Video Conferencing at MSU

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.

• 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.
  • Join a Meeting
  • Schedule a Meeting  | Schedule a Meeting with Google Calendar |  Schedule a Meeting with Canvas
  • Record a Meeting
  • Share Your Screen
• 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.

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 Conferencing (Supported)
  • Google Meet (Active but Unsupported)
  • Skype (Must have an active Microsoft Outlook account)

Zoom is fully integrated into all Canvas courses.

• Faculty Canvas Guide  – Information on using Zoom in your classroom
• Pre-assigning Breakout Rooms in Zoom
• Securing Your Zoom Meetings
• Panopto Cloud Recordings – Zoom Recordings to Panopto Integration Scheduled for November 1, 2020

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.

• 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.

• 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.

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.

• Phone: 1-888-799-9666, extension 2
• Online Submission
• Chat live with the support team by visiting your account and selecting help in the lower right-hand corner.

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)

• Zoom Training
• Customized Montclair State University Training

Checking the Zoom System Status

• Go to https://status.zoom.us. You can also subscribe to these updates.

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

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.

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