Gillings Zoom Conferencing
Zoom, UNC’s remote conferencing tool, is available to all students, faculty and staff.
Zoom allows for video, audio and screen sharing for up to 300 participants. It can be used from any computer, laptop, tablet or mobile device. Zoom also works with rooms equipped for video conferencing.
General Questions and Requests
- Gillings AV Services: firstname.lastname@example.org
- Campus Ticketing System: https://help.unc.edu/
- Campus Help Desk: 919-962-HELP (4357)
- Gillings Audio Visual Services Phone: 919-966-6536
- Remote Conferencing Best Practices
- Gillings Resource and Training Opportunities
- UNC Keep Teaching website
- Zoom Services Status
- Urgent Remote Teaching Update - 3/18/2020
If you're brand new to Zoom at UNC, take a look at Zoom Getting Started for instructions on how to set up your account.
Before you use Zoom, you must install the Zoom software for your device. Start by going to the Zoom Download Center or go to unc.zoom.us and select "Download" in the footer.
It’s a good idea to install that software ahead of time so it doesn’t delay your first meeting. However, if you haven’t yet done that, Zoom will automatically start downloading the application to your device when you click on a meeting link. You’ll need to install it before you can start your meeting.
We also recommend reading through our Remote Conferencing Best Practices page for some helpful tips to ensure the best possible conferencing experience.
All UNC faculty, staff and students now have access to Professional Level Accounts with ZOOM. These accounts will allow up to 300 users to all talk, be seen, and share their screens with each other, as though everyone is sitting in a virtual conference room. Select the “LAUNCH ZOOM” button to get started.
With Zoom, not all online meetings are “Webinars.” Zoom Webinars are Broadcast style large online video streams where up to 500 Viewers can watch a presentation from one or a small group of Presenters. Viewers do not have microphone or camera access, but can communicate with the Presenters only by text-based chat.
To enable Webinar functionality for an event, please submit a Zoom Webinar Request.
Please note: AV Services has a Limited number of Webinar Licenses available for Temporary check-out. Please allow at least three days prior to your event for processing this request. Submitting a request fewer than three days before your event may prohibit service.
Users have the following options to record Zoom Sessions:
1. Local Device Recording
2. Short-Term Cloud Recording (Gillings)
Due to space limitation, Gillings Cloud Recorded files are typically stored for a only 30-day intervals. However, due to the impact of COVID-19 and the movement of classes to Zoom, Gillings cloud recorded files will be retained for the remainder of the semester. Download your material from the cloud before the end of the semester.
For more info on Gillings Zoom recording, visit the Recording in Zoom page.
FERPA Compliance: Public recordings cannot capture any student identifying data (including images, names and voices) without express written consent from the students. (We can provide a media release form (PDF) for you to use to get consent). Visit Rice University’s FERPA and Lecture Capture FAQs for more details. Note: If you are recording a meeting in an advanced classroom or auditorium, please contact AV Services to discuss your recording options.
Whether you are using Zoom or another web conferencing platform, there are a few things you can do to help ensure good quality communication. Visit the Remote Conferencing Best Practices page.
Zoombombing is a new form of trolling in which a participant uses Zoom’s screensharing and chat features to interrupt and disrupt meetings and classes. Below are some strategies you can use to prevent and manage Zoombombing attempts in your virtual meetings. First Things First
- Start ALL meetings and classes by logging into Zoom at unc.zoom.us.
- Logging in ensures you have all the controls and features to manage your meetings.
- Your Zoom Application on your computer can be set to automatically log in. Just open your Zoom Application and click the Settings gear in the top right corner, then check the box for “Start Zoom when Windows/Computer Starts.”
- Open your Zoom Application and click the account icon in the Top Right, then click Check for Updates to ensure you have access to the latest and strongest Security features, update your software.
Per the Family Educational Rights and Privacy Act (FERPA) guidelines, public recordings (those available without a password to anyone who has a link, or any recording that can be forwarded to others) should NOT capture any student identifying data (including images, names and voices) without express written consent from the students. Faculty who record classes should ONLY distribute recordings using Sakai - this limits to participants in the course section that is being recorded. By limiting distribution to students who have been recorded, student images, names, and voices can be recorded and shared without violating FERPA. Student meetings should NOT be shared with anyone other than the student and appropriate administrative and technology support.
Feel free to use a Gillings media release form (PDF) and have participants sign if you need to obtain consent for public use, which includes reuse of recordings for future terms. Maintain consent records in your own files. We strongly encourage ALL faculty and organizers, who wish to record classes and events whether private or public recordings to ALWAYS inform participants (students, guest lecturers, etc) prior to the recorded session and by joining they consent to being recorded.
Zoom has signed a Business Associate Agreement (BAA) with the University of North Carolina Chapel Hill to allow users to connect with Zoom in accordance with Health Insurance Portability and Accountability Act (HIPAA) guidelines. The agreement permits a user’s Zoom account to be placed into a HIPAA compliant space that is configured to protect the security and privacy of Protected Health Information (PHI). A Gillings IT representative will need to provide an initial consultation to access specific HIPAA needs and requirements. To request a consultation and account transfer, please submit a help ticket.
Changing a user account's status into a HIPAA compliant account will restrict a number of features within Zoom. Below details the restrictions required by Zoom and additional restrictions placed by the university to further protect users and data:
Restrictions Required by Zoom
- Accounts are NOT allowed to use the Cloud Recording feature. However, local recording to a computer device is permitted.
- Device / User information is restricted from user access. Although users are able to see screen names during meetings, device or user names are unable to be stored or retrieved and are anonymous in reports.
- Users are unable to copy and paste text or images through the chat screen.
- Require encryption for 3rd party videoconference system endpoints (H.323/SIP) for all members of the account. Note, some H323 or SIP devices may not be able to support this level of encryption and therefore will not be able to connect to Zoom meetings.
Restrictions Required by UNC-Chapel Hill Campus
- Requires a password when scheduling new meetings
- No File Transfer through in-meeting chat
- No auto-saving of chat conversations
- No live stream meetings to Facebook, YouTube, etc
- No access Remote Control Feature
- No access to Far-End Camera Controls
- No Meeting Host 1:1 Remote Support
Gillings AV Services
Phone: (919) 966-6536
The UNC-Chapel Hill Digital Accessibility Office published new information pages on captioning for Video and Audio on their website.
Any live video event produced by UNC should have some form of live captions. Captions help to ensure equal access to content while also being in compliance with federal laws and university policy. For large public and high profile events we recommend a live human captioner over automatic captions to ensure a higher accuracy.
Caption & Transcript Best Practice
The best practices listed on this page provide an overview of what to consider when creating captions or a transcript.
Live Human Caption Providers
We recommend hiring a live human captioner for all prominent events with high attendance. Live human captioners provide the most accurate and secure captions for your event.
LNS Captioning - Third party vendor Gillings has used for past Zoom webinars and webcasts
Automatic Captions for Live Video
- Zoom Meetings – This feature is new for Zoom and may not be available to all users yet. (Breakout rooms do not support automatic) live captions
- Zoom Webinars – This feature is new for Zoom and may not be available to all users yet.
Zoom calls their new automatic live captioning service, Live Automatic Transcriptions. This is a new feature Zoom will be officially rolling out en masse soon. Many UNC accounts already have access to this feature, but some may not.
Captioning Vendors (post recorded content)
Feel free to research the company that will work best for you. The two companies that the DAO has some experience with are 3Play Media and Rev.
*Captioning Decision Tree
Use this decision tree to determine what captioning technology to use for your upcoming live, online video event, conference, or training or for your pre-recorded videos.
Gillings Zoom Training
To sign up and reserve a seat for an upcoming online Gillings Zoom Training, access the following URL and register for the desired date at least one day prior to the selected training: https://sph.unc.edu/iis/zoom-training-registration-form/
How do I create a Zoom account?
For UNC employees or those with UNC ONYEN credentials simply go to the unc.zoom.us landing page and click on the Sign In link or button then log in using your ONYEN. Your Zoom account will instantly be created and you will be taken to the profile page of your Zoom account webpage. You can return to your Zoom account webpage at any time in the future by returning to the ucop.zoom.us landing page and clicking on the Sign-in link or button.
What’s this Zoom Sub-Account stuff I keep hearing about?
Because of the structure of UNC’s contract with Zoom, many Schools are split off into their own sub-section of the UNC Contract Account. These Sub-Accounts are each treated as different organizations by Zoom so that individual schools can control specific policies and settings for their users.
How do I know if I’m in the SPH Sub-Account?
There’s a quick way to check. Just log in to the Zoom web portal at unc.zoom.us, then look at your user profile page. Below your name, an Account Number should be listed. The account number for SPH is 328055.
I’m not in the SPH Sub-Account, and I should be. What do I do?
Reach out to Gillings AV Services and we will begin the process of moving your account over. Please submit a helpdesk request for these sorts of requests.
How do I integrate Zoom into my Outlook Meetings?
Zoom has an Office 365 Add-in available that provides a quick Zoom meeting button inside your Outlook calendar interface. Instructions for setting up this Add-in are available at the Zoom support website.
Can I specify someone else as the host for my Zoom meeting?
Yes. You can specify in advance an alternative host for your Zoom meeting provided they also have an SPH Zoom account or during a meeting you can make any participant a host. To specify in advance an alternative host for one of your Zoom meetings you may either schedule a new meeting or edit an existing meeting from the Meetings section of your Zoom account webpage and then enter the email address of one or more people in the Alternative Hosts field of the meeting settings. During a meeting you may make another participant a host by either right-clicking on their video pane and selecting Make Host or selecting Manage Participants from the meeting toolbar then selecting the More button beside the participant you wish to make host and then selecting the Make Host option. For more information about Alternative Host see the article on the Zoom support website.
What’s the difference between Alternate Host and Co-host? Which do I need for my meetings?
An Alternate Host is assigned while the meeting is being scheduled. This is a user who can fill in in the event that the scheduling Host does not attend the meeting. Think of the Alternate Host like an understudy in a play. If the Host is present, then the Alternate joins the meeting just like any other participant. If the Host is not present, the Alternate takes charge.
Co-hosts are more like assistants. Co-hosts are assigned after the meeting has already started. The Host can promote a participant to be a Co-host by clicking their name in the Manage Participants tab, then selecting “Make Co-Host.” Co-hosts have most of the capabilities of a Host, except they cannot manage breakout rooms and cannot remove the host from the meeting. More Alternate and Co-Host Info (PDF)
Can I assign my Zoom Schedule Permission to someone else?
Yes. You can assign your Zoom schedule privilege to one or more people of your choosing provided they also have an SPH Zoom account. Note that the Zoom scheduling privilege is for creating meetings in Zoom and not for creating Outlook meeting invitations to Zoom meetings which is a separate delegation done in Outlook. To assign your Zoom scheduling privileges go to the Other section under the Meeting tab of your Meeting Settings and click the + symbol next to Schedule Privilege then enter the email address of one or more people (in the format email@example.com). For more information on Scheduling Privilege see the article on the Zoom Support website.