Zoom Meetings

UVA Zoom FAQs

UVA Academic (Agency 207) faculty, staff, and students are eligible for UVA Zoom accounts. This does not include UVAHealth, UPG, UVA Community Health, or UVA Wise. See Create Zoom Accounts for details.

School of Medicine and School of Nursing Faculty and Staff may need to consult with their departments to determine whether to use Academic Zoom or a Health System service for specific purposes.

If you already have an existing Zoom account not associated with your computingid@virginia.edu email address, you should consider converting the account if you have scheduled meetings or recordings you wish to retain and don’t want to keep paying for a Zoom Pro account. Otherwise, consider keeping your personal account, or closing it, and just create a new UVA Zoom account.

If you decide to convert it to a UVA Zoom account, follow these instructions.

1. Visit the Zoom website and log in to your existing personal account.
2. Verify these things before you change the Sign-In Email (failure to do so could lock out your account permanently):
   
   1. If you have any other users associated with your account, they have to be removed prior to converting it to a UVA account. Or the conversion will fail.
   2. Make sure your account does not owe Zoom money. If you do the conversion will fail.
3. In your Profile, find SIGN-IN EMAIL, and click Edit.
4. Update your email address to your computingid@virginia.edu. Enter your personal Zoom account password, and be sure to click the Save Changes button.
5. You will receive an email to your computingid@virginia.edu inbox. Click the Confirm Change button.
6. You will be redirected to a Zoom login page, where you will be required to set a new password.
7. You will be prompted to enter your personal Zoom email and password. Then you will be prompted to log in via NetBadge.
8. A screen that says Confirm your email address will appear. Click the Confirm your email address button.
9. You will receive an email from Zoom (no-reply@zoom.us) with the subject line Zoom account invitation in your UVA email inbox. Click the Approve the Request button inside the email.
10. Once the new window appears, click the I Acknowledge and Switch button.
11. You will see a new window that says, Your account has been switched successfully. Click the Sign into Your Current Account button to log in to Zoom.
12. Visit the Zoom Download Center to download the Zoom Client, the Zoom Plugin for Microsoft Outlook, the Zoom Extension for Browsers, and more.

No, you will no longer be able to maintain a UVA Zoom account if you leave the University. Students, faculty and staff will lose access to UVA Academic Zoom after their grace period starts. You cannot unlink a UVA Zoom account from UVA to convert it to a free Zoom account. However, you can sign up for a free (regular) Zoom account using any email address other than an @virginia.edu address.

Yes, you can download the Zoom software client to use with UVA Zoom. Follow these instructions:

1. Go to https://virginia.zoom.us/download.
2. Click on the Download button for Zoom Client for Meetings.
3. Follow the Zoom installation instructions.

Yes, UVA faculty, staff, and students can use UVA Zoom via UVACollab. For assistance, visit the UVACollab Help for Zoom webpage.

Yes, see Zoom's Scheduling privilege page for details.

Setting up a UVA account through Zoom grants you specially negotiated account features. See below for UVA's Zoom One account features for faculty, staff, and students.

• Faculty & Staff:
  • 1000 meeting capacity
  • 1000 sessions attendee capacity (includes webinar)
  • Unlimited cloud recording
  • Unlimited Whiteboard Plus
  • Zoom Scheduler
  • Translated captions
• Students:
  • 300 meeting capacity
  • 0.5 GB Cloud storage
  • Unlimited Whiteboard

Zoom has multiple controls to protect the privacy and security of Zoom sessions. Whether you are a meeting host or participant, you are expected to respect the privacy of meeting/class participants at all times. For example, don’t share chat comments with others outside of the meeting or class.

Like many other IT services, UVA Zoom provides UVA Administrators tools to see information about how, when, and where users are using Zoom. The use of these tools by the UVA Zoom administrators is governed by University Policy IRM-012: Privacy and Confidentiality of University Information. These tools are only used when there is a need to resolve a technical problem or legal order or demand and always in accordance with the stipulations of IRM-012.

If you have further concerns about UVA Zoom privacy, please email University Information Security at it-policy@virginia.edu.

For Breakout Rooms to work correctly:

• Hosts and participants must have created a UVA Zoom account prior to the session starting.
• Hosts and participants must be logged in to their UVA Zoom account prior to the session starting.
• Hosts and participants must join the Zoom session via the Zoom Desktop Client or app on their computer and/or device. You cannot be part of a Breakout Room if you join the session by guest code or meeting number because Breakout Rooms depend on the specific accounts being invited to join; guests will not be associated with their UVA Zoom accounts, so they will not be part of a Breakout Room.
• If hosts are pre-assigning participants to Breakout Rooms, then all participants must have a UVA Zoom account before being pre-assigned or they will not receive the Breakout Room invitation.

If you've completed all of the steps above and are still having Breakout Room problems, ask your participants to:

1. Log out of the current Zoom session.
2. Log in to their UVA Zoom account in the Zoom Desktop Client or app.
3. Re-join the session from the Zoom Desktop Client or app.

UVA Zoom is fully HIPAA-Compliant. According to Academic Information Security, it can be used for Telehealth under the teaching/learning scope.

Here are the UVA policies about recording class sessions and distributing course materials:

• Policy PROV-005 (Recording of Class Sessions & Distribution of Course Materials)
• Amended Policy PROV-008 (Teaching Courses for Academic Credit)
• Policy Guidance (Guidance for Implementing Policy PROV-005)

UVA Zoom recordings are deleted 180 days after they are saved to the Zoom cloud. If you wish to save Zoom cloud recordings before their deletion date, you must download and save the files to an alternate location.

UVA Zoom accounts are not intended for use with Highly Sensitive Data (HSD). Specifically, these Zoom accounts should not be used to create recordings of interviews related to provider/patient interaction or health research. If you are in the Health System or are conducting clinical research see options on Create a UVA Zoom Account.

All UVA users share a University-wide allotment of storage space in UVA Zoom, which can be increased as necessary.

UVA Zoom accounts do not have a time limit on recording length; however, we suggest no more than 90 minutes without a break. In fact, most classes or meetings longer than 90-120 minutes likely have a natural break and that is a good time to end a “Part 1” recording and start a “Part 2” recording. This makes for easier re-viewing.

By default, you can share a recording with another Zoom user so that s/he may view (but not download) that recording. To manage the Share settings for your cloud recordings, follow these instructions.

1. Locate the meeting Topic on your My Recordings page.
2. Click the Share button to the right of the recording for which you want to manage the Share settings.
   
3. This will open the Share this cloud recording window.
4. In this window, you can slide toggles to turn on/off the following settings:
   
   • Share the recording publicly (any user with the link can view)
   • Share the recording internally (UVA Zoom account holders only can view)
   • Add an expiry date to the link
   • Allow users to download the recording
   • Require users viewing/downloading the recording to register their information first
   • Protect the recording with a password (any user viewing/downloading the recording must enter a password first)

You can select an option that will automatically transcribe the audio of a Zoom cloud recording. To learn how to do this, read the Automatically Transcribe Cloud Recordings Zoom Support article.

UVA Zoom is now compliant with increased privacy policies, such as HIPAA. When joining a UVA Zoom meeting or the host starts a recording, you will notice new guidance to help you properly store any potentially sensitive data such as meeting recordings and chat.

See more information about UVA Zoom Recording Notifications.

If you see this message, your UVA Zoom host account is currently running a meeting on another computer. A UVA Zoom host account can host only one meeting at a time. To end one meeting and begin another, click End Other Meeting and then start your new meeting. This also may also be caused by assigning a Zoom license to a shared UVA email address. Another person with access to your shared email address could be using the account.

If this was your first time trying to log in to UVA Zoom, please review the Create a UVA Zoom Account webpage and confirm your eligibility for an account. If you still have questions about creating an account, please contact the UVA Help Desk.

If you are a returning user trying to log in to UVA Zoom, please contact Zoom Support or review the Zoom Help Center webpages. If Zoom Support directs you to contact the Zoom Account Owner or Administrator, contact zoom-service@virginia.edu.

If you are not a current UVA faculty, staff, or student, then you will be unable to access UVA Zoom. Contact Zoom Support if you would like assistance creating a non-UVA affiliated account.

Use the best Internet connection you can.

In general:

• Wired connections are better than wireless (WiFi or cellular) connections.
• WiFi connections are better than cellular (3G/4G/LTE) connections.

Plan ahead for Zoom meetings, and as often as possible, join Zoom meetings from a location where you can use a fast, reliable, wired Internet connection.

Mute your microphone when you're not speaking.

When your microphone is on, Zoom will devote part of your Internet connection to an audio stream for you, even if you are not speaking. Mute your microphone when you do not need it, and you will allow Zoom to use your Internet connection more effectively.

Stop your webcam video when you don't need it.

So long as doing so is okay with your instructor or moderator, start your video only when you need to show yourself on webcam, and stop your video when it isn't needed.

Disable HD webcam video.

Sending high definition (HD) webcam video requires more bandwidth than sending non-HD. Disabling HD video will free up more of your Internet connection for other parts of your Zoom meeting.

To disable HD video in Zoom:

• Click the Home tab.
• Click Settings.
• In the Settings window that opens:
  
  • Click the Video tab.
  • Uncheck Enable HD.
• Close the Settings window.

Close other, unneeded applications on your computer.

Zoom meetings can demand significant memory and processing power from your computer. Closing other applications, ones you do not need during the session, will help Zoom run better.

Avoid other activities that will steal bandwidth.

Don't start other bandwidth-intensive activities just before, or during a Zoom meeting. On your Zoom device—and as much as possible, on other computers and devices that share your Internet connection—avoid:

• large downloads
• large uploads
• streaming video (e.g. Netflix, Hulu, YouTube)
• cloud backups
• cloud file synchronizations
• other high-bandwidth activities

Communicate with the instructor or moderator of your Zoom meeting.

If the best Internet connection you have for Zoom is a slow one, such as a poor cellular data connection, let the person or people running your session know ahead of time.