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UW Zoom Updates

Zoom (vendor) updates page

September 25, 2020

This week, Zoom reversed its earlier decision to require meeting hosts to enable either the waiting room or a passcode (formerly “password”) for all meetings.

Although Zoom is no longer requiring these security measures, UW-IT strongly encourages meeting hosts to enable one or more of the following options for any Zoom meeting to prevent unauthorized entry:

  • Only authenticated users can join
  • Waiting room
  • Passcode

This recommendation includes meetings scheduled with your personal meeting ID and meetings scheduled via the Zoom in Canvas app (but does not apply to webinars).

Although this is no longer a requirement, UW-IT has chosen to keep the waiting room enabled by default to create an additional layer of security. New meetings you schedule will have the waiting room enabled by default so long as this feature is turned on for your user account. You can disable the waiting room if you choose.

About the waiting room

A waiting room is a place for meeting participants to wait before being admitted by the meeting host or co-host.

Meeting hosts do not have to manually admit all meeting participants. You can allow meeting participants with the proper credentials to bypass the waiting room. For example, instructors can set this option to allow students signing in with a UW NetID to join the meeting directly without having to wait.

For the first month after this change, you will need to edit existing meetings to include a waiting room if desired. After September 27, all meetings must have either a passcode or waiting room enabled. You will not need to edit or update calendar invitations for previously scheduled meetings after these changes go into effect.

Learn more:

About passcodes

A passcode is a short code (up to 10 characters) that participants must provide to successfully join a meeting. If a passcode is enabled for a meeting, users will be prompted to enter the code when they attempt to join the meeting. These codes can be customized when scheduling or editing the meeting.

An additional option is to embed the passcode in the meeting link. Once this option is enabled, new meetings will automatically include the passcode encrypted at the end of the meeting link. Participants can then join the meeting by clicking the meeting link, which contains this unique code.
For those meetings previously scheduled, you will need to edit the meeting to enable a passcode for each individual meeting. For previously scheduled recurring meetings, you only need to do this once for the series. Remember to resend calendar invitations for any meetings you previously scheduled in order to include the passcode or updated meeting link.

Learn more:

Allowing meeting participants to rename themselves during meetings

With the additional security of requiring a passcode or waiting room today, Wednesday, August 26, UW-IT is also enabling the option for meeting hosts to allow participants to rename themselves during a meeting. Meeting hosts can set this option for all meetings or on a per meeting basis.

Reminder: Changes to UW Zoom cloud storage

As previously announced, UW-IT is implementing changes to storing Zoom recordings. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone, and include:

  • Effective September 1, 2020, recordings stored in the Zoom cloud will be set to auto-delete after 90 days. For example, On September 1, any Zoom cloud recording created before June 1 will be moved to Zoom trash; on October 1, any recording created before July 1 will be moved to Zoom trash, and so on.
  • Going forward this will be a monthly process of moving recordings older than 90 days to Zoom trash, where they can be recovered, downloaded, and stored elsewhere. After 30 days in Zoom trash files will be deleted. Monthly reminders about file deletion will be sent through the end of 2020.

To learn more about these changes, including steps you can take:

 

 

 

August 26, 2020

Zoom requirement for waiting room or passcode

  • Starting August 26, 2020, when you schedule new meetings, waiting rooms are enabled by default.
  • Starting September 27, 2020, Zoom will require all meetings to have a waiting room or a passcode enabled, including personal meeting IDs.
  • Meeting hosts can now allow participants to change their display name.

Zoom requirement for waiting room or passcode

To enhance meeting security, Zoom will be requiring meeting hosts to enable either the waiting room or a passcode (formerly “password”) for all meetings. The waiting room and passcodes create an additional layer of security, and Zoom is requiring this change to prevent unauthorized entry to and interruption of online meetings. Webinars are excluded from this requirement.

If you have not yet enabled the waiting room or a passcode by default, waiting rooms will be enabled by default for your new meetings starting today, August 26. New meetings you schedule will have waiting room enabled by default. Starting on September 27, waiting rooms will be applied automatically to any previously scheduled meetings, unless you have already enabled a passcode or waiting room for those meetings. However, we encourage you to review your settings to confirm that your preferred option is enabled.

To learn more about the requirement to enable a passcode or the waiting room, see Zoom’s FAQ. Please note: the University is implementing this requirement early in order to avoid disruptions during the start of autumn quarter. To help ease this change, UW is enabling Waiting Room as the default setting for new meetings you schedule after August 26. You can also review UW Zoom’s Security FAQ.

About the waiting room

A waiting room is a place for meeting participants to wait before being admitted by the meeting host or co-host.

Meeting hosts do not have to manually admit all meeting participants. You can allow meeting participants with the proper credentials to bypass the waiting room. For example, instructors can set this option to allow students signing in with a UW NetID to join the meeting directly without having to wait.
For the first month after this change, you will need to edit existing meetings to include a waiting room if desired. After September 27, all meetings must have either a passcode or waiting room enabled. You will not need to edit or update calendar invitations for previously scheduled meetings after these changes go into effect.

Learn more:

About passcodes

A passcode is a short code (up to 10 characters) that participants must provide to successfully join a meeting. If a passcode is enabled for a meeting, users will be prompted to enter the code when they attempt to join the meeting. These codes can be customized when scheduling or editing the meeting.

An additional option is to embed the passcode in the meeting link. Once this option is enabled, new meetings will automatically include the passcode encrypted at the end of the meeting link. Participants can then join the meeting by clicking the meeting link, which contains this unique code.
For those meetings previously scheduled, you will need to edit the meeting to enable a passcode for each individual meeting. For previously scheduled recurring meetings, you only need to do this once for the series. Remember to resend calendar invitations for any meetings you previously scheduled in order to include the passcode or updated meeting link.

Learn more:

Allowing meeting participants to rename themselves during meetings

With the additional security of requiring a passcode or waiting room today, Wednesday, August 26, UW-IT is also enabling the option for meeting hosts to allow participants to rename themselves during a meeting. Meeting hosts can set this option for all meetings or on a per meeting basis.

Reminder: Changes to UW Zoom cloud storage

As previously announced, UW-IT is implementing changes to storing Zoom recordings. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone, and include:

  • Effective September 1, 2020, recordings stored in the Zoom cloud will be set to auto-delete after 90 days. For example, On September 1, any Zoom cloud recording created before June 1 will be moved to Zoom trash; on October 1, any recording created before July 1 will be moved to Zoom trash, and so on.
  • Going forward this will be a monthly process of moving recordings older than 90 days to Zoom trash, where they can be recovered, downloaded, and stored elsewhere. After 30 days in Zoom trash files will be deleted. Monthly reminders about file deletion will be sent through the end of 2020.

To learn more about these changes, including steps you can take:

 

July 21, 2020

New local phone number
Now available in UW Zoom is a local 206 area code phone number for meeting participants to dial into Zoom meetings.

New UW-themed virtual backgrounds
Now available in UW Zoom are UW-themed virtual backgrounds. Update your desktop Zoom software to version 5.1.1+ and login to UW Zoom to select a UW virtual background.

New security heading for meeting settings
All password related settings, Waiting Room settings, and only allow authenticated users to join meetings are moved under the Security heading of the user settings.

Require consent if the host mutes and then unmutes a participant
If the host mutes and then unmutes a participant individually, the participant now receives a prompt, asking them to consent to be unmuted.

Download cloud recordings on iOS and iPadOS
Users on iOS and iPadOS can now download cloud recordings to their devices from the Zoom web portal in Safari. This feature requires iOS or iPadOS 13 or higher.

Reminder: Beginning Monday, July 20, UW-IT will implement changes to storing Zoom recordings. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone. See below for details.

June 18, 2020

Beginning Monday, July 20, UW-IT will implement changes to storing Zoom recordings. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone, and include:

  • On Monday, July 20, all redundant recording files will be moved from Zoom cloud storage to Zoom trash.
  • Effective September 1, 2020, recordings stored in the Zoom cloud will be set to auto-delete after 90 days. For example, On September 1, any Zoom cloud recording created before June 3 will be moved to Zoom trash; on October 1, any recording created before July 3 will be moved to Zoom trash, and so on. Going forward, this will be a monthly process of moving recordings older than 90 days to Zoom trash, where they can be recovered, downloaded, and stored elsewhere.

Over the past few months, cloud storage of UW Zoom recordings has increased dramatically. Much of this increase is due to course recordings, but also occurs because some users are setting their Zoom accounts to record every meeting by default, and are recording personal meetings, which may not be in compliance with UW personal use policies. Our allotted storage is currently filled, and it is not financially feasible to expand storage capacity.

Removal of redundant recordings

In order to free up storage space, the UW Zoom service team will begin deleting redundant files on Monday, July 20. By default, for every meeting recorded, Zoom recorded both Active Speaker or Gallery view to optimize quality, essentially doubling the output. (These settings have recently been updated.) Learn about Zoom file types.

In identifying the best approach for freeing up space, the team determined that retaining the Active Speaker/Shared Screen recordings would be beneficial to the majority of users. All other file types, including Gallery View, will be moved to Trash. Redundant recordings deleted on July 20 will be available to recover through August 18, and then will be permanently deleted August 19.

Please note:

  • You will be able to recover and retain any deleted files from the Zoom Trash folder for 30 days (and then move those files to an alternate storage resource). See details below for downloading recordings and storing elsewhere.
  • If Gallery View or Audio Only is the sole file type stored in the cloud for a particular meeting, it will not be deleted until it reaches the 90-day threshold.

Learn how to recover deleted recordings.

Changes to Zoom cloud storage retention policy

Effective Tuesday, September 1, the UW Zoom service team will institute a 90-day retention policy for Zoom cloud recordings. Redundant recordings (see explanation above) and those older than 90 days will be moved to Zoom Trash automatically starting September 1. You will be able to recover any files moved to Zoom Trash until September 30. Going forward, recordings will be deleted from Zoom cloud storage 90 days from the date of creation. Please note that these recordings will be moved to the Zoom Trash folder and will be available for 30 days.

Why 90 days? The UW Zoom service team reviewed the options and determined that a 90-day retention policy will afford instructors the opportunity to maintain cloud recordings within UW Zoom for one full academic quarter.

Timeline: Changes to UW Zoom cloud storage

Thurs., Jun 18 Initial announcement about changes to Zoom cloud storage policy.
Mon., Jul 20 Redundant recordings moved to Zoom Trash.
Tues., Aug 18 Last day to recover recordings from Zoom Trash.
Wed., Aug 19 Redundant recordings in Zoom Trash longer than 30 days will be permanently deleted.
Tues., Sept 1 90-day retention policy goes into effect: Recordings older than 90 days will be moved automatically to Zoom Trash.
Wed., Sept 30 Last day to recover recordings from Zoom Trash.
Thurs., Oct 1  Recordings in Zoom Trash longer than 30 days will be permanently deleted.

Steps you can take

Help preserve Zoom cloud storage space by following the practices below:

May 4, 2020

Beginning May 30, 2020, all Zoom software must be using version 5.0+ in order to join any meeting. Learn how to update or visit this page to download the latest Zoom software. Zoom version 5.0 includes several new security features and AES 256-bit GCM encryption, providing increased protection for meeting data and resistance against tampering.

April 21, 2020

Last reviewed April 21, 2020