Zoom recently updated its terms of service and released Artificial Intelligence (AI) tools for some of its customers. These AI tools are currently not available to CSUCI or to any other Zoom customers on the .EDU tenant. This includes the features recently announced called Zoom IQ Meeting Summary and Zoom IQ Team Chat Compose.

Zoom has acknowledged that further evaluation of their AI features in educational spaces is needed before they can offer AI features to customers with .EDU accounts. While CSUCI Zoom account holders will not encounter AI features in the CSU Zoom environment, here are the new AI features within Zoom that campus users should be aware of in case they participate in any Zoom meetings that are hosted outside of the .EDU environment: 

• Zoom IQ Meeting Summary: a new AI meeting feature on Zoom that listens to meetings and offers automated meeting summaries to select users with AI features enabled. 
• Zoom IQ Team Chat Compose: a new AI-powered chat tool that composes messages for users within the Zoom chat space.  
• When a user enters a meeting with AI enabled, a pop-up message will appear upon joining the meeting, similar to the notification that a user sees when they enter a meeting that is being recorded, informing the meeting participant that AI is in use to create a “Meeting Summary”.

Individual users have the ability to enable or disable the AI features on their own personal Zoom accounts. If a CSU user joins a Zoom meeting that is hosted outside of a .EDU environment with AI enabled and they are uncomfortable with that, they can request that the host disable AI for the meeting. Regardless of whether AI features are enabled, you should NEVER share personal, confidential, or privileged information with users who are not affiliated with the CSU via Zoom chat or during meetings. 

Zoom’s updated terms of service will not impact how Zoom is typically utilized at CSUCI.

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ITS would like to encourage you to take a moment to update your Zoom client to Zoom 5.0  This update is easiest to receive simply by logging into Zoom's test meeting, which automatically does the update for you. 

The new version provides enhanced security features and it will be required after May 30.  If an older Zoom client attempts to join a meeting the user will be prompted for confirmation before automatically upgrading.  

Performing the upgrade manually in advance will negate the need for you to upgrade while you're just trying to get into to the meeting.

If you experience any problems with this upgrade, please contact the IT Solution Center at 805-437-8552 or submit a service request.

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As the coronavirus pandemic continues to increase demands for web video conferencing tools such as Zoom to continue teaching, learning, working and interacting with family and friends, the bad guys continue to find new ways to disrupt these Zoom sessions. 

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Zoom has released another important update to Zoom Client for Meetings (Version 4.6.10 (20033.0407)) that includes new security enhancements. We strongly encourage all Zoom users to install this update on all devices (desktop, laptop, smartphones and tablets).

To install the latest update to Zoom Client for Meetings:

Windows and Mac:

Open the Zoom application on your computer
Click on your user icon on the top right corner of the screen
From the drop-down menu click 'Check for Updates'.
If new updates are available, the message will appear 'Update Available'.
Click on 'Update' to install.

iOS and Android Devices:

For mobile device users, please update your Zoom mobile apps through App Store or Google Play.

If you experience any problems with this upgrade, please contact the IT Solution Center at 805-437-8552 or submit a service request.

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Zoom has released an important update to Zoom Client for Meetings (Version 4.6.9) that includes new security enhancements. We strongly encourage all Zoom users to install this update on all devices (desktop, laptop, smartphones and tablets).

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As we continue to conduct more meetings and conversations online, here are a couple of useful Zoom and Microsoft Teams tips:

Zoom:

2. Blur Your Background: Sometimes you're working in a space where the background is distracting. If you want to blur your background while on a Microsoft Teams video call, while on the call, click the "..." (More actions) button, and choose "Blur my background" (see the screenshot below)

3. Record your Microsoft Teams meeting: If you want to record a Teams meeting, once the meeting has started, click the "..." (More actions) button, and choose "Start recording" (see the screenshot below). Learn more about recording meetings in Microsoft Teams.

Learn more about using Microsoft Teams here

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The coronavirus pandemic has created a need for more and more people around the world to use web video conferencing tools such as Zoom to continue learning, teaching and working. Unfortunately, the bad guys and trolls are finding ways to disrupt Zoom sessions. This is called Zoom-bombing. Zoom-bombers join random Zoom sessions to cause mischief (showing pornographic images, for example) and potentially to listen in on meetings to gain sensitive information.

Zoom has released guidance for users who want to protect themselves from Zoom-bombing. Here are the top tips:

1. Avoid hosting large meetings or ‘public’ events using your Personal Meeting ID (PMI). Your PMI is basically one continuous meeting and you don't want trolls invading your personal virtual space. Instead, Zoom suggests using random meeting IDs for your large meetings.

2. Lock your meeting. You can lock a Zoom meeting once it is started and all your expected participants have joined. This prevents any new participants from joining, even if they have the meeting ID and password (if you have required one). To do this, in the meeting click Participants at the bottom of your Zoom window. In the "Participants" pop-up, select the "More" dropdown and click the button that says "Lock Meeting."

3. Require a password to join your meeting. You can require a password for any meeting when you schedule it and/or as a default for all personal ID meetings by signing into Zoom and clicking on Meetings and the Personal Meeting Room to access the password setting.

4. If you find yourself with a disruptive participant in your meeting, you can remove them. Click on "Participants" at the bottom of your Zoom window, then select the "More" dropdown and Remove for the participant that you want to eject from the meeting.

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Zoom is a useful and popular tool to support collaboration with colleagues working remotely.
With hundreds of hours of meetings already happening every month on Zoom at CSUCI, it's a great opportunity to ensure that you're make the most out of the experience.

Information Technology Services is pleased to re-share this short and wonderful video that the Teaching & Learning Innovations (T&LI) team at CSUCI published in spring 2019. The video highlights best practices for using Zoom to engage with your colleagues.

Most of the recommendations provided in the video also apply to video-based meetings using Microsoft Teams, Google Hangouts or other platforms.



Watch Zoom Best Practices video on YouTube

Do you have other best practices for video conferences that you find important? We'd love to hear from you, share your thoughts here.

Want to get started using Zoom? Visit CSUCI's Zoom information page. You can also access Zoom directly from myCI.

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Zoom has become an increasingly useful and popular tool to support collaboration with colleagues working remotely. Between August and November 2018, per day CSUCI hosted an average of 18 Zoom meetings for a total 72 participants, for an average daily total of 53 hours.

Over that same date range, the University hosted 2173 meetings on Zoom for 8,458 participants and a total of 6,263 hours (with 9.5% of participants using Zoom for the first time).

With so many hours of meetings happening on Zoom, it's a great opportunity to examine how to make the most out of the experience. The Teaching & Learning Innovations (T&LI) team at CSUCI just published a wonderful video of best practices for using Zoom to engage with your colleagues:



Watch Zoom Best Practices video on YouTube

Do you have other best practices for Zoom that you find important? We'd love to hear from you, share your thoughts here.

Want to get started using Zoom? Visit CSUCI's Zoom information page. You can also access Zoom directly from myCI.

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