Zoom

Leuphana introduces the video conferencing solution ZOOM to support home office work and as an important tool for the successful transition to online teaching.  ZOOM enables video and telephone conferences in high quality with up to 300 participants. Users can set up individual meetings via ZOOM or use a personal conference room for lectures or seminars.

SPECIAL NOTES

Data configuration 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 transmitted and stored. All default settings are selected to give users the best possible control over the disclosure of data. An overview of the corresponding configurations and further recommendations for the data-sensitive use of Zoom can be found at the bottom of this page.

MANUALS

1. Detailed script on basic functions of Zoom from the training session of the Leuphana Teaching Service from 3/4/4/2010: Zoom Training Session Script.

2.  Introduction to Zoom for students: Introduction to Zoom for Students.

3. For instructions on how to create a video conference via Zoom, see: First Steps - Creating Meetings.

4. For instructions on how to join a video conference and install Zoom, see: First Steps - Joining Meetings.

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
  • Contact

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 for sharing the screen can be found here.To split the screen, the Zoom Deskop Client must be installed. You can find instructions to do so here. Smartphone users need the Zoom mobile app available in the Google Play Store or Apple's App Store.

Group work in breakout rooms:

The Breakout Rooms feature allows you to set up sub-rooms to work in smaller groups during the session. A video tutorial on the first steps can be found here. A written manual on how to set up breakout rooms can be found here.

Record your screen:

Via Zoom, simple screencasts can also be created outside of conferences. Instructions on this can be found here.

Whiteboard:

Zoom's whiteboard function allows you as a lecturer to create notes together with your course participants. This is also possible in handwriting when linked to a tablet, as a kind of substitute for a blackboard. A tutorial on the whiteboard function in Zoom can be found here (the quality of this tutorial has not yet been tested by the Leuphana Teaching Service). A quick guide for Apple devices (it should work the same way with Android devices; we are still looking for a suitable guide) can be found here. It is even simpler if you dial into Zoom directly from your tablet and then select the Split Screen function (see above).

Using the meeting room without an instructor (host):

If you want your students to be able to use the meeting room before you join as an instructor, activate the button "Allow participation before host" under "Advanced options" when scheduling the meeting. If you want participants to be able to continue using the meeting room without your presence after the event, click on "End meeting" at the bottom right of the screen and select "Leave meeting" in the window that appears.

Zoom Plugin on Moodle:

If you have created a moodle course for your lecture or seminar, you can use the zoom plugin on Moodle to switch from the Moodle course to the meeting or integrate the Moodle course into your meeting. Information about Moodle can be found here.

Virtual backgrounds:

When using Zoom, choose a neutral background in front of which your own face can then be seen instead of a personal photo wallpaper or private holiday pictures. You can find instructions for this here.

Surveys:

With the meeting survey feature, you can create questions with one or more choices for your meetings. You can start the survey during your meeting and collect responses from your participants. You can find instructions and an explanatory video here.

Recommendation: Visit the open Learning Lab for a collegial exchange on Zoom and its didactic application possibilities. Information about the Learning Labs can be found here.

Configurations of zoom for data economy and recommendations for data-sensitive use of the service

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.

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 participants.
  • Automatic saving of chat communication for the host is disabled.
  • 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.

Further recommendations only 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.

Contact

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