Changes to Zoom Recordings Saved in the Cloud
Due to recent guidance on October 16, 2020 from the CSU Office of General Counsel related to pending legal action, the option to delete Zoom recordings saved in the cloud has been disabled until further notice.
There is no action required on your part; this update only affects recordings saved to the cloud. Recordings saved locally on your computer are not affected.
If you have any questions, contact email@example.com.
Connect to Your CSULB Account
CSULB faculty, staff, and students are eligible for Zoom accounts to host meetings up to 300 participants for an unlimited meeting duration. Access your CSULB Zoom account in either of two ways:
Introducation & Overview: Setting Up and Using Zoom
Finding Zoom in BeachBoard
Streamline Your Zoom Experience
Join a Meeting
Scheduling a Meeting on Zoom Web Portal
Scheduling a Zoom Webinar
Instructions for Using Zoom
- Getting Started
- Scheduling Meetings
- Using Personal Meeting Room (PMI) ID
- Setting Up Waiting Room | Enabling Waiting Room for Non-CSULB Guests [PDF]
- Inviting Others to Join a Meeting
- Joining a Meeting
- Taking Attendance [PDF]
- Pinning Screens
- Requesting or Giving Remote Control
- How to Find Meeting ID
- Recording on Your Computer
- Recording in the Cloud
Note: Due to recent guidance (10.16.20) from the CSU Office of General Counsel related to pending legal action, the option to delete Zoom recordings saved in the cloud has been disabled until further notice. Recordings saved locally on your computer are not affected.
- Getting Started Mobile iOS
- Getting Started Mobile Android
- Virtual Backgrounds
Best Practices for Zoom Meetings
View these resources developed by Zoom:
- Comprehensive Guide to Education through Zoom [PDF]
- Tips and Tricks: Teachers Educating on Zoom [PDF]
Preparing for the Meeting:
- Review this handout, Tips for Stopping Zoom Bombing [PDF]
- Enable the Waiting Room feature and select the option, "Users Not in Your Account." This setting will only allow authenticated students who have logged in through the CSULB Zoom portal to be admitted directly to your class. The others will remain in the waiting room for you to admit them. In this case, you may want to customize your waiting room screen with a reminder to students to leave and re-enter through the CSULB portal so they can enter directly. To admit non-CSULB guests, follow these steps [PDF]
- Find a quiet meeting location without background distractions.
- Use a headset or microphone for better quality audio.
- Get a web camera to use the camera setting for the meeting.
- Test your audio and web camera.
- Adjust lighting so that you are well lit and not in shadows.
- Test the Zoom controls (i.e. audio, video, chat, share screen, polling, break out rooms, etc.) .
- Close unnecessary tabs in your browser and desktop.
- Work with an interpreter from BMAC if any students are deaf or hard of hearing.
- Provide to your students this handout developed by CSULB Student Affairs: Zoom Etiquette Tips for Students
During the Meeting:
- Review housekeeping details with attendees such as:
- Mute microphones when not talking.
- Raise hands and unmute to speak.
- Chat window for questions and contributions.
- Recording availability.
- Record the session by pressing the “Start the Recording” button.
- Look into your webcam, not at the screen.
- Watch the chat window for questions (if you can have a second person manage this, it's much easier).
- Narrate the material on the screen for low/no vision students.
After the Meeting:
- Inform students about access to the recording.
- Wait for all students to leave the meeting before you.
The following measures will help keep your Zoom meeting private and secure and thereby reduce the chance of unwanted attendees and disruptions.
- Use the CSULB Single Sign-On Zoom chiclet to log in to your Zoom account.
- Keep your Zoom meeting private and secure, rather than hosting the meeting as a public event on social media. Read Tips for Stopping Zoom Bombing [PDF]
- Avoid hosting large meetings or “public” meetings using your Personal Meeting ID (PMI).
- Review your screen sharing settings.
- Lock your Zoom meeting once it has started and all your expected participants have joined.
- Select Require Meeting Password (under "Meeting Options") when scheduling a meeting
- Enable the Waiting Room Feature which allows the host to control when each participant joins the meeting. Starting September 27, 2020, Zoom will require that all meetings have a Passcode or a Waiting Room enabled for all paid accounts. Select the option, "Users Not in Your Account." This setting will only allow authenticated students who have logged in through the CSULB Zoom portal to be admitted directly to your class. To admit non-CSULB guests, follow these steps [PDF]
- Remove disruptive participants in your meeting: click on "Participants" at the bottom of your Zoom window then select "More" and "Remove" for the participant that you want to eject from the meeting.
- If you have a participant who starts their video and displays objectionable content, you can quickly stop the video or if necessary, remove them. Stopping the video will not remove the participant from the meeting, but it will restrict their ability to restart their video.
Zoom has also released guidance for users who want to protect themselves from Zoom-bombing - How to Keep the Party Crashers from Crashing Your Zoom Event.
Related Reading: Security tips every teacher and professor needs to know about Zoom, right now, from Ars Technica
Student Privacy Rights Considerations
Excerpted from the CSU Office of the Chancellor's CSU Virtual Learning Student Privacy Rights [PDF]
Are privacy rights different for in-person vs. virtual instruction?
Instructors must provide the same level of privacy for students during virtual instruction as provided in person.
Should students be informed of recorded courses?
- Instructors must inform all participants in their class that it will be recorded.
- Instructors& must offer appropriate accommodations to participants who choose not to be recorded.
- Students who do not want their likeness or image included in the recording (that will be made and available for classmates to view) they must let the instructor know and may elect not to participate via video recording.
How are students' comments protected?
Students have a right to NOT have their comments disclosed to others who are unconnected with the class, but instructors and classmates may listen to comments without violating FERPA.
What video conferencing settings are recommended?
To ensure FERPA compliance, here are some recommended Meeting Host settings/features commonly available across most video conferencing tools:
- Send meeting invitations directly to participants; do not post on a website.
- Approximately 5 minutes prior to the session start time, turn ON the “waiting room” feature where the FERPA disclaimer can be presented.
- Turn OFF participants' ability to record sessions.
- Turn ON and “set a password” for all sessions/classes/recordings.
- Turn OFF “private chat.”
- Turn ON ability to “mute individual participants” and “mute all.”
- Turn OFF ability for participants to “save chat.”
Who should be able to access recordings?
Instructors and students enrolled in the class are the only persons who should have access to recorded class sessions. The recordings will be erased after the final exam.
How should faculty communicate student rights?
The following is a template for instructors to use (include this text in the “waiting room” of a virtual meeting):
Any time that a class session is recorded, students will be notified. If students do not want their likeness during class participation included in the recorded class session, they may elect to not participate via video recordings. Recordings will be made available subject to the following conditions:
- Only students enrolled in the class may view the recording.
- Students may not post or use the recordings in any other setting (e.g., social media) for any purpose. Students who violate this will be subject to student discipline, up to and including expulsion.
- Federal and California law as well as University policies protecting intellectual property rights and use of instructional materials (including any recordings of class sessions) remain in effect.
- If faculty have any plan to use the recording for a different class in the future, the faculty member will need written FERPA consent from those students in the current class who are identifiable in any of the recordings. A FERPA consent form signed by all students in the course will also be needed if the recordings are made available to others beyond the classroom on a non secure digital platform.
Accessibility in Zoom
- Learn about all the Zoom Accessibility features.
- Use the Zoom captioning feature.
- Enable the new, Live Transcription feature! Get auto-generated speech-to-text transcription in Zoom Meetings and Webinars. Once enabled by the host, live transcripts will appear at the bottom of your screen.
Please be aware that Zoom Live Transcription should NOT be used in place of an accommodation for someone with a disability because it does not meet legal disability criteria. In courses or events with disability-related accommodation needs, contact RequestBMACaccess@csulb.edu for assistance.
To enable live transcription, go to the "In Meeting" settings of your Zoom account (web portal) and click the checkbox under "Closed Captionning:"
Then, in your Zoom meeting control panel, click the Closed Caption CC icon to open the menu; make sure "Enable Auto-Transcription" appears in the box:
CSULB Campus Background Images
A selection of background images are available on the Alumni Engagement website for use by all members of the Beach family, including faculty and staff. Simply download the background to upload to Zoom, Microsoft Teams, or your virtual conferencing app of choice.
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