Zoom is a web-based video conferencing tool that allows users to meet online.
It's useful for setting up virtual meetings enabling users to connect through audio, video and chat.
Sign in to Zoom (Using your University username and password)
Please note: Zoom is a new service and we will be expanding the support and guidance we provide on these pages over time.
All staff and students at the University of York can access this service.
With Zoom you can:
You need a Zoom account to start a meeting but other participants don’t need an account to join. This makes it easy to conduct video meetings with participants outside the University who may not have a Zoom account.
You can access Zoom by installing the desktop client, mobile app or browser add on. We recommend that you install the desktop client when using this service as this provides a better user experience and enables you to access all the available features.
Participants can join using web browsers, Android and iOS mobile apps or by installing the desktop client. Meetings can be scheduled either via Google calendar or by logging in to the Zoom website.
Zoom can be used across Windows, Mac, iOS, Android and Linux systems.
If you need to host meetings for more than 300 participants IT Services can enable the following feature on a case by case basis:
If you require these features please submit a request to IT Services.
When joining a meeting, you will be given the option to download the Zoom desktop client. You can download the client or select start from your browser to use the web version.
See the Working Remotely skills guide for more guidance on joining and scheduling a meeting.
When choosing Zoom as the conferencing option for the first time in Google Calendar, you will be asked to log in:
Alternatively, if you select ‘Log in’ in Google calendar before signing in on the University Zoom website, you will see a sign-in window. You must scroll down to find Sign in with SSO.
Do not choose the option to sign in with Google or enter your username and password. Instead, enter york-ac-uk as the company domain.
You can then sign-in using your University username and password.
Recommendations for hosting a meeting
If you're hosting a meeting, there are some settings you need to familiarise yourself with to prevent unwanted participants from disrupting your meeting:
Zoom provides comprehensive online guidance and daily webinars (on weekdays):
Zoom have also written a blog post on preventing unwanted participants from disrupting your meeting:
If you’re having problems using Zoom, please get in touch with IT Support.
The University has contractual agreements with Zoom for secure and compliant data processing and storage. This covers live meetings and the storage of recordings and chat transcripts on their cloud platform.
The recording of meetings is subject to GDPR and existing departmental policies. Participants must be informed that they are being recorded and recordings must be managed in a manner compliant with GDPR. For example:
It may not always be appropriate to record meetings, eg because of the sensitivity of the discussions or because individuals have objected to a recording taking place. If in any doubt on how to proceed, get in touch with the University’s Data Protection Officer at firstname.lastname@example.org.
Zoom has an optional feature called Attention Monitoring which enables meeting hosts to see when participants tab away from an active Zoom meeting (i.e. to another window). This feature will be disabled globally as participants are unlikely to realise that their behaviour is being monitored.
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Zoom support is available 24/7, via online form, live chat or phone:
Zoom provide extensive self help and live training:
If you are unable to find the answer to your problem please contact the Library and IT Help Desk.
Zoom provide a status page indicating any known faults with their services:
If you are experiencing a fault with Zoom please submit a support ticket.
The recording, storage and retention of meetings is subject to GDPR:
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If you wish to give us general feedback on this service, please see our Feedback page for ways to get in touch.
If you wish to make a complaint, please see our complaints procedure.
We expect you to: