responsibilities with other participants. Any participant can share their screen. Meetings can have up to 300 participants.
  • Webinar – A more controlled environment. Webinar roles are separated into panelists (as well as hosts/co-host) who are able to present in the webinar, and attendees who can join in live polling, and Q&A. To “borrow” a temporary webinar license, please email zoomprorqt@montclair.edu.
Do I Have to Use a Browser or Can I Install it on My Computer/Phone/iPad, etc?

Zoom has a client that can be installed on multiple devices.  You can find the downloads here.

Tips and Tricks

Below, please find some tips and tricks submitted and confirmed by the campus community.

  • 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.
How does FERPA and HIPAA policies impact Zoom?

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.

 

What are Other Options Besides Zoom?

If the Zoom and Canvas conferencing options are not working, potential alternatives are freeconferencecall.com, GoToMeeting, and Skype.

Self-Supported Video/Web Conferencing Solutions