You are here

Procedure for Zoom Host Usage

Effective Dates and Issuing Authority

Effective Date:                              December 12, 2019

Date Last Reviewed:                    May 11, 2020

Issuing Authority:                        Information Technology Services

Scope of Procedure and Rationale

Zoom is an enterprise web and video conferencing application available to all University students and employees. Zoom provides conferencing services using cloud computing communications software to host online meetings and classes. Participants communicate in real-time using voice (microphone and speakers), video/webcam and text/chat features. 

Licensing and Usage

  • Temple University employees including full-time faculty, adjuncts and TAs, current staff and students may host unlimited sessions via Temple University’s Zoom cloud-hosted service. 
  • Specific add-on features such as Zoom Rooms and third party closed captioning incur an additional fee billable to requesting schools, colleges and departments. 
  • Customized third-party application integration may incur additional charges.

Content

  • It is the responsibility of the host to provide accessible content in accordance with University policies. (The Zoom 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 Zoom 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 Zoom meetings, distributing meeting information to participants, and managing any resulting content and recordings.
  • Recordings may be transferred to Temple’s Ensemble Enterprise Media Content Management System. To request service, submit a TUhelp request.
  • Hosts determine whether to record sessions and must notify participants if sessions are being recorded. 
  • Recordings cannot be edited within Zoom.
  • Courses/Meetings with recordings (online or in-person) are intended to be for university administrative, academic, research and clinical purposes. Individuals are not permitted to copy, publish, or redistribute audio or video recordings of any portion of the session to individuals who are not associated with the university without the expressed permission of the host/faculty member and of any other meeting participants who are recorded. Distribution without permission could be a violation of various privacy laws, including FERPA, as well as Pennsylvania Wiretapping and Electronic Surveillance Control Act and possibly copyright laws. 
  • 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 Zoom session.
  • There is a special Temple Zoom HIPAA environment that doesn’t allow logging or recordings. The host's AccessNet must be added to this special environment. To request access, submit a TUhelp request.   

Privacy Policies

Zoom’s Privacy policies can be found at the locations below. You should familiarize yourself with Zoom’s privacy policy to be aware of their cookie rules, the data and information they collect, how they utilize the data, marketing, etc. 

Retention

  • Hosts are responsible for managing their recordings with the option to record locally or on the Zoom cloud. 
  • Zoom cloud recordings will be stored one year from the date of the recording and will automatically be deleted subsequently. To request an extension, submit a TUhelp Request.

Definitions

The following terms will be used throughout this document.

  • “Sessions” are classes, webinars, meetings or other events held using Zoom. 
  • “Hosts” are users who schedule, and conduct Zoom sessions.
  • “Recordings” refer to sessions recorded by hosts and saved to the Zoom cloud or local storage.
  • “Content” includes audiovisual communications, text, chat and other materials.