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A further update on university approval for using the Zoom application

TLDRoffon

Moodle, Panopto and Microsoft Teams remain our essential teaching, learning, collaboration and communication tools. However, University of Greenwich licenced Zoom accounts may be used in some exceptional circumstances.

We are working to make it easier for staff and students to collaborate using our secure, interconnected platforms. Our technologies for learning and teaching are integrated with each other, and with our university governed storage in the cloud, with security built in. We  are working with colleagues to identify other possible improvements such as light-touch ways to link Teams and Moodle.

GLT and ILS are supporting staff to prepare for teaching, assessing and supporting students during 2020/2021 by providing resources to help you adjust to blended learning environments and how to make the most of Teams, to support each other as we learn from developing practice and share what is working across the university.

We know from feedback that students appreciate it when teaching, learning and student support are provided through consistent and well supported tools. Students know they can use Teams for their studies and student life, and the Remote Access for Student support pages include guidance on our all supported technologies for learning and teaching.

Guidance for Zoom usage

We know many of you were disappointed at the decision to pause university approval for the Zoom application, and we thank you for following this direction. The security review took longer than expected due to the number of free Zoom accounts linked to university email addresses. Please note: free Zoom accounts should not be used for university activity, and you do not need to set up a Zoom account for meetings set up by external partners.

We are satisfied that Zoom version 5 now meets the university's minimum information security requirements, so the app may now be reinstalled on your university and personal devices, if you had removed it.

Zoom is not one of the university's essential tools. However, we recognise that these tools do not cover all scenarios, therefore the purchase of University of Greenwich licenced Zoom accounts may be approved in some exceptional cases. These include communications with China where government restrictions prevent the use of Teams, to run specialist remote teaching sessions which cannot be facilitated using our supported tools or large-scale student recruitment events.

If you have a scenario where you believe Zoom is essential for the sessions you plan to host, please submit a request to purchase a University of Greenwich licenced Zoom account. Please note that these requests will be reviewed and approved by exception.

Please regularly review the updated functionality to get the most from Microsoft Teams, in conjunctions with Panopto, Moodle and TurnItIn, to ensure students benefit from a consistent approach. To help with this we will publish regular updates on new functionality added by Microsoft on Internal News.If you use Zoom, we have developed these guidelines to help reduce the risk to your devices and to university data while you use the application.

Regularly

Update the Zoom application so it has the latest security changes.

Review our essential tools for updates which might negate the need to use Zoom.
Always

Use a password for Zoom meetings.

Share links and passwords for meetings via private channels.

Review the list of attendees who can present.

Check Twice, Click Once when opening links and files shared by attendees.
Consider

Using the web client rather than the application to attend sessions.

Using the waiting room feature so that attendees can only join once the host has invited them into the meeting.

Limiting screen-sharing ability to the host.

Turning off in-file transfer to prevent file sharing through chat.

Disabling private chat.

Allowing only signed in or registered users to join.
Avoid

Sharing meeting links on social media.

Creating a free Zoom account using your university email address or username.

If you have any questions about this guidance, or If you need any additional advice or support in relation to video conferencing, please contact the IT Service Desk.​