More Information

Access to WebEx has been extended through Monday, November 18, 2019 to allow users to download any cloud recordings and move recurring meetings to the Zoom conference platform.

Please update any recurring meetings with the Zoom meeting information prior to the cutoff date.

 

Zoom offers an array of features and services

  • Join meetings easily from your desktop or mobile device.
  • Click a button to quickly add Zoom to your Outlook meetings.
  • Record meetings and classes locally or to the cloud. Recordings saved to the cloud can be transcribed and searchable using Zoom’s beta transcription feature.
  • Enjoy enhanced collaboration features: screen sharing, participant polling, chat, real-time annotation of documents, interactive whiteboards, and breakout rooms.
  • Add Zoom meetings to your classes on Canvas for virtual office hours and student study groups.
  • Zoom offers exceptional video and audio quality for meetings and classes, in compliance with FERPA/HIPAA requirements.

Once your account is set up, you can log in to Zoom for easy accessibility and collaboration.

 

Key Transition Milestones

WebEx will be retired

  • WebEx (and recordings stored in WebEx) are permanently unavailable.
  • By November 18, 2019, all WebEx recordings must be moved to your computer or Box Secure Storage.

Zoom rollout to faculty, students, and staff begins

Zoom transition announcement

  • Zoom training is available system wide. See the webinar dates and times in the Training section below.
  • Begin moving your WebEx recordings to your computer or Box secure storage.

How to Prepare for the Transition

STEP 1

Move your WebEx recordings by Monday November 18, 2019.

Review your WebEx recordings and move the ones you want to keep to the appropriate storage service. Move any FERPA or HIPAA-protected (PHI) content to Box Secure Storage, or another HIPAA-compliant storage service.

STEP 2

Update your calendar events.

If you have calendar events scheduled after Monday, November 18, 2019 with links to WebEx meetings, you will need to update those events with new Zoom meeting links.

Learn how to schedule a meeting with Zoom.

STEP 3

Learn more about Zoom.

Sign up for a training webinar or find self-help information on the IT Services Knowledge Base or the Zoom support site.

STEP 4

Read through documentation about patient privacy (if applicable).

UChicago Medicine and the Biological Sciences Division faculty, staff, students, and departmental accounts will need to be familiar with the following documents:

Zoom Training Options

Desktop Support and EngineersTraining

ITS Desktop Support

August 14, 2019 | 2 – 3:30 p.m. CST
View recorded webinar.

August 27, 2019 | 1 – 2 p.m. CST
View recorded webinar.

Topics covered include the following:

  • general Help Desk concepts
  • client support
  • related technical concepts

ITS Desktop Engineers

September 5, 2019  |  2 – 3 p.m. CST
View recorded webinar.

Topics covered include installing and distributing plug-ins and related software and applications.

Chicago Booth

September 12, 2019  |  2 – 3 p.m.
View the recorded webinar.

Medical Center and Biological Sciences Division
UChicago Medicine Help Desk

September 9, 2019  |  2 – 3:30 p.m.
Zoom HelpDesk Training recording.
Top Questions about Zoom.

Topics (HIPAA-compliant environment):

  • General Help Desk Concepts
  • Client Support
  • Related technical concepts
UChicago Medicine and BSD New Zoom Users

Save the date for one of the following online training modules about data security requirements.

October 3, 2019  |  2 – 3 p.m.
View recorded webinar.

October 17, 2019  |  2 – 3 p.m.
View recorded webinar.

November 1, 2019  |  2 – 3 p.m.
View recorded webinar.

November 8, 2019  |  2 – 3 p.m.
Recorded webinar available soon!

November 15, 2019 | 2 – 3 p.m.
Attend this webinar.

Recommended Reading:

New Zoom User Webinars

Learn how to set up your Zoom account, schedule meetings, and join meetings.

September 19, 2019  |  2 – 3 p.m.
View recorded webinar.

September 26, 2019  | 2 – 3 p.m.
View recorded webinar.

October 10, 2019  |  2 – 3 p.m.
Webinar link coming soon.

October 25, 2019  | 11 a.m. – 12 p.m.
Webinar link coming soon.

November 15, 2019 | 2 – 3 p.m.
Attend this webinar.

With Zoom breakout rooms, we are getting very close

to matching in-person meeting experiences.

Jeff Lasky

Project Manager

Frequently Asked Questions

How many people can attend Zoom meetings and webinars?
  • With UChicago Zoom licenses, up to 500 people can attend meetings in Zoom. 
  • Student accounts can host up to 300 participants.
  • For meetings with more than 500 attendees or if you need to host a webinar, please contact the Service Desk at 773.702.5800 to set up a consultation.
Who can host and attend meetings and webinars?

Meetings 

  • Anyone can attend meetings, including individuals outside of the University.
  • Faculty, staff, and students with Zoom accounts can host meetings.


Webinars (one speaker to many attendees)

  • Anyone can attend webinars, including individuals outside of the University.
  • Faculty and staff can host webinars; please contact the Service Desk to schedule a consultation (UChicago maintains separate licenses for Webinars). 


Special Considerations for UChicago Medicine and Biological Sciences Division (BSD) Staff

University of Chicago Medicine and Biological Sciences Division staff that may have access to PHI or HIPAA data – also known as Health Care Component (HCC) – received approval to use Zoom with some modifications.

  • Training requirement: To access Zoom, faculty, staff, students, sponsored, and departmental accounts in the HCC will be required to take a short (10-minute) online training about security requirements. The training can be completed before the official Zoom rollout.

  • Recordings: Faculty, staff, and departmental accounts can record Zoom meetings, but only to their computer’s hard drive (cloud recording is not available for security reasons).

  • Review additional modifications made for Zoom for HCC.
What can I use to join and host Zoom online meetings or webinars?

You can use a Mac, Windows, Linux, or Chromebook computer, iOS or Android app, telephone, or video conferencing room system to join Zoom meetings and webinars. Read more about system requirements for Zoom.

Are there interactive features in Zoom?

The options for interaction in Zoom include the following:

 

  • Initiate virtual breakout sessions: meeting participants can be randomly placed in breakout rooms to hold small-group discussions.
  • Poll attendees: see responses to questions you pose in real time.
  • Group messaging.
  • Screen share documents, photos, and video clips.
  • Simultaneous screen sharing.
  • Annotation and co-annotation.
  • Whiteboarding.
What are the differences between WebEx and Zoom?

The WebEx and Zoom interfaces are similar. For more information, view a comparison of the two services, including how to set up, connect, record meetings, and more.

How do I get support?

Need help with Zoom? Visit the IT Services Knowledge Base or Zoom’s robust help site for tips, tricks, known issues, and more.