Zoom conferencing

All Monash-scheduled Zoom meetings automatically have passcodes enabled.

• Meeting passcodes help prevent unwanted participants from joining your meetings and inappropriately eavesdropping on discussions.
• Participants will be asked for the passcode before they can join the meeting.

Learn more about meeting and webinar passcodes.

You can use the meeting host and co-host features to help keep your meetings safe. They allow you to:

• manage participants through the use of a waiting room or by removing unwanted attendees
• moderate meetings and participants, including by muting and controlling screen-sharing
• delegate and use co-hosts to help moderate larger meetings
• lock a meeting room after it has started to prevent unwanted participants from joining.

Learn more about host and co-host controls.

• When you use the meeting recording features, all meeting participants will receive the following disclaimer:

  This meeting is being recorded by the host or participant.

  The account owner and host can watch Zoom cloud recordings and any participant with permission can record to their local device. These individuals can share these recordings with apps and others.

  By staying in this meeting, you consent to being recorded.

  If practicable for your meeting, you can configure your Zoom settings during the recorded meeting to turn off your video and/or mute your microphone.

  
• Participants will be able to see a Recording visual indicator in the Zoom meeting (although this won’t be available for participants who join by telephone).
• Also be aware that, when recording a meeting, any chat, video or audio content may be recorded.

Watch out for fake or scam phishing Zoom messages or invites. These can be used for identity theft or to access your account.

• Be alert for suspicious messages or invites, including links appearing from unknown or unexpected Zoom meetings or senders.
• All Monash-based Zoom links use https://monash.zoom.us/.
• Where possible, join Zoom meetings through your calendar or the Zoom application.

Learn more about dealing with scams and phishing.

Make sure you always have the latest version of Zoom so that you receive any important enhancements. This helps keep Zoom secure.

Using Zoom on a Monash laptop or computer

Zoom updates are automatically managed for you.

Using Zoom on a smartphone or tablet

You'll need to manage the updates for Zoom yourself.

More information

Learn more about managing updates.

Zoom implements a wide variety of security features to protect communications, including:

• protections by Monash single sign-on (including multi-factor authentication (MFA))
• secure meetings with encryption (including audio and video content)
• tools and methods to protect meetings by managing who can join and what can be shared.

Learn more about Zoom security.

Sign into Zoom with your Monash account (single sign-on)

Scheduling a meeting

Joining a Zoom video call

If you're scheduling meetings on behalf of someone else, it's best to do so through Scheduling Privilege. This will ensure that the person you're scheduling for will remain the meeting host.

Assigning Scheduling Privilege

To begin, the person you'll be scheduling for needs to grant you Scheduling Privilege. Find out how to grant Scheduling Privilege.

Check if you've been granted Scheduling Privilege

You can check if anyone has assigned you Scheduling Privilege by going to your profile settings.

How to use Scheduling Privilege in Google Calendar

There are two methods of creating Zoom meetings in Google Calendar. You'll need to determine which application you use.

Method 1: Chrome Scheduler 

Scheduling Privilege with Chrome Scheduler.

Method 2: GSuite Add-on

Scheduling Privilege with GSuite Add-on.

A maximum of two meetings can be scheduled at the same time from a single host account. Both meetings are required to be started either by the original host or an alternative host.

As the host, you can start the meeting and then transfer host privileges to another participant during the meeting if required.

• You can't host multiple webinars at the same time
• You can't host one meeting and one webinar at the same time

If you have scheduled three (or more) Zoom meetings at the same time, this message will appear once the host/alternative host joins the third meeting:

Pressing End Other Meeting will terminate all of your active meetings.

Zoom Cloud recordings created prior to 18 December 2021 are stored on CloudStor. Find out how to access your CloudStor account.

Recordings created from 18 December 2021 onwards can be accessed through the Monash Zoom web portal under the Recordings tab. Find out how to access your Zoom Cloud recordings.

These recordings will not be permanently retained. You will be notified seven days prior to the deletion of your Zoom Cloud recording.

To permanently retain your Zoom Cloud recordings, please download them from the Monash Zoom web portal and upload them to CloudStor.

Zoom recording

Audio and/or visual recordings may occur during Zoom sessions and your image and voice may be included in such recordings. If your Zoom session is being recorded, a pop-up box to let you know will appear before the session starts, and you'll also be informed by your meeting host of any recording at the start of a Zoom session.

Recorded Zoom sessions may be used for learning and teaching purposes and research purposes. For some Zoom sessions, you may be able to turn off your video and microphone, depending on the level of interaction required. For further information on how to use Zoom, including configuring your settings, please see this Library guide.

Recorded Zoom sessions may be published online and made available to Monash University staff and students.

All Monash Zoom accounts are protected by Monash Single Sign On (including multi-factor authentication by Okta) and secured with strong encryption (including audio, video and content). Your use of Zoom is subject to Monash University's Information Technology Acceptable Use Policy (pdf, 0.12 mb). Details of Zoom sessions must not be shared with anyone who is not on the participant list.

For information relating to the handling of your personal information please refer to Monash University’s Data Protection and Privacy Procedure (pdf, 0.21 mb) and the Employee Data Protection and Privacy Collection Statement (pdf, 0.11 mb) and/or the Student Data Protection and Privacy Collection Statement (pdf, 0.16 mb) (depending on the nature of your interaction with Monash). If you have any questions about how Monash University is collecting and handling your personal information, please contact our Data Protection and Privacy Office at dataprotectionofficer@monash.edu.

Screen sharing

When sharing your desktop, other meeting participants can see the content on your desktop, including any private material, email and message notifications which may display in the background or pop-ups.

• Click Share Screen in your in-meeting tool bar, to share your desktop or an individual application/window.

Desktop remote control

While screen sharing in a zoom meeting, you can Give mouse/Keyboard control to another participant. Participants can also request this. This allows them to completely control and manage your desktop until you opt to regain control.

• To do this, the host or participant selects Share Screen.
• The person sharing their screen, selects Give mouse/keyboard control to and then selects the participant.
• Alternatively during a screen share another participant can Request remote control right. This sends a sharing request to the host.
• To regain control over their mouse and keyboard, the party sharing their screen simply clicks anywhere on their screen.