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Zoom Web Conferencing

APSU provides Zoom web conferencing licenses for current faculty, staff, and students in the pursuit of teaching and learning in and outside the classroom! 

APSU has its own domain for Zoom and you must log in at apsu.zoom.us (opens new window) using your single sign-on username and password to access your free account and full benefits.  This is not the same as going to Zoom's website and creating a free account with your APSU email.  That account will have limitations (length of meeting, length of recordings, etc.).  If you run into any issues with Zoom, first make sure your are accessing the tool at apsu.zoom.us (opens new window) and make sure your Zoom is up-to-date.

 

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Live & Recorded Webinars

Student Privacy Guidelines (FERPA) for Recordings/Web Conferencing

APSU is approaching our Zoom storage limit.  If the limit is met, no one will be able to record any additional videos to the cloud.  Your assistance with this is essential.  Please review your Zoom cloud recordings and delete where possible.  Watch this short video (opens new window) to learn more about deleting entire recordings or specific files from a recording, updating your recording settings, and downloading files from Zoom.

Things to consider:

  • Is the recording something you are actively using in a current class and sharing with students via a link?
    These recordings should stay in Zoom while your class is active.  After the term, you may reconsider if these recordings can be deleted or saved to your computer and then deleted from Zoom.
  • Is the recording not for a course or not something you are actively using, but something you want to keep?
    Download the recording from Zoom and then delete the cloud recording from your Zoom account.  In this way, you will have a file copy you can keep as long as you want and it frees up space in Zoom for you to make new recordings.
  • What are you actually recording with each recording?
    Zoom is very flexible and allows for several “views” and file types when you make a recording.  We have adjusted the default settings to better balance the most common used recordings with the campus’ space needs.  You can review and adjust these settings on your individual account. 

Have you heard about YuJa?  With YuJa, you can upload video files, like those you get from Zoom, and share them with others via a link or use the YuJa Media Chooser tool directly in D2L.  YuJa even has a video creation tool and editor so if you are using Zoom to create videos versus recording lectures, you may consider YuJa.  Distance Education also has a limited number of licenses to Camtasia and Snagit.

APSU has recently released a document to help faculty apply student privacy policies like FERPA to class sessions conducted over video conferencing.  These guidelines support APSU’s efforts to strengthen student and data privacy and apply to any form of video conferencing like with Zoom or the like.  Please read APSU Student Privacy Guidelines for Recordings of Class Sessions Conducted Using Video Conferencing.  Zoom is your ally in protecting students.  There are a number of settings that can affect the recording layouts and what is included in the recording.  Please use the Zoom Cloud Recording Quick Guide to help you determine the best cloud recording settings for your situation. 

If you receive the below screen the next time you log into Zoom, action is required.

Zoom screen giving user options to change their email


APSU uses Single Sign-On (SSO) functionality to unify your username and password across platforms like Zoom.  Some confusion with Zoom occurs when users create an account at Zoom.us with their APSU email which is not the same as using your SSO information to log into APSU’s Zoom.  In order to get a Zoom license through APSU with full functionalities, active APSU faculty, staff, and students must log into Zoom at https://apsu.zoom.us (opens new window) or use the SSO option when signing into the Zoom app (see image below).


Moving forward, any users with an apsu.edu or my.apsu.edu email accessing Zoom outside of APSU’s SSO will receive the above screen.  Unfortunately, this screen is not customizable, but active faculty, staff, and students do have options.

  1. If you want to keep a personal Zoom account, change your email to a personal email account (Yahoo, Gmail, etc.).  Here is a guide on changing your email in Zoom when you receive the above screen.  You must change your email first in order to keep the accounts separate.  Then, go to https://apsu.zoom.us (opens new window) and sign in with your SSO information which will create a separate APSU Zoom account with your APSU email for teaching/learning/work.
  2. If you want to merge your accounts, go to https://apsu.zoom.us (opens new window) and sign in with your SSO information.  Zoom will prompt you through the process of combining your accounts.  Please note, you may need to check your APSU email to verify/confirm changes.  Combining accounts can take several days.  Consider beginning the process when you have several days without meetings scheduled.

Faculty/Instructors – if you hear from your students that they are being prompted to change their email, it is because of this change in Zoom.  Please share this information with them.


If you are already accessing Zoom through https://apsu.zoom.us or using SSO on the app, you should not experience any changes. 

How to Run a Zoom Attendance Report

How to Run a Zoom Poll Report

Zoom now provides AI-powered live subtitles and transcriptioning for all meetings!  This is a huge step in making live meetings more accessible to all users.  The live transcription feature must be enabled by the meeting host.  While enabled, participants can view the live subtitles and/or transcript or hide them if desired.  Live transcription only supports English at this time and it is recommended that you speak clearly for best results. For more information about this feature please view the Live Transcription in Zoom Quick Guide.

Cloud recording is an option for all meetings/webinars.  When you record a meeting and choose "Record to the Cloud," the video, audio, and chat text can be recorded in the Zoom cloud and accessed online through your APSU Zoom account. The recording files can be downloaded to a computer or streamed from a browser. There are a number of settings that can affect the recording layouts and what is included in the recording.  Please use the Zoom Cloud Recording Quick Guide to help you determine the best cloud recording settings for your situation.  It is also important to note that there is a cloud recording storage limit that APSU must manage.  Please see the “Zoom Storage Limit” section under the “Notices” tab on this page for more information.

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  • Who can create an APSU Zoom account at https://apsu.zoom.us?

    Any active faculty, staff, or student can create an APSU Zoom account so they can host meetings.*  Account creation is as simple as logging in at https://apsu.zoom.us (opens new window) with your single sign-on credentials; however, it is an essential and required step as you do not automatically have an APSU Zoom account.
  • *Who should create an APSU Zoom account at https://apsu.zoom.us?

    Creating an APSU Zoom account gives the user a Zoom license so that they can host meetings beyond the constraints of the basic free Zoom account.  This means only users that plan on hosting meetings need to create an APSU Zoom account.**
  • Do faculty, staff, and student users get different licenses?

    Not at this time.  Any active faculty, staff, or student can create an APSU Zoom account and get a license.  Please note, Zoom does not see you as a faculty, staff, or student.  The tool simply looks as you based on how you are participating – host, co-host, attendee.
  • **Is there anytime a user would need an APSU Zoom account to attend a meeting?

    Yes.  There is a setting in Zoom called “Only authenticated users can join.”  This optional setting is at the discretion of the meeting host.  If the host turns this on and selects “Attendees must sign into their APSU Zoom account,” attendees will need to have 1. previously gone to https://apsu.zoom.us (opens new window) to create their APSU Zoom account and 2. sign into their already created APSU Zoom account to attend the meeting.  Attendees are not able to see in advance if a meeting requires authentication.  If hosts choose to use this optional setting, they must notify their attendees in advance.
  • Is a Zoom account created or accessed at https://zoom.us with an APSU email the same as an APSU Zoom account created at https://apsu.zoom.us?

    No, these are very different accounts even though they can both use APSU email.  Meetings hosted by a free Zoom account created at https://zoom.us (opens new window) are limited to 40 minutes if there is more than 1 attendee, cannot be recorded to the cloud, and cannot use polls.  APSU Zoom account users receive a license to host meetings, and, therefore, do not encounter these constraints.
  • You are an active faculty, staff, or student that needs to host a Zoom meeting for longer than 40 minutes, what should you do now?

    First, read this whole newsletter!  Then, go to https://apsu.zoom.us (opens new window) and log in with your single sign-on credentials.  Reference this website for on-demand Zoom resources.

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As Zoom is being used more and more, security also becomes more and more of a concern.  One option to secure your meetings is “Only authenticated users can join.”  When enabled, the host can then allow only users with an APSU Zoom account (@apsu.edu or @my.apsu.edu) or any Zoom account.  Please note this is an optional setting and may add an extra step for your attendees to join.  There are additional options to secure your meeting besides authentication including requiring registration, passwords, and waiting rooms.  The best way to secure your meeting?  Be careful with whom and where you post the link!  

 

Important note when using “Attendees must sign into their APSU Zoom account”
Any APSU faculty/staff/student can have an APSU Zoom account; however, they must “claim” it.  Users must go to https://apsu.zoom.us (opens new window) and sign in with their single sign-on credentials to create and claim their account.  This MUST be done BEFORE attempting to log into a meeting that requires authentication.  If they have not activated their APSU account FIRST, their single sign-on credentials will not work here.  As a host, if you are requiring APSU authentication, please notify your potential attendees that they need to create their APSU Zoom first.

diagram of activating user account and signing in 

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Zoom can assist you with taking attendance in video conferencing courses.  To help Zoom help you, make sure you tell your students to either 1) join class from their APSU Zoom account or 2) when joining from a browser and prompted to enter their name, they must enter their name to match the class roster.  Pick a method below and try it!  If you do not like it, try another.  Or, get your course buddy and help each other test attendance options.

 

In-Class Attendance Options

Here/Present - The old tried and true “here!” method will still work in Zoom.  You can call out names and have students respond audibly with their microphone.

 

Nonverbal Feedback (opens new window) - a variation of the verbal “here” method is to call names and have them respond with nonverbal feedback like the “Yes” or “Thumbs Up” icon.  The feedback will show up next to the student’s name on the Participants list.

 

Meeting Reactions (opens new window) – another variation is to call names and have them respond with a “Reaction.”  The reaction will show up on the square containing the student’s video or name (if their video is off).  This method does require you to have your video on in order for students to see the Reactions option in Zoom.

 

 

 

After Class Attendance Review Options

Polling (opens new window) – Zoom polls are only single or multiple choice questions, but you could create a poll with an attendance question.  For example, “Are you present in class today?”  As long as you did not make the poll anonymous, you will be able to see who responded to the poll.  You can create one poll and use it in each of your recurring meetings.  After the meeting is over, you can run a report to see the poll results.

 

Reporting - After the meeting, log into https://apsu.zoom.us (opens new window), select Reports on the left side menu, then Usage report.  This will give you a searchable list of all the meetings you have hosted.  Under the Participants column, the number of participants is listed.  Select the number and you can see a list of participants’ names.  The list can be exported as well.

office hours title bannerZoom for office hours?  Yep, just another awesome way to use Zoom!  Set up a recurring meeting in Zoom to allow students to stop by and ask questions.  Check out this Zoom for Office Hours guide.

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You can now join multiple Zoom meetings simultaneously.  Log into your APSU Zoom account at https://apsu.zoom.us (opens new window).  On the left menu, select Settings.  Under the Meeting tab, enable the “Join different meetings simultaneously on desktop” setting.

 

In order to use this feature, you must have a recent version of the Zoom application installed like 5.2 or higher and you must be logged into the Zoom app.  You cannot use this feature when trying to “join from your browser” and you cannot host more than one Zoom meeting at a time.  This feature is to help you attend more than one Zoom simultaneously.

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Scenario: Meeting participant’s web cam video of themselves, their surroundings, or their virtual background is distracting, inappropriate, offensive, etc.

The meeting host or co-host can stop a participant’s video.  Select the Participants button, hover over the participant’s name, select More, and then Stop Video.  Alternatively, when viewing the participant’s camera, you can select the ellipses button (…) and then Stop Video.  Refer to images below.  The participant cannot turn their web cam back on unless the host or co-host goes back in and selects Ask to Start Video.  Zoom has more information about managing participants in a meeting on their website.  

 

Scenario: You want to host more of a “webinar” style meeting where only the host or co-hosts (a.k.a. panelists) can share their web cam video.

While there is not a true Zoom setting to initially lock participants’ video off (we have asked for it though!), there is a work around.  First, when you are scheduling your meeting, ensure that you select Off for Participant under Video.  This will ensure that when the meeting starts the participant’s videos are off.  In your invitation to attendees, be clear that you do not want them to start their video. 

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After the meeting starts, they may still turn on their video.  If this happens, the meeting host or co-host can stop a participant’s video manually.  Select the Participants button, hover over the participant’s name, select More, and then Stop Video. 

 

Alternatively, when viewing the participant’s camera, you can select the ellipses button (…) and then Stop Video.  The participant cannot turn their web cam back on unless the host or co-host goes back in and selects Ask to Start Video.  Zoom has more information about managing participants in a meeting on their website.  

selecting stop video from the participants list

 

selecting stop video form the participants video card

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Ever set up a Zoom meeting with a passcode and then forget to include the passcode with the meeting link?  Happens all the time!  Well, it use to. 

 

We have turned on a setting for all users called “Embed passcode in invite link for one-click join.”  Now, whenever you choose to add a passcode to a meeting, the passcode will be embedded into the meeting link.  Previously, the meeting link contained just the Meeting ID and hosts had to remember to give the link and the passcode to attendees.  Now the meeting link includes the encrypted passcode.  You can give attendees this longer link for one-click join to your meeting.  You could also give attendees the Meeting ID and Passcode and they can join by entering this information in Zoom.

 

While this setting was turned on at the APSU account level, you can turn it off in your specific Zoom settings.  Simply log in at https://apsu.zoom.us (opens new window), select Settings on the left side menu, and search for “Embed passcode in invite link for one-click join.”  Finally, keep in mind that whether you share a link and passcode, encrypted link, or meeting ID and passcode, once you share with someone, it can be shared with anyone.  Consider other security options in addition to Passcodes to keep your Zoom meetings secure.  Learn more about Zoom security on this pages under the Securing Zoom tab.

 

Download Zoom App

Zoom can be used online at apsu.zoom.us (opens new window) or through the Zoom application on your computer.  APSU issued computers may already have the Zoom app installed.  If not or if you are using a non-APSU computer, you will need to download an in stall the Zoom app.  You should not need admin access to install Zoom on an APSU computer.  If you do receive a notice for admin approval, contact GOVSTECH at govstech@apsu.edu or 931-221-HELP.

Zoom App Videos

The below videos cover the basics of installing and using the Zoom app.

Zoom App Installation and Log In Video

 

Quick Video Guide on Using Zoom App

The three links below are provided by Zoom and serve as help centers to contain all of their resources.  Distance Education has also curated some content for you.  See the other tabs on this page.

Reminder, Zoom does not see you as a faculty, staff, or student.  All APSU accounts are the same.  You will need to seek assistance/look for resources as a host or a participant.  Distance Education has curated two YouTube playlists of Zoom videos that are helpful for:

*Videos in the participant playlist include:

  • Join a Meeting
  • Joining & Configuring Audio & Videos
  • Sharing Your Screen
  • Zoom EDU: Screen Share & Annotation
  • In-Meeting Chat
  • Virtual Backgrounds

**Videos in the host playlist include the above, plus:

  • Scheduling a Meeting
  • Zoom 101: Securing Your Meetings & Virtual Classrooms
  • Meeting Controls
  • Recording a Zoom Meeting
  • Manage Participants
  • Zoom EDU: Turn on Sharing Controls within Meeting
  • Polling (In Meeting)
  • Video Breakout Rooms
  • Waiting Rooms
  • How to Use Waiting Rooms to Manage Office Hours & Drop-In Visitor Times

Zoom is used globally and is a leader in the web connection industry.  This makes them a target for those that wish to cause harm or be disruptive.  It is important that you take into account the security of your meeting settings to protect yourself and your meeting participants.  You need to secure your meeting from unwelcome attendees and know how to manage your meeting settings and participants if they do get it or you have disruptive participants.

Zoom offers the Zoom Trust Center (opens new window).  Please refer to this website for complete information about Zoom security, privacy, legal and compliance, trust and safety, and transparency.  We have curated some content that you might find helpful here:

Zoom virtual backgrounds are a great addition to Zoom.  They allow a user to show a little personality, add some fun to their background, or even make their background look more professional!  For example, your home office may not always be ready for guests, virtual or otherwise.  Using a Zoom background fixes that so people can focus on you and not the piles of books and paperwork.  And bonus, if you are a host, you can create your own virtual backgrounds and share important information in them with your attendees like the meeting agenda or class outline.

Watch these videos to get started with Zoom virtual backgrounds.  Important: to access your free account through APSU which includes full benefits, you will need to access Zoom at https://apsu.zoom.us (opens new window) and not at zoom.us.


Learn more about virtual backgrounds with Zoom (opens new window)



Zoom recommends using virtual backgrounds with a green screen for best results.  You may be able to use virtual backgrounds without a green screen.  However, virtual backgrounds without a green screen will not work for all users based on their computer and camera hardware.  Review the virtual background prerequisites (opens new window) for more information.  Please note, if you get an error like the one below that your computer can not support virtual backgrounds, than your computer hardware can not support virtual backgrounds.  In order to use virtual backgrounds, you would need to set up a green screen.


example of zoom error noting that virtual backgrounds will not work on the current computer

Zoom virtual background comes stocked with some options to try.  You can upload your own images as well.  To feel and share your APSU spirit from anywhere, try one of these APSU branded virtual backgrounds.  Please note, the image below is just an example, visit the links to download files.

example apsu branded zoom background

Zoom virtual background comes with some stock options, but you can find or create your own.  The recommended setup is:

  • A background image with an aspect ratio of 16:9 and minimum resolution of 1280 by 720 pixels.
  • Background video (MP4 or MOV file) with a minimum resolution of 480 by 360 pixels (360p) and a maximum resolution of 1920 by 1080 pixels (1080p).

Zoom curates some virtual backgrounds on their website (opens new window).  Sites recommended by Zoom for backgrounds with royalty-free media include Pexels (opens new window), Unsplash (opens new window), Pixabay (opens new window).  You can also create a free account with Canva and create your own virtual backgrounds.  Learn more about the free Zoom virtual background maker (opens new window).  Be careful as you explore the internet!  Only download from reputable sites and look for free options.

Zoom Accessibility Features, Documents, and Support

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Zoom Privacy Policy

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