AAU It Services

Zoom

Zoom is a video conferencing application, which can be used on pc, mac, linux tablets and smartphones.

AAU Zoom is especially recommended for:

  • Synchronous online sessions with large teams that need breakouts for group work/workshops
  • Students who initiate video calls autonomously and schedules video meetings with external AAU participants.

Students, employees and externals have equal terms.

Students can call for meetings themselves, which is also an option in Teams, but not in Skype for Business.

To get started quickly, you can find a Getting Started Guide directly at Zoom.

Instructions for AAU Zoom

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    GETTING STARTED AND SETUP OF AAU ZOOM

    installation on aau-pc and aau-mac

    • Open the software center, find zoom and run installation.


    installation on other windows and mac computers

    installation for tablets and smartphones

    • Find Zoom Client for Meetings here.
      Enter the domain name aaudk
      Be aware that during installation on Android, an extensive note on confidentiality will appear before you can click install.
       

    INSTALLATION for LINUX 

     

    Login

    • When signing in, you have to click SSO and then Continue. Next, log in by using your AAU username and the corresponding password.
       
    • If you have used another instance of Zoom with your AAU email address, you will be asked when logging in whether you want to consolidate your accounts. If you created the other account for work or study-related purposes at AAU, you need to consolidate your accounts. However, if the account was created for other purposes, you should change the email address connected to the previous account, so you can continue using your previous account for the intended purpose. Click “View detail and choose”

    settings and roles

    When hosting a meeting, you can assign roles and grant permissions to participants and create breakout rooms. Find the guide here.

     

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    SECURITY AT AAU ZOOM

    To use AAU Zoom in a secure manner (to ensure that you adequately protect sensitive and confidential information), you have to be aware of the following:

    1. Only use Aalborg University’s instance of AAU Zoom via Aalborg Univerity’s Single Sign-On solution (WAYF). The instance is available at aaudk.zoom.us
    2. If you have installed Zoom by yourself, you always have to make sure that you are using the latest version of the client software. This also applies to PC, Mac, mobile etc. If you are an employee at AAU and have installed Zoom from the Software Center, this will be managed by ITS.

    3. You should not change the settings in AAU Zoom unless you have a certain need for this and are aware of the consequences of the change. ITS has set up default settings on the AAU instance that address significant security risks when using Zoom.
      If you have changed a setting, a ”Modify Reset” label will be visible on your AAU Zoom-account.

      To return to the default value of this setting, simply click Reset, and then the setting returns to the default setting.

    4. If you have previously used another instance of AAU Zoom with your AAU email address, you will be asked when logging in whether you want to consolidate your accounts. If you created the other account for work or study-related purposes at AAU, you need to consolidate your accounts. However, if the account was created for other purposes, you should change the email address connected to the previous account, so you can continue using your previous account for the intended purpose. If AAU Zoom at login identifies a previous account registered with the same AAU email address, the following message will appear: 

    5. You should use meeting passwords when you create AAU Zoom meetings. AAU Zoom generates a random password that differs from time to time. Only share the password with participants that you wish to have an opportunity to attend the meeting. If you need to share the meeting password on public or semi-public channels such as Facebook or Twitter, the Waiting Room function should be used to secure that only valid participants are allowed to attend.

    6. Recording meetings must always be done with great care. In relation to complying with the General Data Protection Regulation (GDPR), it should always be considered whether it is possible to collect the requested information in a way that allows less information to be compromised – It could, for example, be necessary to make a written record of the meeting. As a rule of thumb, meetings should not be recorded unless a video recording would have been conducted at a similar physical meeting.

      If the meeting is recorded, the recording will be composed at the machine where the recording is initiated. The recording (the data-file) must be stored securely – find AAU’s description of how data can be stored depending on data classification at sikkerhed.aau.dk/dataklassifikation/opbevaring.

    7. Using AAU Zoom safely for conversations containing sensitive and confidential information.

      If using AAU Zoom for conversations containing sensitive and/or confidential information, special precautions must be taken. These precautions are ensuring that unauthorized persons are not allowed to watch or listen to the conversation.

      The following requirements must be met when AAU Zoom is used for conversations including sensitive or/and confidential information:

      • The meeting must be set up with a password

        In case that information about the meeting is saved in a calendar at AAU, the password must not be visible to anyone other than the people invited to the meeting (mark the meeting with a private-flag, and make sure that your calendar’s content is not shared with unauthorized people). If in doubt, do not include the password in the meeting request.

      • The meeting must be set up with the “Waiting Room” function and only authorized participants are allowed to attend.

      • During the meeting, the “Waiting Room” and the attendance list must be observed continuously to ensure that only authorized persons are participating.

        These actions correspond to the ones applying to similar physical meetings, where conversations with sensitive and/or confidential content are also held with special considerations in relation to confidentiality.

    For conversations with which data classifications can AAU Zoom be used:

    (1) See the data classification model at: https://www.sikkerhed.aau.dk/dataklassifikation/

    (2) Employees should always use Skype for Business for confidential conversations, if possible. Confidential conversations should not, as a rule, be recorded. If the conversation is recorded, the recording must be treated as confidential information in relation to the AAU data classification model and must be stored as such.

    (3) A user who wants to use AAU Zoom for sensitive information (including sensitive personal data), must consider the relevance of doing a screening in order to assess whether an impact assessment should be carried out. (See sikkerhed.aau.dk/risikovurdering-konsekvensanalyse).

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    CREATE A MEETING/EXAM/STUDENT SUPERVISION SESSION

    Instant meeting (Meet now) or Schedule. What is the difference?

    • With Meet Now you can send an invitation for an instant meeting, a meeting here and now.
    • With Schedule you can send an invitation for a future meeting via the AAU Zoom app or via web (aaudk.zoom.us).
    • Read more about the difference here

    Read here how to start an Instant meeting (Meet now) 

    Read here how to start a scheduled meeting. (Schedule)

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    RECEIVE AN INVITATION TO A MEETING/EXAM/SUPERVISION

    When you are invited to an AAU Zoom meeting, you will receive the invitation by mail, and the meeting will be visible in your calendar and AAU Zoom. When you click to enter the meeting, you will be asked about how you want to participate – e.g. via the AAU Zoom program or the web. Find the instructions here.

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    MEETINGS AND INTERVIEWS WITH EXTERNAL PARTICIPANTS

    When you send a meeting invitation, the invited person can access the meeting in different ways.

    If you e.g. invite an external person, they will be able to access the meeting through a browser without logging in to AAU Zoom, simply by using the meeting ID. Scroll down to the “Web-browser” section in this guide[SMR1] .

    You can record the meeting by using the record-function.  Find instructions here. 
    See Security on AAU ZOOM before you start recording.

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    GROUPWORK, WORKSHOPS AND TEACHING

    In relation to workshops or teaching, a breakout can be created for students/participants to work in groups without interrupting each other.

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    RECORD A MEETING

    Local recording, Find instructions here.

    Cloud recording is enabled under settings and cannot be activated due to security.

    Finding recordings, Find instructions here. 

    Other information about recording, Find instructions here.