- Overview
- UW Zoom account types
- Eligibility
- Account expiration
- UW students
- UW employees
- Shared UW NetIDs
- Shared UW NetIDs with a paid UW Zoom license
- Admin UW NetIDs
- UW Medicine workforce members
- UW contingent workforce members
- Other UW NetID and UW employment types
- Cloud Data Retention Policy
Overview
Access to UW Zoom is contingent upon an active affiliation with the University of Washington. Upon departure from the UW, a UW Zoom account, log in access, and data associated with a UW NetID is deleted according to the following schedules.
UW Zoom account types
UW Zoom Basic license: Can host group meetings up to 300 participants with a limited meeting duration of 40 minutes. Meeting hosts with a basic license type cannot record meetings to the Zoom cloud, but can record and save meetings on the local computer. Can join a meeting hosted by a UW Zoom Licensed user for unlimited duration.
UW Zoom Licensed: Meeting hosts can host meetings up to 300 participants with an unlimited duration and can record meetings to the Zoom Cloud.
For more details about account types, see the UW Zoom Service Catalog Features and Options.
Eligibility
UW Zoom Licensed accounts are free to all current students, faculty and staff (including UW Medicine staff), included with a personal UW NetID. Login to UW Zoom at washington.zoom.us to activate your license. See definitions below:
| Student | UW undergraduate, graduate, and Professional and Continuing Education students who are enrolled in the current quarter or were enrolled in the previous quarter. |
| Staff | Currently employed: UW staff members UW temporary staff Undergraduate and graduate student staff UW Medicine staff |
| Faculty | Currently employed UW faculty members and current Faculty Emeritus. |
- Sponsored UW NetIDs are not eligible for a UW Zoom Licensed account, but are able to get a free limited-featured Basic account.
- Shared UW NetIDs eligibility is detailed in this FAQ.
Account expiration
Any UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for any UW NetID. Provisioned access lasts for 365 days and must be renewed annually by the UW employee who provisioned the UW NetID.
| UW NetID type | PRT sponsorship required for access to UW Zoom | License type | Account expiration | License expiration |
| CURRENT faculty, faculty emeritus, students, staff, temporary staff, and contingent workers personal UW NetID. | Licensed | Do not expire while they remain current with UW. | 120 days of inactivity downgrades to Basic License. Log in or host a meeting to reclaim license. | |
| FORMER faculty, staff, temporary staff, and contingent workers personal UW NetID. |  |
Basic License with PRT sponsor | Account deleted and log in revoked within 30 days after separation from UW and/or no renewal of PRT. PRT sponsorship required to log in with a Basic License. | License deleted within 30 days after separation from UW. |
| FORMER Students | |
Basic License with PRT sponsor | Account deleted and log in revoked during the second consecutive quarter (excluding Summer quarters) not registered as a student. PRT sponsorship required to log in with a Basic License. | License expires during the second consecutive quarter (excluding Summer quarters) not registered as a student. |
| Sponsored UW NetID | |
Basic License with PRT sponsor | Account deleted and log in revoked within 30 days after no renewal of PRT. | License deleted within 30 days after no renewal of PRT. |
| Shared UW NetID | |
Basic License with PRT sponsor | Account deleted and log in revoked within 30 days after no renewal of PRT. | License deleted within 30 days after no renewal of PRT. |
| Shared UW NetID with paid License prior to March 4, 2020 | Licensed | Account deleted and log in revoked after 365 days of inactivity. | 120 days of inactivity downgrades to Basic License. Log in or host a meeting to reclaim License. | |
| Admin UW NetID (wadm or sadm) |
|
Basic License with PRT sponsor | Account deleted and log in revoked within 30 days after no renewal of PRT. | License deleted within 30 days after no renewal of PRT. |
UW students
Student loses access to Zoom
During the second consecutive quarter (excluding Summer quarters) in which an individual is not registered as a student, the UW Zoom account and all account data will be deleted. The ability to sign in to UW Zoom is revoked.
Student permitted to sign in to Zoom
When a current student signs in to UW Zoom using their personal UW NetID, the student’s UW NetID receives licensed access to UW Zoom.
Day 0: Student confirms enrollment
Day 1: Student can sign in to Zoom and automatically receives a UW Zoom meeting license.
Access Program students
Access Program students can register on the third day of the quarter. The day of registration is considered “Day 0.”
Day 0: Student registers for course
Day 1: Student can sign in to Zoom and automatically receives a UW Zoom meeting license.
UW employees
When a current UW employee (staff, temporary staff, faculty, and faculty emeritus), logs in to UW Zoom using their personal UW NetID, the employee’s NetID receives licensed access to UW Zoom. New and re-classified employees will have login access to UW Zoom 24 to 48 hours after the start date listed in Workday. The employee’s UW Zoom account and all account data is deleted within 30 days of separation from UW. The ability to sign in to UW Zoom is also revoked within 30 days of separation from UW.
Shared UW NetIDs
Shared UW NetIDs do not receive default access to UW Zoom. A UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for Shared UW NetIDs that they own. When the owner of a Shared UW NetID separates from the UW, a new owner must take ownership of the Shared UW NetID and use the PRT to provision continued access to UW Zoom for the Shared UW NetID. If the new Shared UW NetID owner does not use PRT to provision access, the UW Zoom account associated with the Shared UW NetID is deleted within 30 days of the departure of the previous Shared UW NetID owner.
Shared UW NetIDs with a paid UW Zoom license
On March 4, 2020, UW provided all current UW students, staff, faculty, and faculty emeritus a Zoom license associated with their personal UW NetID.
Prior to March 4, 2020, Zoom licenses were available only as a charge-back service, billable to a UW budget number. Shared UW NetID Zoom licenses purchased with a UW budget number prior to March 4, 2020 will continue to have legacy access to a UW Zoom License. After 365 days of inactivity, legacy paid UW Zoom License accounts are deleted and log in is revoked.
Admin UW NetIDs
Admin UW NetIDs do not receive default access to UW Zoom. A UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for Admin UW NetIDs that they own, manage, or sponsor. When a UW employee separates from the UW, the UW Zoom account associated with their Admin UW NetID will be deleted within 30 days.
UW Medicine workforce members
The personal UW NetID of an individual who has UW Medicine Workforce status receives default access to a UW Zoom License. Starting the day that UW Medicine Workforce status is removed, the UW Zoom account associated with the individual’s personal UW NetID is deleted within 30 days.
UW contingent workforce members
The personal UW NetID of an individual who has UW contingent worker status has default access to a UW Zoom License. Starting the day that UW contingent worker status is removed, the UW Zoom account associated with the individual’s personal UW NetID is deleted within 30 days. UW hiring managers can learn more about the contingent worker role at UW (UW NetID login required).
Other UW NetID and UW employment types
Access to a UW Zoom license depends upon your employment classification with UW. If your employment classification is not eligible for a UW Zoom license, you can check with your supervisor to determine if your employment classification should be changed.
If your employment classification cannot be changed, a UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for your UW NetID. Provisioned access lasts for 365 days and must be renewed annually. If the UW employee who provisioned access to UW Zoom separates from UW and a new UW employee does not provision continued access to UW Zoom to you as the provisionee, your UW Zoom account will be deleted within 30 days.
Cloud Data Retention Policy
The following Zoom features store data in the Zoom cloud and are subject to data retention policies.
- Whiteboards last modified beyond 120 days will be automatically moved to the Trash. Whiteboards in the Trash will be permanently deleted after 30 days.
- Recordings stored in the Zoom cloud will be deleted automatically 120 days after the meeting is recorded. Deleted recordings are moved to Zoom Trash, where they are stored for 30 days before they are permanently deleted.
- Chat messages, including Continuous Chat.
- Note: chat messages are deleted from the Zoom cloud after 120 days. Chat messages will remain saved on the local computer beyond 120 days, or until local storage is deleted. Installing Zoom on a new computer will sync chat messages stored in the Zoom cloud, and display the last 120 days of chat messages. The following actions will delete locally stored chat messages:
- clearing chat in the Zoom app
- full removal of the Zoom software (CleanZoom)
- re-install of Zoom software using an msi package.
- Note: chat messages are deleted from the Zoom cloud after 120 days. Chat messages will remain saved on the local computer beyond 120 days, or until local storage is deleted. Installing Zoom on a new computer will sync chat messages stored in the Zoom cloud, and display the last 120 days of chat messages. The following actions will delete locally stored chat messages: