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University Technology provides access and training in using Drew Zoom web conferencing. All of these services are covered by the classroom hotline and MRC Event Hotline for academic classes and other events respectively. 


***For Additional Information regarding Zoom for Students please see linked document (Last Updated 3/10/20)

Instructional Technology has also put together a Zoom FAQ Google Doc with some of the most commonly asked questions and answers.

Please be cognizant of storage space: If you've saved a Zoom recording to the cloud but no longer need it, delete it. Also consider saving recordings to a Drew network drive or Google Drive. Learn more about deleting or downloading Zoom recordings here.

If you are interested in using a custom Drew Zoom background, check here (the tutorial on using them is here).

Zoom Security Updates

Zoom has been putting out updates to address various security concerns and enhance usability. Please be sure to install the most recent update when prompted!

Zoom Deletion Policy, Announcement 8/31/21

 Click here to read the announcement and related instructions..

Important Notice:

Starting Monday, September 20, 2021, Zoom will be set to auto-delete any cloud recordings older than 180 days (prior to March 24, 2021). This change impacts all recordings made on Drew’s Zoom account.  

This summer Drew has added Kaltura as the University’s video repository platform. As of August 18, 2021, all Zoom cloud recordings will be available in your Kaltura MediaSpace account and in your My Media and Media Gallery section of Moodle. 

Overview

  • On September 20th, all Zoom Cloud recordings that are older than 180 days and associated with all Drew Zoom accounts will be deleted and moved to Zoom Trash.

  • We are currently over our allotment of Zoom Cloud Recording storage space by 3TB and it is costing the University extra budget resources to maintain that storage. 

  • Once files have reached 181 days old they will remain in Zoom Trash for 30 days where they can be recovered.

  • After 30 days in Zoom trash, recordings will be permanently deleted.

  • Going forward, all recordings that are 181 days old will be deleted.

  • If you’d like to be proactive, here is a how to video on Deleting Zoom Recordings

What about previous semesters’ class recordings, can I reuse them?

Under the federal Family Education Rights and Privacy Act (FERPA), this situation must be treated as if the recordings were being shown to a third-party audience which requires FERPA compliance through use of consents from identifiable students or by editing out those students from the video. If the faculty member recorded just themselves sharing a presentation and lecturing, that can be reused. But if there is anything that identifies a student by video, picture or name that would not be reusable according to FERPA.

How to edit class recordings from previous semesters to remove identifiable student information with Screencastify. 

Using Screencastify, you can edit Zoom Cloud Recordings to remove student images and names from the recordings. 

Course Recordings from Aug 17, 2021 to the present. 

If you are teaching courses that started on August 30th 2021, our Zoom account is now integrated with our Kaltura platform. Your  Zoom recordings are automatically transferred to your  My Media and Media Gallery section of Moodle via Kaltura. Videos will also appear in your Mediaspace portal at https://drew.mediaspace.kaltura.com/  Login using your Drew username and password. 

How to Preserve Cloud Recordings

All instructors are encouraged to use the Kaltura/Zoom integration in Moodle.  The integration will automatically transfer your Zoom recordings to Moodle so they can be made available to students and not subject to the 180 day retention limit. Watch this video on how to publish Zoom recordings in Moode. Old recordings that need to be retained for over 180 days should be downloaded from Zoom and uploaded to other systems.  Here’s what we recommend:

How to Download Zoom Cloud Recordings

  1. In a web browser, navigate to drew.zoom.us, and select the Sign in button to login using your Drew username and password.

  2. In the navigation menu, click Recordings then Cloud Recordings

  3. Find the recording you want to view (adjust the date range and use search, if necessary) and click the topic name.


Note: If your meeting has not finished converting, the recording will show in the list with a Processing Recording label; try again later.

4. Click on ⤓ Download (x files) button to download all the recordings' files OR hold your mouse over one of the files below (e.g., Shared screen with speaker view, Audio only) and click the ⤓ download button to download just the file. Please note that recordings over 1GB in size are going to quickly take up space on your hard drive. We recommend being very selective about the recordings you are deciding to keep. 

Note: If you see several groups of recordings (Recording 1, Recording 2) during the Zoom Meeting, the recording was started then stopped then started again.

To recover recordings that have been moved into your trash bin, follow the instructions below.

How to Recover Recordings from Zoom Trash

If you have questions or need assistance please feel free to reach out.

What is Zoom?

Zoom is a web conferencing tool that unifies cloud video conferencing, online meetings, and collaboration into a single intuitive platform. Zoom's extensive feature set, broad compatibility with desktop and mobile devices, and multi-layered security allow Drew University to have rich web conferencing experiences with both campus affiliated and unaffiliated users.

To request a licensed account:

A limited number of Zoom licenses are available for high priority users. Instructional Technology will prioritize who receives these resources based on need and priority. In order to be considered, please fill out this form to request a Zoom license.

Desktop client and mobile apps

If you are spending a decent amount of time in Zoom these days, consider setting up the desktop client or mobile app. 

Signing in to the desktop client - step by step instructions

If you are hosting a Zoom meeting:

 Click here to expand...
  1. Launch the Zoom desktop client on your device.
  2. If you're not already logged in, click Sign In

  3. Next, click Sign In with SSO. (starred and highlighted in image below)
  4. If the screen prompts for:
    1. Company Domain, enter "drew" and click Continue.
    2. Search Company Domain, enter your Drew email address and click Continue
  5. If you are brought to a uLogin page, enter your Drew credentials (and approve login with Duo)
  6. If the desktop client does not automatically open with you logged in, either:
    1. Click Open Zoom Meetings on the dialog shown by your browser. If you don't see a dialog, click Launch Zoom on the webpage.
    2. Click Open zoom.us.
  7. Click New Meeting to start a new meeting, or click Meetings at the top to start a meeting already scheduled


If you are participating in a Zoom meeting:
First, follow steps 1-6 above to make sure you are logged in to the desktop client. If clicking the URL of an existing meeting does not then launch the desktop client:

 Click here to expand...
  1. If you have a Meeting ID and Passcode (if the passcode is required), open the Zoom desktop client.
  2. Click Join a Meeting and enter that information when prompted.

Improved Zoom Features

Recently Zoom has upgraded some features and we wanted to reach out and let you know what those are. 
First off, to access any of these features you must upgrade to the newest version of Zoom which is (as of 10/1/20) version 5.3.1.
The quickest way to do that is to go to https://zoom.us/download and click download. 

New features- 

  • Multiple people can be spotlighted at the same time. Perfect for panel discussions or group projects.
  • Customize your gallery view. As a host, this allows you to move the videos of your participants in any order you prefer and then push that view onto your participants so they see the room the same way. (requires Zoom desktop client 5.2.2 or later for host and participants)
  • Self-selecting Breakout Rooms. The host can now create breakout rooms with the option for participants to self-select which breakout room they would like to join. If enabled, participants can move freely between breakout rooms, without needing the host’s help. Both the meeting host and participants need to be on Client 5.3.0 or later to self-select Breakout Rooms. Here is a really good videoon ways to use this feature in class.

Videos saved to the Zoom Cloud Storage

Drew has a finite amount of Zoom cloud storage space. Please consider the following:

Consider deleting (examples): recordings of regular meetings from completed Spring classes; recordings of routine departmental meetings with completed minutes 
* Consider downloading and storing locally or on Drive: recordings or transcripts needed for ongoing work.  Examples: audio and chat transcripts from a routine meeting; Recordings of meetings or events that may have historic archival value, such as commencement events, guest lectures, or major campus announcements. (Note that many events are already available on the Drew YouTube channel: https://www.youtube.com/drewuniversity)
* Consider keeping on Zoom: recordings in active use that are linked from other websites. Examples: faculty development sessions linked from shared faculty Moodle pages


 Click here for additional information for faculty trying to download Zoom videos.

If you've already successfully completed one of these sections, skip to the next one.

A. Download video from Zoom cloud

  1. Visit drew.zoom.us
  2. Sign in (you'll have to approve Duo login)
  3. Click on the Recordings link in the left menu to view Zoom recordings that were saved to the Zoom cloud
  4. Click on the link to the meeting (lecture) you want to download
  5. Highlight the "Shared screen with speaker view" file and click the download icon that appears - the arrow pointing down to a line. This usually saves to the downloads folder on your computer.
  6. Repeat for any other videos you need to download

Note: If you have students whose first language is not English, they may find the "Audio transcript" file helpful - but make sure they know that those files are not completely accurate and can sometimes confuse the reader instead of helping.

B. Find the Saved File(s)

  1. Open your Downloads folder by clicking the Start menu in the bottom left corner of your computer screen and typing in "Downloads" - it may not be the only option, so make sure you choose the one that says "file folder" in tiny print (if you are on a Mac, you should be able to view your recent files in Finder)
  2. If you see the video files, yay! Go to section C.
  3. If you do not see the video files, we will need to do a Zoom or Bomgar session to find out where they're saving. Let us know when you're free.


C. Upload the video file(s) to Moodle

  1. Watch this video from Instructional Technology which shows how to do this: https://youtu.be/Gobp0ku_EzA
  2. If you have any questions, let us know when you're free so we can schedule an appointment.

Zoom tutorials

Is Zoom down?

Like many services, Zoom has a status page that will tell you if the service is experiencing disruptions. You can always check https://status.zoom.us/ to see if there is a widespread interruption.