Zoom

For online and hybrid teaching and to support work in the home office, the Leuphana offers a meeting license for the video conferencing solution ZOOM for all teachers. The AVM service of the MIZ sends all lecturers an invitation for a Zoom account by mail before the start of the semester. If you have not received the invitation or the account is no longer active, please contact the AVM Service (avm-service@leuphana.de) Please do not download the Zoom software (=client) via the Zoom websites, but via the Leuphana intranet (VPN required).
 


SPECIAL NOTES

Updates. The ZOOM client does not always update automatically to the latest version. Please let the program check for updates regularly (e.g. on a weekly basis) to get the latest security patches and features. TO SEARCH FOR NEW UPDATES: 1. Open the client (blue camera icon on your computer) 2. Click on your small profile picture in the upper right corner of the window 3. A drop-down menu opens. Select "Check for Updates." 4. If the search shows that a new update is available, install it.
An illustrated instruction how to update Zoom depending on the operating system you are using can be found further down on this page.

Regular meeting licenses for lecturers allow a group size of max. 300 participants. If you need a license with more capacity, please contact digi-support@leuphana.de. AVM colleagues can further provide you on loan with a license for a large meeting with up to 500 participants or a webinar license, which can hold up to 1000 participants and has a few more differences to the regular license.

Privacy configurations in Zoom. To ensure that your personal data is protected in the best possible way, we have configured ZOOM in all functional areas so that only a minimum of data is transferred and stored. All presets are selected to give users the best possible control over the disclosure of data. An overview of the corresponding configurations as well as further recommendations and notes from the data protection officer on the data-sensitive use of Zoom can be found at the bottom of this page.

Recording of video conferences, webinars etc. . For reasons of data protection and copyright, it is NOT allowed to record seminar sessions - even if the participants have given their consent. However, it is allowed that you record yourself e.g. during a lecture or a PowerPoint presentation. With myVideo you can have your screen recorded. How to do this screencast recording with different operating systems can be found in the instructions on our myVideo page. Further instructions for teachers on how to record video conferences can be found under the keyword CONFIGURATIONS on this page

 


MANUALS
 

Zoom IntroductionScript of the short introduction to basic functionalities of Zoom from 03/16/2021
Zoom Training ScriptScript of Zoom training for teachers with basic knowledge in Zoom from 03/18/2021 with didactic hints and tips
Introduction to Zoom for StudentsBasic introduction to Zoom for students
First Steps - Creating MeetingsManual for creating video conferences via Zoom
First Steps - Joining MeetingsManual for joining videoconferences and installing Zoom
Zoom UpdateQuick guide on how to manually check for updates in Zoom Client
Mystudy-Zoom-IntegrationIllustrated quick guide to creating Zoom meetings from within myStudy
Moodle-Zoom-IntegrationTutorial on how to generate a zoom meeting room in Moodle.
Privacy-compliant Zoom settingsThis handout shows how you should set up Zoom to use the service in accordance with data protection principles

Extensive support information can also be found in the ZOOM Help Center.

  • Helpful Functions of Zoom
  • Configurations of zoom for data economy and recommendations for data-sensitive use of the service / End-to-end encryption
  • Contact & Support

Helpful Functions of Zoom

Share your screen

Both, you as a lecturer and your students, can share their screen with all participants, e.g. to watch a PowerPoint presentation together while one person is speaking, or to show how a particular software works, where to find information/ materials on myStudy, and so on. Instructions on how to unlock the screen for different operating systems can be found here on the official Zoom website. The requirement for screen sharing is the installation of the Zoom Desktop Client. Instructions for installing the client of Zoom under the various operating systems can be found here. Smartphone users will need Zoom's mobile app, available in the Google Play Store or Apple's App Store.
Write and work together on the whiteboard With Zoom's whiteboard function, you can create notes together with the participants. You can also create handwritten notes by connecting with a tablet, as a substitute for a chalkboard. You can find instructions for the whiteboard function in Zoom here on the official Zoom page.
Group work in breakout roomsWith the Breakout Rooms function, sub-rooms can be set up for working in smaller groups during session time. A guide from the AVM on how to do this can be found here. An English-language video tutorial from the official Zoom site on how to get started can be found here.
Using the meeting room without an instructor (host)If you want the participants to be able to use the meeting room before you join as the instructor, or if you are unable to attend the meeting at all, activate the "Enable participation before host" button in the settings screen when scheduling the meeting under "Advanced options". If you want participants to be able to continue using the meeting room without you after the meeting ends, click "End Meeting" at the bottom right of the screen and select "Leave Meeting" in the window that appears.
Zoom Plugin on myStudy and Moodle

An illustrated quick guide to creating Zoom meetings from myStudy is available from Leuphana here. In the meantime, meetings that are created via myStudy are automatically created as recurring meetings for the entire semester. It is therefore no longer necessary to create a new meeting for each session.

A quick guide from Leuphana on how to create Zoom meetings from within Moodle can be found here.

Virtual backgroundsThis allows you to choose a neutral background instead of the personal photo wallpaper or private vacation pictures, in front of which you can then see your own face. An English video tutorial  from the official Zoom site for this can be found here. Shared Leuphana images that can also be used as virtual backgrounds can be accessed in Leuphana's central image catalog (VPN required).
SurveysWith the meeting survey feature, you can create questions with one or more choices for your meetings. You can launch the poll during your meeting and collect responses from your attendees. You can find an English-language video tutorial here on the official Zoom page.

Configurations of zoom for data economy and recommendations for data-sensitive use of the service / End-to-end encryption

To ensure that your personal data is protected in the best possible way, we have configured ZOOM in all functional areas so that only a minimum of data is transmitted and stored. All default settings are selected to give users the best possible control over the disclosure of data. In detail we have made the following configurations. Furthermore, no teacher or student is forced to work with Zoom. Information on voluntary use of Zoom can be found at the bottom of this page.

Of course, the data protection supervisor of Leuphana has also comprehensively checked ZOOM.

  • The privacy policy for the use of Zoom at Leuphana can be found here.
  • A handout from the data protection management team that shows how you should set up Zoom to use the service in accordance with data protection principles can be found here.

Other universities have also decided to use ZOOM for lectures. One example is RWTH Aachen University, which also publishes important information and links to further information and articles on the subject of ZOOM and data security on its website. Click here for the website "ZOOM- Security and Data Protection" of RWTH Aachen University (only available in German).
 

Participation in Meetings:
  • All meetings start with the participant video turned off. The video image must be actively switched on by the participants.
  • Upon entering the meeting, participants are muted. Thus, this has to be activated as well.
  • Display of e-mail addresses by watermark is disabled.
  • A password is set by default for all meetings, even for participation by phone. This may override this setting.
  • Feedback to ZOOM at the end of a meeting is disabled.
  • Remote control via screen sharing is disabled.
  • Remote assistance is disabled.
  • Camera remote control is disabled.
  • Attention tracking is disabled.
  • Host notification for the entering of antendees before the host does is disabled.
  • Automatic notification of participants when a meeting is cancelled is disabled.
Technical Settings:
  • Encryption of all data between the Zoom Cloud, Zoom Client and Zoom Room.
  • When there are only two people in a meeting, a peer-to-peer connection is established.
  • Sending emails via the ZOOM website is disabled.
  • Snapshot in the iOS task switching feature is blurred to hide any confidential information from the Zoom main window snapshot. This snapshot is displayed as a preview screen in the iOS task switching feature when multiple apps are open.
  • By default, screen sharing always requires a specific application to be shared; sharing the entire desktop is disabled. This default setting can be changed in the personal settings.
Data exchange with Other Services
  • Data exchange with Office 365 is disabled.
  • CDN usage is disabled.
Meeting Content Storage:
  • Saving of chat communication is disabled for the host and participants.
  • Automatic saving of whiteboard content is disabled.
  • Recording of meetings in the ZOOM cloud is disabled.
  • Local recording of meetings is disabled, but can be overridden by the host.
  • Automatic recording at start of a meeting is generally disabled.
  • Participants must give permission to record a meeting.
  • Audio notifications when meeting recording starts or restarts.
Recording a Video Conference

Recording a Regular Video Conference

  • Select the speaker view.
  • Pin your own video image.
  • Mute all participants.
  • Only then activate the recording.

Recording a Split-Screen Video Conference

  • Mute all participants.
  • Share the desired screen content.
  • Switch the thumbnail view to "Show active speaker video" or "Hide thumbnail video".
  • Only then activate the recording.
Instructor Guide Lines for Recording Video Conferences

To ensure that neither the picture nor sound of the participants in your ZOOM session is recorded, follow the steps below. Please always observe the protection of personal rights (right to one's own image and sound; see note at the top of this page):

Further Recommendations for a Data Sensitive Use of Zoom:

The management of the Media and Information Centre (MIZ) has sent a mail to all members of the university to provide comprehensive information about Zoom and to give further recommendations and advice in order to avoid the unwanted use of tracking services (Google Analytics and others) on the Zoom web pages:

  • Please do not download the zoom software from the zoom web pages, but from the Leuphana intranet at www.leuphana.de/intranet/zoom (VPN required).
  • Please use only the Zoom desktop application and not the Zoom website to start or join meetings.
  • Please do not download to Zoom meetings via the invitation link generated by Zoom, but instead only provide the meeting ID and meeting password to participants. In the desktop application you can enter the ID and password to start or join a meeting.
  • Please make sure you also use the possibility to create zoom meetings directly in myStudy or to get access to the meeting ID and the meeting password via myStudy in the course.

The complete information of the Media and Information Centre (MIZ) can be found here.

Notes on the voluntary use of Zoom

No one is forced to work with Zoom. Teachers are free to design their teaching e.g. also as "moderated self-study", which essentially consists of providing literature + tasks via mail or myStudy. Communication with students can also take place via e-mail and e.g. telephone consultation hours. Students are also free to use the services provided by the teachers via Zoom. Those who do not wish to do so can either study the content on their own (even in the virtual world there is no obligation to be present), or they can decide to take a part-time or holiday semester. In view of the current situation, the university management has defined the requirements for this very broadly, so that students can make use of these options without any problems.

Unfortunately, extensive research and comparisons by MIZ have shown that there is no video conferencing provider on the German market that, like Zoom and GoToMeetging (the second software alternative for which Leuphana has acquired licenses), offers the necessary performance and stability in performance for large-scale use in university teaching and would also have even better data protection modalities. Against this background, it remains the decision of the individual to either use the Zoom and GoToMeeting solutions or to do without them.


End-to-end encryption

End-to-end encryption provides full encryption of meeting content between end users, so that no third parties (including Zoom itself) can view the meetings. When you create a meeting in the Zoom client, you need to select the "End-to-end encryption" option; an example which you can see here in the screenshot.

Please note that some functions are not available when using end-to-end encryption:

  •  no telephone dial-in and dial-in via SIP
  •  the "allow participation before host" feature is not available
  •  no breakout rooms
  •  no private chats in the meeting
  •  no voting or reactions (applause etc.)

If you create your Zoom meetings via myStudy, then you can choose the type of encryption directly while creating the meeting; you can see an example of this here in the screenshot. The Moodle plugin does not currently offer this option.

You can also get more information about end-to-end encryption directly from Zoom.

Contact & Support

Do you have any questions about the setup and didactical usage of Zoom?
If so, please contact the Support Team Digital Teaching at digi-support@leuphana.de