Zoom Information

Please see FAQs at the bottom of this page.

Update September 10, 2020

The Enterprise Zoom Operations Group (a collaboration between the Office of the CIO and UTM IITS) is pleased to announce two additional provisional services, effective immediately:

(1) All U of T students may register for a provisional managed Zoom Education account using the instructions below. The University is covering the cost of those licenses for a one year period pending an institutional RFP.

(2) Temporary cloud storage is now available for all provisional U of T Zoom Education accounts up to half a gig of storage with a 120 day retention period – in other words, content will automatically be removed 120 days after uploading. Users who wish to retain their recordings for longer that 120 days are therefore encouraged to record to the local computers (see instructions below) or download their recordings from the cloud as soon as they can to avoid losing them.

Zoom Education Licenses at U of T

To meet the increasing demands for video conferencing options due to the Covid-19 pandemic, Zoom was provisionally approved for use as a University of Toronto (U of T) tool in July, 2020. This provisional approval will last until the summer of 2021, pending a formal request for proposal (RFP) process for the selection of an officially supported enterprise web-conferencing tool.

In addition to Zoom, U of T instructors and staff may also use a number of other fully supported video tools that are already approved, including MS Teams Video, Collaborate Ultra Webconferencing and MS Live Events at no cost to the individual or their departments. To read more about these choices, please visit: https://act.utoronto.ca/enterprise-video-conferencing-video-meeting-resources/.

two people on video conference call

Photo by visuals on Unsplash

Accessing Zoom Education Licenses

As part of this temporary provisional approval, the University has negotiated a one-year agreement for instructors and staff to have their own Zoom Education license. A Zoom Education license is similar to the Standard Pro license that can be purchased individually; it allows the individual to run their own interactive meetings with up to 300 participants. There is no charge to the individual or department. This license does not cover enhanced Zoom features, such as Webinars (broadcast mode version of Zoom), Large Class capabilities (more than 300 participants), extra Cloud Storage for recordings or physical Classroom Connectors, etc. (please see below for additional information on these specialized features).

Because this is only a one-year, provisional arrangement, Zoom will not be directly integrated into Quercus. Instructors who wish to use it for teaching should contact their divisional Educational Technologist to inquire about manual linking and other options (Collaborate Ultra and Teams Video are integrated with Quercus).

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Please read the following scenarios carefully, as each person’s specific circumstances may vary. If you have any uncertainty about which scenario applies to you, do not experiment but instead, contact your divisional IT department for assistance first!

Scenario I: University of Toronto Mississauga (UTM) Community Members

Members of the UTM community should continue to use the U of T Zoom Portal (https://utoronto.zoom.us) as they always have – there is no change for you.

Scenario II: Zoom Accounts Supplied by Departments/Divisions

We know that several departments and even some full divisions, such as OISE, Medicine, U of T Scarborough, etc. have paid for, supply, and/or manage Zoom accounts for their instructors and staff. If your Zoom account was given to you by your department, it is imperative that you do NOT access the U of T Zoom Portal without first checking with your local or divisional IT unit. If you are not sure, please contact your local or divisional IT unit first.

Scenario III: No Previous Zoom Account (or accounts not associated with a U of T email)

For individuals who have never had a Zoom account, or for individuals who have a Zoom account that is not associated with their U of T email address, simply go to the U of T Zoom Portal (https://utoronto.zoom.us), and log in with your UTORid and password, and claim your personal Zoom Education license.

Scenario IV: Existing Free Zoom Account using U of T email

For individuals who have a Free Zoom account that is associated with their U of T email address, and who wish to upgrade at no personal cost to a full Zoom Education account, simply go to the U of T Zoom Portal (https://utoronto.zoom.us), and log in with your UTORid and password, and claim your personal Zoom Education license. It will take about 24 to 48 hours to transfer your existing Free Zoom account to our provisional Zoom Education Licenses.

Scenario V: Existing Standard Pro Account using U of T email

For individuals who already have a paid Standard Pro Zoom account associated with their U of T email address, a choice will have to be made – do they want to transfer their account into the new U of T Portal, or remain autonomous?

If your current Zoom account may have been supplied to you by your local or divisional IT unit, then it is imperative that you check with them first, (see above in Scenario II).

Transfer

If the individual would like to turn their paid account into a no-cost Zoom Education license, then they can submit a request ticket via Enterprise Service Centre (https://uoft.me/esc) to start the transition process and request a pro-rated refund for their paid account. Their account would then be subject to the security controls and features for all accounts within the Portal. For more on the current managed settings, please see: https://uoft.service-now.com/utm_iits?id=kb_article&sysparm_article=KB0011884(UTORid login required to view).

Remain Autonomous

If the individual does not want to transfer their account into the University portal and remain autonomous, then they would not log in through the University Portal, and instead log in through the main Zoom website – https://zoom.us (note the absence of ‘utoronto’ in the URL) – and continue on as they always have, assuming individual responsibility for any costs and security settings.

Scenario VI: Webinar, Large Class, Extra Cloud Storage and Room Connectors

The one-year provisional licensing only covers Zoom Education accounts for individual instructors and staff. It does not cover other services from Zoom such as Webinar, Large Class, Extra Could Storage or physical Room Connectors, etc.

Departments that have already arranged for those products should continue to operate autonomously (https://zoom.us) and not via the University Zoom Portal – it is very important that users who are operating autonomously NOT use the “SSO” (Single Sign-On) option for logging in. They would continue to be responsible for any costs and security settings. Attempting you use the University Zoom Portal for your Webinar or other special license, may result in losing access to the service. If you are unsure of your circumstances, please contact your divisional IT department before doing anything.

In some cases, an individual may have purchased one of these extra services, and associated that service with their U of T email address. If that individual wants to have both an individual no-cost Zoom Education license (300 participant regular Zoom experience), and have their own enhanced service, then we advise them to contact their divisional IT group for assistance (their divisional IT group will make the necessary arrangements with our local Zoom support team).

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Support for Zoom

man with headphones looking at his laptop

Photo by Wes Hicks on Unsplash

This one-year RFP-pending provisionally approved arrangement does not include University-wide support for individual users. However, some departments or divisions may provide more direct support for members of their community. Please contact your divisional IT unit to inquire.

As a courtesy to the University community, support documentation provided by the IITS unit at UTM can now be viewed by all U of T community members: UTM Knowledge Base Zoom links. However, only UTM members can get direct support from that unit. All others should contact their own divisional IT units directly: https://q.utoronto.ca/courses/46670/pages/support#support-contacts.

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FAQs – Last Updated August 31, 2020

Q1: My department gave me my Zoom account. What should I do?

A: It is important to check with your department or IT department before making any changes. If you have been logging into your account using the main zoom.us website (and not the utoronto.zoom.us portal) do not switch until you’ve talked with your IT department, as doing so may affect your account.

Q2: I would like to have control of all the settings on my account. Can I do that with a U of T Zoom Education license?

A: A Zoom Education license available through the U of T Zoom portal is a managed service, where certain settings are controlled by the portal. If you’d like to have control of your own settings, please do not use the U of T Zoom portal (see the “Remain Autonomous” section above). Please note that several departments provide accounts for their communities, and may have a different arrangement. Please contact your departmental IT unit to find out if they have such a service for you. For more on the current managed settings, please see: https://uoft.service-now.com/utm_iits?id=kb_article&sysparm_article=KB0011884 (UTORid login required to view).

Q3: I would like to increase the participant capacity of my account beyond 300. Can I do that with a U of T Zoom Education license?

A: A Zoom Education license available through the U of T Zoom portal provides you with the standard 300-person experience. If you would like to have increased capacity beyond 300, then you would require the Large Class add-on, which can be purchased separately, directly from Zoom, on an autonomous account – do not use the U of T Zoom portal. Please note that your division may be offering a managed Large Class service, that would not require you to purchase this service yourself. Please contact your divisional IT unit to discuss further options.

Q4: Is the new Zoom service integrated with Quercus?

A: The new Zoom Education service is a provisionally-approved, one-year arrangement, pending the outcome of an institutional RFP process. As such, this provisionally-approved service is not integrated with Quercus directly (alternatives such as Collaborate Ultra and Teams Video Meetings are integrated). Nonetheless, instructors who schedule sessions using Zoom can still add a manual link to the session in their Quercus course shell, either by posting the link in an announcement or discussion board post, in the body of a module or page, or by using the Quercus Redirect Tool. Please contact your EdTech specialist to discuss the best options for you: https://q.utoronto.ca/courses/46670/pages/support#support-contacts.

Q5: Can I record my Zoom meetings and events with this new account?

A: The new Zoom Education license does allow individuals to record meetings and events to their local computer, it does not allow for Cloud Storage recordings (please see Scenario VI above on Cloud Storage). To enable local recording, after logging in, please go to your Settings page, select Recordings, and make sure the Local Recording button is turned on. For more detailed information, including information on common recording issues and errors, please visit the UTM Knowledge Base article on Local Recordings (you will need to sign in with your UTORid to see this documentation): https://uoft.service-now.com/utm_iits?id=search&spa=1&q=local%20recording