Accessibility statement

Video conferencing: Zoom

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.

You should always sign in to Zoom with your University account. 

Setting up your account

  1. Go to
            You must use this link, not
  2. Select the option to Sign in / Configure your account
  3. Sign in with your University username and password
  4. You will then be prompted for your Duo authentication method

For the best experience we recommend using the Zoom desktop app, downloadable from the Software Center on managed devices, or the Zoom website on unmanaged devices.

Signing in to the Zoom desktop app

  1. On the Zoom desktop app, select Sign in
  2. Select Sign in with SSO
  3. Type in york-ac-uk as the company domain and press Continue
  4. After a browser window has opened, sign in with your University username and password
  5. You will then be prompted for your Duo authentication method
  6. If prompted by your browser, select the option to Open Zoom

Signing in to Zoom in Google Calendar

When choosing Zoom as the conferencing option for the first time in Google Calendar, you will be asked to log in:

A Google Calendar screenshot of the Log in prompt when choosing Zoom as the conferencing option for the first time.

  1. Before selecting ‘Log in’ in Google Calendar, you must first go to in a separate tab in your web browser and choose Sign In.
  2. If prompted, sign in with your University username and password. Leave the tab open.
  3. Go back to Google Calendar. After adding Zoom as the conferencing option to an event, select Log in. This should automatically sign you in.
  4. Follow the prompts requesting access to your Zoom account and select Authorize. Zoom is now connected to your Google Calendar and can be selected for conferencing.

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. 

You will then be prompted for your Duo authentication method



All staff and students at the University of York can access this service.

With Zoom you can:

  • Host meetings with up to 300 participants connecting through audio, video and chat
    • You need a Zoom account to start a meeting but other participants don’t need an account to join, which makes it easy to collaborate with participants outside of the University
  • Schedule meetings instantly or for future dates
  • Schedule meetings through Google Calendar, the Zoom app or website
  • Set up password controls to meetings, personal meeting rooms and unique meeting IDs
  • Share screens with participants (multi-screen sharing available)
  • Record meetings
  • Display a virtual background for video calls
  • Make use of a virtual whiteboard and annotate shared screens
  • Exchange private and group messages with participants

Optional features

If you need to host meetings for more than 300 participants IT Services can enable the following feature on a case by case basis:

  • Webinars for up to 100, 500, 1000, 3000, 5000 or 10000 participants
  • Meetings for up to 500 or 1000 participants

If you require these features please submit a request using this form.

Help & troubleshooting

IT Services provide comprehensive guidance on how to get started with Zoom and FAQs on managing, securing and recording your Zoom meeting on our Zoom Guidance wiki (login required). You should take a look at the guidance provided on the wiki before contacting IT Support.

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:

See the below document for University guidance on recording meetings:

If you’re having problems using Zoom, that are not answered by the above online guidanceplease get in touch with IT Support.

Data protection

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:

  • Notify participants verbally that the meeting will be recorded, for what purpose, and how and with whom this will be shared
  • Restrict access to the recording to the intended audience
  • Manage storage, archiving and deletion in line with agreed retention schedules (videos should not be kept beyond their useful purpose)

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

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.

Our commitments

Target Availability Service Standards
Hours of service 24/7
Service support

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 IT Services.

Fault management

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:

Our performance Our service standards have been produced in consultation with our customers, and monitor the quality, timeliness and access to facilities and services. (Our service standards are currently under review.)

Complaints procedure

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.

Your responsibilities

We expect you to: