Staff Tools and Services

Welcome to Zoom

Meet and collaborate virtually using Zoom by logging in with your university credentials. All active faculty, staff and students are licensed for Zoom Meetings up to 300 participants at no cost. Zoom Webinar licenses are available for up to 3,000 participants. Visit the OIT Zoom Webinars webpage for pricing and additional information. A meeting versus webinar feature comparison is available on the Zoom support webpage. 

Prevent Zoombombing

Uninvited participants harassing students, faculty and staff during classes and meetings has been on the rise recently. It is very important to follow Zoom’s security best practices. One of the most basic rules is to never share Zoom meeting links on social media, the internet, or any public place. More information about Zoombombing and how to keep uninvited guests out of your meeting is available. In addition, you can review the Zoom and Cybersecurity Must-Knows. 

Stay Secure

The university's Zoom encryption is configured for Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA) compliance; however, be sure to use caution with sensitive information. To ensure the security and privacy of patient data, Zoom users must do their part as well. 

In addition, with the university's systemwide HIPAA agreement with Zoom, OIT is able to enable features including:

• Record to the Zoom cloud for convenient sharing and storage (cloud recording storage is now available for 120 days) - more information is available from Zoom Cloud Recording 
• Meeting participant / class attendance reports available - more information is available from Zoom Reports 
• Chat copy and paste enabled - more information available from Saving in-meeting chat 

 
Using Zoom for transmitting HIPAA information

Zoom encryption fully complies with HIPAA Security Standards to ensure the security and privacy of patient data. The company employs industry standard end-to-end Advanced Encryption Standard (AES) encryption using 256bit keys to help protect meetings. However, while Zoom is configured for HIPAA compliance, you should use thoughtfulness in the type of data shared and how the data is shared (same university HIPAA policies and procedures apply).

If your Zoom presentation contains HIPAA data, please use the following guidance:

• Make sure to use proper handling of links and do not share using unsecure means.
  • All patient information is considered highly confidential and only the information needed for the intended purpose should be used by, and disclosed to, covered members who have a “need to know” (Minimum Necessary).

• Treat your Zoom meeting links as you would HIPAA data.
  • Do not send email unencrypted. Review the Encrypt Your Emails webpage for more information.
  • Invite only those allowed to view HIPAA data. (Minimum Necessary)

 HIPAA compliance depends on all of us. Additional resources:

• Data Classification & Impact
• Protected Health Information (PHI)
• Security of ePHI on Home Computers - HIPAA Policy
• Data Integrity - HIPAA Policy