See our updates on planning for Fall 2020.


student at computer

Zoom FAQ

Below are frequently asked questions about our Hampshire Zoom license. If you have a question not answered below, feel free to reach out and ask the Help Desk.

Licensing and Sign-in:

Who can get a Hampshire Zoom license?

Hampshire has purchased a 150 host Zoom license for use by our employees. Employees needing to host Zoom sessions longer than 40 minutes for teaching or work can get a Hampshire licensed by following these instructions (login required). When you sign in for the first time, your account is automatically created.

How can I sign-in to my Hampshire Zoom account?

Go to zoom.hampshire.edu and click on sign-in. When directed to a Hampshire log in page, enter your Hampshire account information.

I'm an employee and I'm not sure if I really need the fully licensed version. Should I still sign in and get a license?

Since we did not purchase licenses for all employees, if you don't expect to host sessions for more than 40 minutes and still want to be on the Hampshire Zoom, please sign in and then let us know you don't need the full account. We can make your account a basic level in the Hampshire system that does not take up a license.

Can Hampshire students use the Hampshire license?

We would like to save the majority of the Hampshire licenses for faculty and staff, but we can also have unlicensed basic users in our account. We regularly go through and convert students accounts to an unlicensed basic account in the Hampshire Zoom instance. With a basic account, the meetings you host will be limited to 40 mins if you have more than 2 participants. Students using a basic Hampshire Zoom account will have their access removed upon conversion to an alumni account. Alumni can always use a free Zoom account on the non-Hampshire zoom.us site.

Can I use a departmental Hampshire account with Zoom?

A big benefit to using a generic/departmental account is it allows multiple people to manage meetings in one place/account. If you want to use a departmental account, you can, but please limit the number of licenses you are using. We have an unlicensed basic user type available in our account. The meetings you host will be limited to 40 mins if you have more than 2 participants, but there is no limit on attending meetings. If you would like us to change any account to basic, please email the Help Desk.

Features:

I've seen or heard about breakout rooms, co-hosts, polling and other advanced features, but I don't see those options in my meetings.  How can I get these features?

Many of the advanced features need to be first turned on in your settings. Go to zoom.hampshire.edu, sign in, then click on settings on the left side menu. Scroll though the settings and decide which ones you want to have on or off. If you ever want to experiment with various settings, feel free to ask an IT support staff member to join you in some testings.

What can hosts do that a co-host cannot do?

Co-hosts do not have access to the following controls as they are only available as host controls in a meeting:

  • Start closed captioning and assign someone or a third-party to provide closed captioning
  • Start live streaming
  • End meeting for all participants
  • Make another participant a co-host
  • Start breakout rooms or move participants from one breakout room to another
  • Start waiting room (co-hosts can place participants in waiting room or admit/remove participants from the waiting room)

Co-hosts also cannot start a meeting. If a host needs someone else to be able to start the meeting, they can assign an alternative host in the meeting set up. For more information, view the Zoom help center article and video Host and Co-Host Controls in a Meeting.

Can I use Zoom with my Moodle course site?

Yes, our Zoom/Moodle integration makes it easier for your to display the meetings and recordings related to a particular course in one place that is readily available to you and your students. Any meetings you create from a Moodle course will display only in that course and not in others. For steps to add a Zoom activity to your course, please view our Zoom/Moodle Integration page in the The Moodle Guide for Faculty

Security and Access Management

The sharp increase in the use of Zoom has exposed some security concerns either with Zoom's own security protocols or with bad actors infiltrating meetings to cause mischief or spread malware. Zoom has created a list of guidelines to ensure that your meeting is secure, but below are some important ones we want to call your attention to.

Can I control who can enter my meeting?

  • Enable Waiting Room: You can enable the Waiting Room feature. This security enhancement is one of the best ways to protect your Zoom sessions by giving you control over who can join your meeting and when. The virtual Waiting Room can be enabled for every meeting (in your settings) or for individual meetings at the scheduling level. Watch one of Zoom's brief videos to learn how to enable Waiting Rooms and manage participants or view this Zoom help center article.
  • Lock your meeting: You can also lock a session after everyone has entered so no one else can join.  Once everyone is in a session, click Participants at the bottom of your Zoom window. In the Participants window at the very bottom, click More ^ and select Lock Meeting.
  • Remove Participants: From that Participants menu, you can mouse over a participant’s name, and several options will appear, including Remove. Click that to kick someone out of the meeting. When you do remove someone, they can’t rejoin the meeting. But you can adjust your settings to allow removed participants to rejoin, in case you boot the wrong person.

Meeting IDs

It’s best practice to generate a random meeting ID for your session, so it can’t be shared multiple times. This is the better alternative to using your Personal Meeting ID, which is not advised because it’s basically an ongoing meeting that’s always running. Avoid using your Personal Meeting ID (PMI) to host public events. When you share your meeting link on social media or other public forums, that makes your event … extremely public. ANYONE with the link can join your meeting.

Use Meeting Passwords

Meetings can require passwords for an added layer of security. Passwords can be set at the individual meeting level or can be enabled at the user, group, or account level for all meetings and webinars. View the Zoom Help Center article on Meeting and Webinar Passwords for more details and instruction.

How can I control screen sharing?

To give instructors more control over what students are seeing and prevent them from sharing random content, Zoom recently updated the default screen-sharing settings for our education users. Sharing privileges are now set to “Host Only,” so teachers by default are the only ones who can share content in class.

However, if students need to share their work with the group, you can allow screen sharing in the host controls. Click the arrow next to Share Screen and then Advanced Sharing Options. Under “Who can share?” choose “Only Host” and close the window. You can also change the default sharing option to All Participants in your Zoom settings.

I've heard using the Zoom app is less secure. Can I use Zoom in my web browser?

By default we have enabled the option to display "If you cannot download or run the application, start from your browser." when joining a meeting. Click on the  start from your browser to join the meeting in your browser instead of the app. We suggest you use Chrome as other browsers do not let you join the computer audio. Even if you are using Chrome, you'll find that the experience is less satisfying. You can only see the video for the current speaker, for instance. You can find instructions for uninstalling the Zoom software on a Mac here, but note that there are two different procedures depending on which version of the Zoom client you have. 

What are some best practices for securing my Zoom meetings?

Zoom comes pre-stocked with numerous security features designed to control online classrooms, prevent disruption, and help educators effectively teach remotely. Here are some best practices provided by Zoom for securing your virtual classroom. Check out this Zoom blog posted on April 8, 2020 to review the new enhancements for ensuring the security and privacy of your account. To update to the latest version of Zoom, visit their download page. To get more tips and tricks for securely using Zoom, check out Zoom’s YouTube page or the Zoom Blog.

Get Help:

How can I get more help?

We are holding regular training and help sessions so look for them in the Intranet events and in the Daily Digest. Additionally, Zoom has excellent documentation and video tutorials on their Zoom help site. If you have any questions or problems signing in, please let us know at helpdesk@hampshire.edu or enter an IT Ticket (login required).

Stay In Touch
With Information Technology Staff
Snail Mail
Information Technology
Hampshire College
893 West Street
Amherst, MA 01002