Zoom

For online and hybrid teaching as well as to support work in the home office, Leuphana offers a user license for the video conferencing solution ZOOM for all teachers. ZOOM enables the implementation of video and telephone conferences in high quality. Please do not download the zoom software (client) from the zoom web pages, but from the Leuphana intranet at www.leuphana.de/intranet/zoom (VPN required). Further information on installing Zoom can also be found there.

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 under INSTRUCTIONS (No. 6).

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 with a webinar license on loan, 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.

Recordings of video conferences, webinars, etc. It is not permitted to record the non-publicly spoken word of others without authorization (§ 201 para. 1 no. 1 StGB). Through the "Allgemeine Persönlichkeitsrecht" a person has the right to his or her own spoken word and image. Recording without the consent of the persons involved - whether with zoom or in any other way - is therefore unlawful. It may be advisable to draw the participants' attention to this at the beginning of an online session.

Furthermore, from a data protection perspective, a legal basis is also required for the recording of courses if they contain personal information of the participants.

MANUALS

1. Detailed script on basic functions of Zoom from the training session of the Leuphana Teaching Service from 30/9/2020: Zoom Training Session Script.

2. Detailed script for the advanced workshop "Interaction and Collaboration on Zoom" from 30/9/2020: Interaction and Collaboration on Zoom Script.

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

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

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

6. A quick guide on how to manually check for updates in the Zoom Client can be found here: Zoom Update.

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 & 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 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, you can use the zoom plugin to create zoom meetings from both myStudy and Moodle and also switch directly to the meeting from there.

You can find a quick guide to creating zoom meetings from within myStudy here. Please note: Recently, meetings 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 to creating zoom meetings from via Moodle can be found here.

Virtual backgrounds:

This allows you to choose a neutral background instead of your personal photo wallpaper or private vacation pictures, in front of which your own face can then be seen. You can find instructions here. Publicly accessible Leuphana pictures, which can also be used as virtual backgrounds, can be found in the central Leuphana image catalogue.

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: You can also use the open discussion forums for collegial exchange on zoom and other digital tools for teaching. In these discussion forums you can exchange ideas on a collegial level on topics, questions, experiences, etc. related to anything related to digital teaching. If you click on the link below, you must first register with Moodle. Please use your myStudy username and password to do so. You can then access the forums 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.

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.

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 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.

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):

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.

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.

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