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Policies for Cisco WebEx Hosts

Note: This policy will be in effect through July 31, 2020, at which time WebEx will be discontinued and replaced with Zoom.

Effective Dates and Issuing Authority

Effective Date:                              November 14, 2012

Date Last Reviewed:                    January 10, 2020

Issuing Authority:                        Information Technology Services

Scope of Procedure and Rationale

WebEx is an enterprise web and video conferencing application available to all University students and employees. WebEx provides conferencing services using cloud computing communications software to host online meetings and classes. Participants communicate in real-time using chat, voice (microphone and speakers), video (webcam) and text/chat features, thus creating an environment similar to a live on-campus classroom or meeting experience.

Licencing and Usage

  • Temple University employees including full-time faculty, adjuncts and TAs, current staff and students may host unlimited sessions via the university’s WebEx cloud-hosted service.
  • Currently, there are no charges to use WebEx for official university purposes (classes and meetings through VoIP. Separate charges may apply for WebEx phone service and other billable offerings.
  • By default, WebEx host accounts provide the ability to host sessions in three types of Centers:

    - Training Center: Used for delivering interactive online courses,
    - Meeting Center: Used for hosting meetings and collaborating on projects,
    - Event Center: Used for hosting large webinars and other events.

Content

  • It is the responsibility of the host to provide accessible content in accordance with University policies. (The WebEx cloud-hosted system is accessible to individuals with disabilities.)
  • All users are responsible for managing and backing up any content associated with their account. ITS does not perform backups of WebEx content.=
  • For all content, users must adhere to proper licensing, usage rights, consents, and/or permissions.

Hosting and Recording

  • Hosts are responsible for scheduling and starting WebEx sessions, distributing meeting information to participants, and managing any resulting content and recordings.
  • Hosts are responsible for all content, including conversations, chat sessions, shared files, and other content presented, distributed, and recorded in WebEx sessions. All content must adhere to University polices and guidelines.
  • Hosts determine whether or not to record sessions and must notify participants if sessions are being recorded. Recordings cannot be edited. 
  • Hosts are responsible for managing their recordings and staying within the allotted quota. Quota information is displayed in the “My Recorded Meetings”, “My Training Recordings”, and “My Event Recordings” areas. If the quota is exceeded while recording a session already in progress, the session will not be interrupted, and the entire session will be recorded. The WebEx system will block hosts who have exceeded quotas from starting new recordings.
  • Session recordings cannot be transferred or copied from the general Temple University WebEx site to custom sites or from custom sites to general or other custom sites.
  • Once a file or recording is deleted on the WebEx system, it is not recoverable. As backup, hosts may download recordings by clicking on the “Download” button next to the name of the recording. It is the hosts’ responsibility to maintain backups.
  • Copyrighted pornographic, obscenity, and other content that violates international, federal, state or local regulations, as well as under institutional policies and contractual obligations will be removed without prior notice.
  • Confidential information should not be discussed or shared in any WebEx session.

Definitions

The following terms will be used throughout this document:

  • “Hosts” are users who have the ability to schedule and conduct sessions on WebEx sites.
  • “Sessions” are classes, webinars, meetings or other events held through any WebEx session type (Training, Meeting, or Event Centers).
  • “Recordings” refer to sessions that have been recorded by hosts and saved to hosts’ recording storage allocation.
  • “Quota” refers to the amount of storage allocated to hosts to store recordings.
  • “VoIP” refers to Voice over Internet Protocol, a common method of conducting audio conferences over the Internet using computers with microphones and speakers or headsets.