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Date: Apr 16, 2020

Zoom at the University of Bonn

Campus license for employees and students

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Zoom at the University of Bonn

To ensure a successful digital summer semester 2020, the University of Bonn is introducing the video conference solution Zoom, thus making yet another helpful tool for digital teaching available to employees and students. 

Zoom makes high-quality lectures, seminars as well as video and phone conferences possible.  The solution has proved to be very reliable so far, thus reconfirming the results of tests carried out at other universities and higher education institutions. 

This means that apart from DFNconf, which is experiencing capacity issues due to a sharp increase in demand, you now have another, very reliable tool at your disposal to hold seminars and lectures online.

Last updated on 10.02.2021

Join multiple meetings at the same time

The "Join multiple meetings at the same time from the Zoom desktop client" feature allows participants to join multiple meetings parallel or oversee multiple meetings at the same time if they have the Zoom client installed. This feature has been enabled since February 10th 2021. To join, click on the Join URL or go to https://uni-bonn.zoom.us/join and enter the meeting ID. The Join button in the Zoom Client can only be used for the first meeting you join. Note: This feature does not allow you to host multiple meetings at the same time.

New features in the Zoom Settings

When creating a new meeting, the breakout rooms are now activated by default. It is also possible to test the "end-to-end encryption". This can now be activated in the client settings. However, this affects some meeting functions, which are then no longer available.

Update of the zoom client necessary

By 30 May 2020 at the latest, the clients for Zoom must be updated so that participation in meetings is still possible.
 
Through GCM encryption, Zoom thus offers greater protection of meeting data and increased protection against unauthorized access.
 
The download of the current clients can be found at: https://zoom.us/docs/de-de/zoom-v5-0.html

Free Zoom licenses vs. campus license

On the manufacturer’s website (www.zoom.us), you can sign up for a free trial of the tool for private use (limited to meetings of 40 minutes). With the introduction of the campus license and due to differing data protection regulations, these free trials are no longer suitable for use in teaching. From now on, you may only use the campus license administered by the University for professional purposes. 
If you are using a license which was made available to you prior to the introduction of the campus license, it is possible that your license has been updated to a campus license. This is the case e.g. for licenses the Rectorate acquired for professorates back in March.  

Joining Zoom meetings or webinars without a license or without software installation 

No separate registration is required to join a meeting or webinar. The host usually shares a link for the event. When clicking on the link, “Join from your browser” appears, thus allowing you to join without registering and installing additional software.
 
Should you prefer and decide to rather use all functions of the Zoom client software, no licenses/registrations are required for joining.Yet in this case we recommend joining via the campus license as this way the improved data privacy of the client software applies.

Registering as a host

Employees and students of the University of Bonn use their Uni-ID to register as video conference hosts. 
Registering for students and doctoral students
Important note: Please register with your student Uni-ID even if you have an employee Uni-ID because of your work as a student (under)graduate assistant or because you are an employee of the University. Your student Uni-ID is what you use to sign into your course on BASIS. Except one (currently irrelevant) limit to functionality, functions are identical when you sign in with your student Uni-ID. We simply have more licenses for students than we do for employees. 
  1. Go to the Zoom portal  uni-bonn.zoom.us 
  2. Select “Host” or “Sign In” and use your student Uni-ID. Please register with your student Uni-ID even if you also have an employee Uni-ID due to your work as a student (under)graduate assistant or because you are an employee of the University. Your student Uni-ID is what you use to sign into your course on BASIS.
  3. You can then use your Uni-ID to sign in on uni-bonn.Zoom.us and in the different clients (Windows, Linux, MacOS, Android, iOS). This function is called “Sign in with SSO”. The SSO domain is uni-bonn.Zoom.us.
Registering for professors and employees 
  1. Go to  uni-bonn.zoom.us   
  2. Select “Host” or “Sign In” and use your Uni-ID. 
  3. You can then use your Uni-ID to sign in on uni-bonn.Zoom.us and in the different clients (Windows, Linux, MacOS, Android, iOS). This function is called “Sign in with SSO”. The SSO domain is uni-bonn.Zoom.us.

Scheduling and setting up meetings and webinars

As a registered user you can set up lectures, seminars and meetings with up to 300 participants. You can set up future meetings and webinars in advance and share the access details with participants. As a host you can also decide whether participants can join with audio and video. While for lectures involving many participants it may be advisable to limit audio and video access, in small seminars you may find it particularly engaging to discuss with and also see the participants.
Instructions and video tutorial

Webinar-licenses

The University centrally holds one hundred webinar licenses for up to 500 participants plus ten webinar licenses for up to 1,000 participants. These licenses are predominantly intended for courses which exceed the limit of 300/500 participants. Depending on availability, Webinar licenses may be requested for  
  • university teaching or research
  • with more than 300 participants
  • that is either part of a study program or of particular importance for the university's role in the public eye.
If you need to use such license, please submit your Uni-ID and a short statement to [Email protection active, please enable JavaScript.]. Please make sure that you already used your Uni-ID to log in to Zoom at least once before.

Recording meetings and webinars

Zoom allows you to record virtual lectures and to provide them to your students as video files (via Sciebo). The recording includes all content accessed from your desktop during the session as well as PowerPoint presentations and audio. You can also switch on your camera so that your students can see your slides and yourself.

You may only record your own video and audio data, participant's audio and video data must not be recorded. Please make absolutely sure that all participants have deactivated their cameras and microphones before you start the recording. Participants can still use the chat function to direct questions towards you.

Examinations via Zoom


You can find the regulations of the University of Bonn for online exams at this point, Zoom is an approved tool under certain conditions:

Recommendations by our data protection officer

Data privacy recommendations for the use of Zoom
Zoom is a video conference service of a US provider. For the use of Zoom, inevitably, personal data is collected and passed on to the provider and to third parties. For an overview on which data is affected, please check 
 https://zoom.us/privacy
These recommendations aim at providing you with a short overview on which measures to take for protecting your data and third-party personal data to the greatest extent possible. 
  1. When inviting to a video conference, please make a reference to these recommendations. 
  2. Participation in video conferences is always voluntary. 
  3. Confidential information, in particular personal data, on third parties not attending the conference may not be disclosed during the video conference. The same applies to the use of integrated chat functions. Instead, you should share such information with participants beforehand, e.g. via your University email account or via Sciebo.  This way, participants may simply refer to the information as “case A” or “person B”. 
  4. When using the “share screen” function, no confidential information, in particular personal information, about third parties should become visible. Participants are not allowed to take screenshots during the meeting.
  5. In the exceptional case that a recording of a video conference becomes necessary, all recorded participants must be informed and give consent. Storing of recordings is only permissible on local systems of the University of Bonn. When sessions are recorded, it is recommended to only record the teacher of the course.
  6. It is advisable to enable the waiting room function and to only grant meeting access to invited participants, the number of participants permitting.
  7. Camera settings should always ensure that no confidential information is disclosed in the background (e.g. on whiteboards).  
  8. If you have third parties present that are not visible on screen, all video conference participants should be made aware of their presence. 
  9. The Zoom campus license comes with global settings already applied. These settings can be partially overridden locally, but you should always choose settings which provide the highest level of data protection and information security.
Click below for the data protection officer’s contact details and further information on data protection at the University of Bonn:  https://www.datenschutz.uni-bonn.de

Security settings for Zoom

The University has applied security settings for the use of Zoom. Users acting as meeting hosts may modify these settings according to the individual course or conference requirements. The most important security settings are presented in the following. Whether a setting can be modified through the host or not is indicated.
  • Disabled: the host cannot enable the option.
  • Default: disabled: the host can enable the option.
  • Default: enabled: the host can disable the option.
  • Enabled: the host cannot disable the option.

Default settings and recommendations are reviewed in cooperation with the relevant University contacts (staff councils, Office for employees with severe disabilities, Gender Equality Office, data protection officer) and based on Zoom’s daily expanded security features.

Further reading:
Meeting settings
  • Only authorized users can participate in meetings (default: disabled)
We recommend not to choose the setting “Only authorized users can participate in meetings” as this excludes users who would like to join without using a client. The function “Join from your browser” allows in particular students to join a course without having to install Zoom first. Instead we recommend you to enable the waiting room function for events where you are concerned about access by unauthorized users.
  • Password required (different settings, all enabled), embed password in meeting link for one-click join (default: enabled)
Where possible, not only a meeting ID but also a password will be generated when a meeting is scheduled. The setting “Embed password in meeting link for one-click join” generates a link which you can share. The meeting password in the link is encrypted and cannot be extracted from the link. Therefore participants either need this (very long and encrypted) link or both the meeting ID and password to join the meeting.
You can further enhance security by deactivating this option and sharing the meeting ID and password via separate channels.
  • Waiting room (default: enabled)
    When scheduling a meeting, the host has the option to draw on the waiting room feature. As the meeting host, you then have to grant access to participants one by one. This prevents persons from joining the meeting unauthorized. For security reasons this enabled by default. You can change this default setting for your own meetings.
  • Mute participants on entry (default: enabled)
New participants always enter the meeting with microphones muted. As a host you can decide whether participants can activate their microphones. If you often hold meetings with a small number of participants, you can disable this option.
  • In-meeting chat (various settings: default: enabled), Prevent participants from saving chat (default: enabled)

The in-meeting chat allows you to send chat messages to other users within a meeting, e.g. in case of technical problems or questions on the content. You should not exchange personal data via the in-meeting chat. Chats outside of meetings are disabled and we advise you to revert to established communication channels. The option for exchanging documents via chat is also disabled. You should make use of other solutions such as Sciebo.

For data protection reasons, it is not permissible to saving entire chat histories. The setting "Prevent participants from saving chat" prevents users from doing so. However, this setting also disables saving small excerpts via copy&paste. Therefore, you may change this setting. In this case you need to inform all participants that they are prohibited from saving entire chat conversations!

  • Share screen (default: enabled)
You can share your screen with other participants, e.g. to show a PowerPoint presentation. The default setting only allows for hosts to share their screen. If you regularly hold meetings in which participants shall be able to share their screen, as the host you can grant screen sharing rights to other participants. Please note that you can generally only share certain selected applications. Full screen sharing is disabled to avoid the risk of personal data being disclosed by accident (e.g. via your inbox).
  • Annotations (default: enabled), whiteboard (default: enabled)

Meeting participants and the host can annotate on a shared screen. This option can be disabled if so desired. In order to jointly work on a board, you can share a whiteboard and save the annotated pages.

  • Select data center regions for meetings/webinars hosted by your account

The university has limited routing of data traffic over Zoom's servers as much as possible. In addition to servers in the US, where our account is hosted, only European servers are used.

Recording settings
  • Cloud recording (disabled), local recording (default: enabled)
The host can record a meeting and save it locally. The cloud recording function is disabled. Prior to the start of the recording, participants are asked to give their consent. Though this consent is not legally binding (as this would require written consent), it helps to prevent recordings by mere accident. In principle, no images, sound or written notes of participants shall become part of the recording. Where this cannot be avoided due to technical reasons, please ask your students to switch off microphones and cameras prior to start of the recording. Students can pose questions via chat which you can then follow up on as you speak.
 

Support

Zoom portal of the University of Bonn:  uni-bonn.zoom.us
email: 
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